Page 6 - CEIRD Brochure

SPECIFICS/DETAILS

on some procedures

Media Liaison, Branding, Public Relations, Advertising and Events
Coordination

CEIRD receives numerous requests on a daily basis regarding media liaison, advertising and
events coordination. To ensure proper planning with regards to the above, the directorate
would like to encourage all Deans, Directors and Heads of Directorate to note that the
directorate is working on a monthly pre-planned calendar. C&M would appreciate if all
requests pertaining to the above be given a time frame of 5 working days notification in
advance before the due date.

1) Procedures to follow regarding Media
Background information pertaining to an event or function needing media
coverage must be sufficient to allow us to issue a media release (if need be). The
directorate/faculty must also provide details of a contact person within the faculty
or directorate hosting the event. All requests for media coverage must be directed
to the Public Relations Office.

2) Procedures to follow regarding Events Planning (Virtual or Otherwise)
All requests pertaining to official/virtual events within the University campuses,
faculties, centres, directorates or units must be sent to our directorate in writing, via
email to the Events & Advertising Coordinator, at least 5 working days prior to the
event or function. Conferences and workshops as well as Virtual Events normally
require a longer notification period due to the nature of the event and its organising
process. Key corporate events, like graduations, inaugurations, etc. require longer
time frames for pre-recordings, setup and preparation. It normally requires outside
companies to be involved with such projects, which leads to longer time-frames to
complete. 1 full month notification/request is thus normally required for such major
events, from UNAM stakeholder involved.

No event should be scheduled or booked without prior knowledge of the Directorate
Heads/Events Office Coordinator, especially where the directorate is required to
execute, assist and attend for coverage purposes, without internal stakeholders
adhering to the preset guidelines to avoid clashes of dates and any inconvenience
which will bring the institution to disrepute.
3) Procedures for Advertisement Placement
The Communications and Marketing directorate is responsible for
payment of all general advertisements, which are not income
generating or project funded. The office/directorate/unit requesting
income generating advertisements are responsible to fund and
process payments for their own adverts. The Graphic Design Section
will provide advert designs according to Brand Style Guide. Bookings
will be done by the Events & Advertising Coordinator.

To properly ensure that advertisements are placed on
requested dates for campus/faculty/directorate/centre/unit,
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