Communications & Events

Much research or news is linked to forthcoming publications, which involve strict embargoes. Before doing anything else, work out a timetable and check what else is happening. You don't want to announce important news on the day of the A level results or on a Friday afternoon. If possible, you want to give media a chance to read and interview – before publication – and issue under embargo.  

Once you know when the release will be issued and have liaised with colleagues, it is time to write. 

Click on this link to read PAD's guidelines on HOW TO WRITE A PRESS RELEASE (SSO required)

The University will issue a press release for new research, innovation or impact which is likely to be of interest to top-tier media. If someone else is leading the research (another department, an outside body (such as the Royal Academy) or another University), then PAD would not want to issue a competing release. PAD will take the lead with the release, if the lead author is an Oxford researcher. It may be possible to feed a comment into a release from another institution. 

Issuing a press release may simply not be the right way forward, particularly if the main audience is internal or specific stakeholders. But this does not mean other options are not available to reach your target audiences.

The Communications Hub on Staff Gateway provides lot of guidance, downloads and resources for academics using social media platforms. This document was created for Oxford academics who are on social media. It provides academics with insights on what to post on social media, how to maximise their use of their channel of choice and how best to respond to questions or concerns on social media.

Download a PDF of the guidance here: 

Social Media Guidance for Academics (PDF)

Social Media Guidance for Academics (PDF) 

To lead a School of Archaeology event for a public audience, it should ideally be:

• focused on your own research
• be freely accessible and inclusive
• be family friendly
• take place in a University property

​​​​​​If you have an idea for an event, please get in touch with Robyn and the HAF to discuss your idea. 

Data Protection and GDPR forms -

photography_and_video_gdpr_consent_form_-_0919.pdf

Any queries about compliance at your events, contact the Data Compliance team at information.compliance@admin.ox.ac.uk and consult their web pages (requires SSO) here: https://compliance.admin.ox.ac.uk/gdpr-and-the-university

Working with children 

Request a basic Disclosure and Barring Service (DBS) Check here: https://www.gov.uk/request-copy-criminal-record 

To apply for a basic DBS check you'll need:

• all your addresses for the last 5 years and the dates you lived there

• your National Insurance number

• your passport

• your driving licence

Event Management toolkit

Everything you need to know and check about running events can be found on the Event pages of Staff Gateway (click here). 

Online registration platforms 

During the planning stages of your event you will need to consider the best way for guests to register their intention to attend or in some cases decline an invitation. The University recommends 3 platforms for registering events; Cvent, Microsoft Forms and the University Online Store. For information about each of these click here

GDPR and events

In brief:

• Being open with people about how we use their information
• Not keeping their information longer than necessary
• Making sure the information is accurate
• Making sure that it is safe
• Knowing what information we've got and what we can do with it (e.g. sharing)
• Recognising a personal data breach and knowing what to do

On this page you will find helpful step-by-step guidance and information to help you run compliant events.

If you have any questions about GDPR please contact the Compliance team at information.compliance@admin.ox.ac.uk 

EDI and event organisation

EDI considerations are important for event planning. Prioritising EDI helps you to meet your legal responsibilities and enriches your events by ensuring that a diverse set of voices, insights, perspectives and experiences are heard. This Academy of Social Sciences has produced these very helpful webpages where you can find advice, guidance and good practice examples related to EDI events, including policies and how you can make your events inclusive and accessible for everyone.

The Royal Geographic Society pages on 'Organising an inclusive conference' are also a very helpful guide. 

If you are contacted by a filming company or individual(s) wishing to film you and/or in any of the School properties, please let the HAF and Communications Manager know as soon as possible. 

Firstly, the filming company needs to complete this Filming Application Form, giving as much detail as possible. This should be emailed to news@arch.ox.ac.uk 

There is also a contract which needs to be agreed and signed by the filming company and the HAF at the School. The filming company will also be required to send through a copy of their Risk Assessment whilst on site here at the School. 

Film location agreement (PDF)

There is a non-negotiable set charge for filming our staff and/or in our properties (please contact news@arch.ox.ac.uk for details).

You will also need to ensure you have permission from the Health and Safety team to film in the lab. 

Further advice about filming in the University can be found here: https://www.ox.ac.uk/news-and-events/filming-in-oxford