EVENTS
COMMUNICATION GUIDANCE
Produced by the Faculty Marketing Team · FHSS-Events@swansea.ac.uk
PROCESS
• Event comms to be templated and sent from FHSS-Events@swansea.ac.uk regularly to FHSS staff (based on the information staff sends through by COP the previous week) • Emails will be bilingual – to Welsh Language guidelines/standards • Emails will be created in Mailchimp following Swansea University branding • Template to cover all FHSS Schools/Departments in one – so staff have sight of activities across all areas NOTE: This approach will be the main form of sending events updates. Any staff requesting individual event updates will be directed to send information to the FHSS events mailbox for inclusion in the faculty email.
RESPONSIBILITIES FOR FACULTY STAFF
• Direct all event communication queries to FHSS-Events@swansea.ac.uk mailbox • Complete proforma bilingually. Content under 100 words can be sent to quicktranslations@swansea.ac.uk for translation. The team can return content in up to 24 hours • Send bilingual content to FHSS-Events@swansea.ac.uk by COP every Wednesday to ensure inclusion in the next week’s Faculty events email • Note clearly on proforma whether the event is internal or externally focused to determine whether it is to be included on calendars for further promotion (note: inclusion on the central events calendar means that the event will be included in central’s all staff Friday events roundup email the week before the event takes place) and potentially used in other promotional outlets (eg: social media, website, etc)
RESPONSIBILITIES FOR FACULTY EVENTS COMMS TEAM
• Provide support to staff and answer queries/offer advice in a timely manner • Create and send regular events update emails in Mailchimp • Use content in proformas to also add events to relevant internal and external calendars / externally promote where relevant • Ensure the staff distribution list is kept up to date
• Collate planned events in FHSS calendar to inform of date / resource availability • Update all FHSS events in the University wide planner for the events working group
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