Events, Conference Items and Branding

Notice to all Staff and Students

The Corporate Wear and gift shop, which is currently being run by the Marketing and Communication Department, is closed until further notice. This is to allow the institution to reimagine this shopping experience and enhance the offering. MCD will therefore not be selling any corporate wear or gifting items, and departments are advised to order the items via the RFQ process.

Important

ALL artwork for corporate items must be approved by MCD. Refer to the SOP for Branding and Artwork.

Service Outline	Initiation Procedure	Timeline	Person(s) Responsible
Ordering of Conference Items
Marketing and Communication has the following branded items available for conferences, seminars, workshops and events. A5 Branded Notepads A4 Branded Notepads CPUT Conference Folders CPUT Lanyards MAXI Branded Gift Bag MIDI Branded Gift Bag MINI Branded Gift Bag Conference Name Badges (with safety pin) CPUT branded inserts for Name Badges CPUT branded pens	Email Thato Magoro (magorot@cput.ac.za) to request a General Ledger and Order Form and to check stock availability. MCD will not be liable if you order items that are out of stock. The department requesting items must complete an Order form (with quantities) and General Ledger journal. The forms must authorized by your HOD and Finance Department BEFORE submitting to MCD. The General Ledger journal must be signed by your budget controller (at Finance) for credit check and approval of your cost centre. Email/hand deliver approved General Ledger Journal and Order Form to MCD to process the request (details are on the form). MCD will notify the department via email with regards to the stock availability and when the items are ready for collection.	Orders must be placed 3 days in advance. “Last minute requests” might lead to disappointment. Departments are responsible for arranging the collection of items from MCD. Orders are not guaranteed due to stock availability. Collection days are on Tuesdays & Thursdays only. Orders will be kept for a maximum of 5 days, only with prior arrangement. Should you not collect within this time, the order will be forfeited and you will have to reorder. Transfer of Funds: We will send the authorized General Ledger Form to the Finance department for the transfer of funds once all items are collected.	Thato Magoro magorot@cput.ac.za
Event Management
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 provide guidance and assistance with 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 and provide guidance in all CPUT events which includes: Launches Departmental conferences/seminars Functions	In collaboration with the person/department requesting the assistance, MCD 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 Entertainment (if required) Check protocol procedure for Ministerial Visit	Refer to the Events Guideline for CPUT	Cathy Cloete cloetec@cput.ac.za
Conferences and Workshops (International and other)
MCD will serve on committees and advise and provide guidance on corporate identity, media and marketing of events.	MCD 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	Refer to the Events Guideline for CPUT	Cathy Cloete cloetec@cput.ac.za
CPUT event corporate materials (banners, flags etc)
MCD will assist with corporate materials for all CPUT events Departments must make their own arrangements to collect the items on the Bellville Campus. If Any Item On The List Above Is Damaged, The Faculty/ Department Will Be Liable For The Cost @ R3 500,00 Per Item.	Departments can book the following items for their events: Gazebo Wall Banner Faculty Banner Telescopic Chairs (Plastic) Lollipop Stands Tablecloths Trestle Tables	Items must be requested 1 week in advance. Collection of the items 1 day Prior to the event Items must be returned within 2 days after the event.	Cathy Cloete cloetec@cput.ac.za and Eugene Payne paynee@cput.ac.za

Service Outline

Initiation Procedure

Timeline

Person(s) Responsible

Ordering of Conference Items

Marketing and Communication has the following branded items available for conferences, seminars, workshops and events.

A5 Branded Notepads
A4 Branded Notepads
CPUT Conference Folders
CPUT Lanyards
MAXI Branded Gift Bag
MIDI Branded Gift Bag
MINI Branded Gift Bag
Conference Name Badges (with safety pin)
CPUT branded inserts for Name Badges
CPUT branded pens

Email Thato Magoro (magorot@cput.ac.za) to request a General Ledger and Order Form and to check stock availability. MCD will not be liable if you order items that are out of stock.

The department requesting items must complete an Order form (with quantities) and General Ledger journal.

The forms must authorized by your HOD and Finance Department BEFORE submitting to MCD.

The General Ledger journal must be signed by your budget controller (at Finance) for credit check and approval of your cost centre.

Email/hand deliver approved General Ledger Journal and Order Form to MCD to process the request (details are on the form).

MCD will notify the department via email with regards to the stock availability and when the items are ready for collection.

Orders must be placed 3 days in advance. “Last minute requests” might lead to disappointment.

Departments are responsible for arranging the collection of items from MCD.

Orders are not guaranteed due to stock availability.

Collection days are on Tuesdays & Thursdays only.

Orders will be kept for a maximum of 5 days, only with prior arrangement. Should you not collect within this time, the order will be forfeited and you will have to reorder.

Transfer of Funds:

We will send the authorized General Ledger Form to the Finance department for the transfer of funds once all items are collected.

Thato Magoro

magorot@cput.ac.za

Event Management

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 provide guidance and assistance with 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 and provide guidance in all CPUT events which includes:

Launches
Departmental conferences/seminars
Functions

In collaboration with the person/department requesting the assistance, MCD 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
Entertainment (if required)
Check protocol procedure for Ministerial Visit

Refer to the Events Guideline for CPUT

Cathy Cloete

cloetec@cput.ac.za

Conferences and Workshops (International and other)

MCD will serve on committees and advise and provide guidance on corporate identity, media and marketing of events.

MCD 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

Refer to the Events Guideline for CPUT

Cathy Cloete

cloetec@cput.ac.za

CPUT event corporate materials (banners, flags etc)

MCD will assist with corporate materials for all CPUT events

Departments must make their own arrangements to collect the items on the Bellville Campus.

If Any Item On The List Above Is Damaged, The Faculty/ Department Will Be Liable For The Cost @ R3 500,00 Per Item.

Departments can book the following items for their events:

Gazebo
Wall Banner
Faculty Banner
Telescopic
Chairs (Plastic)
Lollipop Stands
Tablecloths
Trestle Tables

Items must be requested 1 week in advance.

Collection of the items 1 day Prior to the event

Items must be returned within 2 days after the event.

Cathy Cloete

cloetec@cput.ac.za

and

Eugene Payne

paynee@cput.ac.za

Cape Peninsula University of Technology

Marketing and Communication