SOP for EVENTS AND PUBLIC RELATIONS
MCD is a keen supporter of all CPUT related events, though it is not practical, useful or desirable to arrange or be involved in all of them. We will serve on committees and advise on corporate identity, media and marketing of events.
MCD is responsible for arranging all annual CPUT events which includes, but not limited to: First Year Welcome Open Days/Career Days Long Service Awards Professorial Inaugurations Council Events Staff End of Year Party
MCD is responsible for all EM and Council Events which includes: Hosting of seminars
Catering arrangements for all meetings
Arrange breakaways, seminars
Council Dinners
Hosting all EM’s guests
MCD is involved/assisting in all CPUT events which includes: Launches Departmental conferences/seminars
Functions
PROCEDURE for all major special events/functions
PR and Events Coordinator will - in collaboration with the person/department requesting the assistance
– will attend meetings to provide input on the following:
● Date and time of the event
● Identifying venues and ensuring that the venues are booked/reserved
● Check available dates of Vice-Chancellor – this will play a role in the date of the planned event
● Check guest list, special guests
● Invitations – Design of invitation. RSVP’s to be handled by the department arranging the event.
● Contact and liaise with caterer – check budget, staff, flower arrangement etc.
● Liaise with facilities, nursery and Campus Protection Services
● Order gifts for guest speakers from MCD
● Entertainment (if required)
● Check protocol procedure for Ministerial Visit
CONFERENCES AND WORKSHOPS
(International and other)
PR and Events Coordinator will - in collaboration with the person/department requesting the assistance
– attend meetings to provide input on the following:
● Check VC availability
● Identify Budgets
● Assist to secure venues and accommodation (on or off campus)
● Where necessary, procure the assistance of an agency to assist with flight – bookings, transport and hotel accommodation for national & international delegates and guests and if needed assist with organizing the conference.
● Arrangements for venues, as for other functions.
● Involvement of EM
by: Cathy Cloete Compiled