Introduction to the Public Affairs Directorate · Event toolkit and templates Guidance for managing the media Daily News Alert Branding toolkit and University style guide Branded

Introduction to the Public Affairs Directorate

Susannah Wintersgill & Anne Brunner-Ellis

Tuesday 27 May 2014

Agenda • Welcome and introductions

• Quiz

• Overview of Public Affairs

• What we do and how we can help you

• Questions

How many?

Activity Figure

Visitors to www.ox.ac.uk each year 16.9 million

Number of media enquiries each year 6,000

Number of public enquiries each year 2,000

Number of press releases issued each year 450

Number of attendees at University events per year 5,500

Circulation of Oxford Today (print issue) 165,000

Facebook likes to date 1.5 million

Twitter followers to date 140,000

Number of images in the online image library 6,200

Views of the 2013 Christmas greetings video 212,000

Overview

Our objectives

• To increase public understanding of the aims and activities of the collegiate University

• To protect and enhance the University’s reputation

• To demonstrate the impact of Oxford research on society

• To offer communications advice and services to colleagues across the collegiate University

Director of Public Affairs

Jeremy Harris

Public Affairs Office

Susannah Wintersgill

Carolyne Culver Margaret Ounsley

Design & Publications

Anne Brunner-Ellis

Digital Communications

Suzi Ardley

Events Office

Lisa Seddon

News & Information Office

Stephen Rouse

Our structure

Public Affairs Directorate What we do and how we can help you

News

• Proactive media work

• Direct news

• Managing media coverage

• Media monitoring

News – how we can help you

• Media Relations Manager for each academic division

• Advice on publicising your news stories

• Daily News Alert

• Media training

• ISDN line for radio interviews

Public information

• An information service to the University

and the general public

• Answers general enquiries (c. 2,000 pa)

• Maintains sources of institutional

information

• Briefs external organisations, such as

tour guides

Design and print

Produces University’s key print materials:

• Gazette

• Blueprint

• Oxford in Brief

• Visiting the University

• University Calendar

• Annual Review

• Oxford Today

• Undergraduate Prospectus

• Graduate Prospectus

Design and print – how we can help

• Design Studio: offers a professional, cost-effective and creative

graphic design service

• Print-buying: offers competitively priced print service

• Conference items: sells a range of branded items for conferences

and other events

• Writing and style guide: a guide to writing and formatting documents

to enable consistency across the University

Branding and how we can help

Consistent identity for instant recognition across a global spectrum

Our visual identity: graphic expression of who we are & what we represent

• Toolkit: use of the logo, colour, placement and partner branding

• Visual identity guidelines

• Templates and downloads: logos, stationery and powerpoint

Photography and how we can help

• ouimages.com available for all University staff

• 6,200 images and films and growing

• Includes the appropriate permissions

• Departments and colleges can be users as well as partners

• We are here to help and advise

Digital communications

• Responsibility for www.ox.ac.uk

• Digital strategy and online brand

management

• Production of films and animations

• Analytics

• Work with asset management tools:

Image Library, MediaHub

Digital communications – how we can help

• Advice on web development and online

brand management

• Production of video and audio content

• Promotion of content via University

website and social media channels

Events

• Events Office manages c.70 high-profile events p.a.

• Enable people to interact with Oxford's work and values

• Three broad categories of event:

1. Express traditions of the University (e.g. Encaenia)

2. Recognise current activity and achievement (e.g. openings)

3. Recognise donors and solicit funds (e.g. VC’s Circle)

Events Office – how we can help

• Offer advice on event planning

• Project-manage high-profile events

• Events management toolkit (tips and templates)

• Hire out equipment (e.g. tablecloths, banners)

• Provide events material at cost price (e.g. invitations)

Government & community relations

• Coordinate ministerial visits

• Develop relationships with MPs & peers

• Promote the value of Oxford research and an

Oxford education to parliamentarians

• Advice on community and government issues

• Develop relationships with local councils and

community groups

• Planning applications

• Community grants

• Public lectures

Strategic communications & how we can help

• Public Affairs strategy

• Research communications strategy

• Metrics and evaluation

• Communication officers’ network

• College communication officers’ network

• Public Affairs workshops

• Day-to-day advice

Internal communications & how we can help

• Print channels: Blueprint and the Gazette

• Online channels: Staff Gateway, Staff News, Staff Events

• Events: UAS Conference (26 June)

• Advice on disseminating news and

promoting events

• Provide distribution lists / labels

• Publicise activity / events through

publications and online

Communications resources www.ox.ac.uk/public_affairs

Communications workshops & network

Top tips and case studies

Event toolkit and templates

Guidance for managing the media

Daily News Alert

Branding toolkit and University style guide

Branded stationery and conference items

QUESTIONS