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 contact the registered suppliers that we have SLA’s with directly if an order needs to be placed.

Please refer to the list of suppliers with contact details.

Important

  • Clothing: Please ensure that you contact all suppliers to get quotations on branded Corporate Wear, Leisure & Street Wear and Sport & Supporters Wear and process the best quotation.
  • Corporate Gifts and Bags: The RFQ procedure via Procurement applies.
  • Please contact MCD for the SLA of the supplier you are using and attach the correct SLA when processing the requisition. This SLA is valid until October 2023.
  • 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 Chinique Ranck (ranckc@cput.ac.za), and copy Patsy Samuels (samuelsp@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.

Chinique Ranck

ranckc@cput.ac.za

Patricia (Patsy) Samuels

samuelsp@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
  • Order gifts for guest speakers from MCD
  • 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