University Print and Merchandise Spending Guidelines Purpose These Guidelines have been created to support responsible, sustainable, and consistent spending on print and merchandise across the University. By following them, we can: • Reduce unnecessary costs • Make environmentally responsible choices • Keep our brand strong and consistent • Ensure good value for money Together, this helps us meet our sustainability, financial and brand reputational goals whilst making sure University resources are used effectively.
Scope These Guidelines apply to all University staff and student groups using University funds to purchase print materials (e.g. brochures, posters, flyers, reports) and merchandise (e.g. branded clothing, gifts, event items such as tablecloths).
1. General Principles 1.1 Budget Management • Please manage budgets responsibly throughout the financial year. • Spending at the end of the year just to “use up” budget is discouraged. Unspent funds are not penalised. • All spending should be needs-based and aligned with University priorities.
1.2 Thoughtful Spending • Avoid last-minute or reactive purchases, especially in Q3 and Q4, unless essential and pre-approved. • Plan and document purchases so they clearly support University goals.
2. Print Spending Guidelines 2.1 Assess Necessity • Before requesting print, consider if a digital format will work just as well. • Print should only be used when it adds real value to our work and objectives.
2.2 Reduce Waste • Only order what’s needed—over-ordering creates waste and additional costs. • Careful planning helps avoid costly reprints.