Event promotion

Event promotion

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Maine Freshers' Event

How your event will be promoted

Your event will be promoted by the Alumni Engagement team, as determined by the date it was registered. Check the registration deadlines. 

  • Events registered on or before the first deadline will be promoted fully, as outlined on this page
  • Events registered after the first deadline will be promoted on the Freshers’ Events web page and on Facebook only

Please email the Alumni Engagement team if you are unsure when your event was registered.

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Web and Facebook

Your event will be listed on the Freshers’ Events web page. Adverts promoting the Freshers' Events series will be posted to the main Cambridge Facebook pages/groups for offer holders and freshers (example), and published on the University's arrival and new undergraduates web pages.

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Colleges

College Admissions and Tutorial Offices will be asked to promote Freshers' Events in their welcome information to incoming students. Schools Liaison Officers (also known as Area Links), communications staff and JCR/MCR officers will also be asked to promote the events.

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International Student Office

If you are hosting an event outside the UK, the International Student Office will send a direct invitation to your event to incoming postgraduates from the country in which the event is taking place approximately three weeks in advance of the event. Additionally, an advert promoting the Freshers' Events series will be placed in the International Student Guide.

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Across the University

A number of student-facing teams will be asked to promote the events, including:

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How you can promote your event

Organisers are encouraged to promote their Freshers' Events.

Please do not contact the Colleges directly to promote your event, because they do not have capacity to respond to individual Groups. The Colleges request that all contact with them is made via the Alumni Engagement team.

  • Facebook: Facebook is the go-to place for students, so be sure to use it to promote your event, such as by creating a public event posting. Additionally, there are many Cambridge Facebook groups for new and continuing students that you can search for and then join, message or post to in order to promote your event. If your Group does not have a Facebook account then now is a great time to get one up-and-running. You might like to visit another Group’s page for inspiration; the Oxford and Cambridge Society of India’s page is a good example
  • Previous attendees and volunteers: if you have hosted a Freshers’ Event before, why not ask previous attendees and volunteers (such as current students and recent graduates) to promote your event? You could also invite them along
  • Local schools and colleges: you can ask the schools and colleges in your Group’s area to promote your event to students with an offer or confirmed place. If you would like assistance with writing a letter for this purpose, please contact the appropriate team. Organisers of UK events can email the Alumni Engagement team for the addresses of the schools and colleges in your area and seek assistance from your local Schools Liaison Officer. Think about the timing of your letters to schools and colleges. For example, UK Groups must not make contact with local schools and colleges during the UCAS embargo period. Additionally, for UK schools, summer is not a good time because of exams in May and June. Over the summer holiday, the head teacher is often away and the general focus will be on results and university places. Contacting head teachers after offers are made (in mid to late January) and before May, is likely to be better

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Student data for direct invitations

The Alumni Engagement team and Cambridge in America are sometimes asked by organisers for the names and contact details of incoming students from their country or region, for the purpose of sending personal and direct invitations to them. University data protection policy prevents us from obtaining student data to pass to Groups for this purpose, nor does it permit us to send direct invitations to students on behalf of Groups.

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