2026 Winter Publicity Meeting Minutes

Reviewing T1 & Feedback, Planning T2 Publicity Matters

Agenda (Minutes Next Section)

Note:

• Raven Lucia (RL)

Agenda 1: Term 1 Feedback Form Info By Welfare (points by RL)

• On 16/12, a Term 1 Feedback form was circulated via a Discord announcement and email to all members

• Relevant details to each meeting being added to agendas

• Hearing about events: 100% responded Discord & newsletter, ~40% IG, “Other” ~20% (incl. in-person)

• Communication

  • Feedback received

    • Known & convenient event times - 100%

    • Known & convenient locations - ~60%

    • Known event purpose - ~80%

    • Easy to find event details - ~60%

    • Engaged & included by event comms - ~60%

    • Known sober exec - ~80%

    • Some confusion over event end times

  • RL: Some suggested action points
    • Add end times to stuff like calendar and weekly posts (consistent with newsletter & events website etc) - preferable to keep consistent in the posts made for individual events as well (some have end times, some don’t)
    • Generally for half-termly calendar, helpful to also add missing start times in, locations - if there’s too much wrt space constraints, at least signpost to be like “find out more via https://events.uwcs.co.uk” or similar
    • Possibly more use of post text for mentioning of sober exec etc?

Agenda 2: T2 Socs Fair

• Tuesday Week 2 - can we get flyers similar to the Welcome Week socs fair ones in time?

Agenda 3: Upcoming Publicity

• Ball publicity
• Week 1 post
• Half-termly post
• Meet the freps

Agenda 4: Misc

• Co-opting possibility?

Minutes

Attendance

• Ray
• Josh
• Tara
• Harmony
• Kashu
• Raven

Agenda I: T1 Feedback

• Some action points noted
  • Add (rough) end times to calendar events
  • Add start times/locations to the half-termly calendar, or signpost with a link to the events site
    • Possibly a bad idea if it has to be updated last minute

Agenda II: T2 Socs Fair

• Tara did the flyers for socs fair last term
  • Hello Print was used last time
  • Question of how many - we didn't go through all of them in Welcome Week, probably less than last time
    • We think 400-600 were ordered last time
    • Order 100-200
    • Could order some that are the schedule, and some that aren't time sensitive (with no schedule) and they're reusable if we have some leftover
  • Should be able to get them by W2 Tuesday
  • There's currently no sports mentioned on them
• Should include the half term schedule
• Hand out chocolate/sweets at the socs fair to get people to come over

Agenda III: Upcoming Publicity

• Week 1 post by this weekend
• Half termly post - all events should be in by Monday so post should be out end of next week ideally
• Harmony: Ball publicity
  • Thomas wants ball publicity out next Monday ideally
  • Harmony is working on it
• Meet the freps post
  • Harm left files on other computer (in Coventry), so will have to wait until they're back at uni

Agenda IV: Misc

• Co-opting
  • Don't think it's necessary, the main big thing is ball which is handled
  • WASD is mostly being handled in house
  • If workload pics up, someone can pick stuff up/co-opting is an option
• Events generator was clarified by Raven