ADHS028 - Communications and Engagement photography, design and printing support

1.1 OPDC’s Communications and Engagement team is requesting up to £40,000 to cover design, printing and photography costs for the financial year 2026-27.

1.2 OPDC’s Communications and Engagement team requires design support to develop printed and digital materials to support engagement initiatives, internal and external events, corporate strategies/publications and wider Communications and Engagement activities.

1.3 OPDC’s Communications and Engagement team requires printing services for the purpose of producing marketing materials and external communications documents, including leaflets, banners, brochures and posters.

1.4 Alongside this OPDC will be commissioning corporate portrait pictures for the OPDC Board and Executive team, to be used on the new OPDC website. As such, the team requires the services of a photographer to capture and edit these images.

1.5 OPDC requires design, printing and photography services through 2026-27 to support statutory and non-statutory consultation, stakeholder engagement, corporate communications, events, publications and digital activity. Combining these related services into a single approval provides operational flexibility and ensures activities can be delivered efficiently throughout the financial year.

2.1 OPDC’s Communications and Engagement team will work with designers including Twenty Eight Design to produce branded marketing, internal and external communications materials. Twenty Eight Design has previously delivered high-quality design services to OPDC and has a strong understanding of the organisation’s brand and requirements. The company provides value for money through efficient delivery and reduced onboarding requirements. Where required, OPDC may also utilise other suitably qualified suppliers to meet specific business needs.

2.2 The design element of this expenditure will be delivered primarily though Twenty Eight Design in accordance with OPDC’s Contracts and Funding Code. The supplier has a proven track record of delivery high-quality design services for OPDC and is familiar with OPDC’s brand, reducing project risk and ensuring continuity of service.

2.3 OPDC’s Communications and Engagement team will use printing suppliers that provide value for money and are able to meet the required quality, accessibility and delivery standards. Suppliers will be selected based on cost, quality, turnaround times and suitability for the specific requirement. This will include producing marketing materials and external communication documents, which will encompass, but not be limited to brochures, leaflets, posters and banners.

2.4 OPDC produces engaging printed and digital materials and makes these available in a variety of formats to inform and involve the local community, in line with our
Community Engagement Strategy and Equity, Diversity and Inclusion Strategy and Action Plan.

2.5 OPDC will engage with trusted printing suppliers that have a track-record of successful work with OPDC and that have consistently delivered a high-quality service often within short timeframes, demonstrating good value for money against other comparable companies. Any supplier appointments will be undertaken in accordance with OPDC’s Contracts and Funding Code and relevant procurement requirements.

2.6 OPDC does not have an up-to-date or consistent collection of corporate profile pictures for those fulfilling leadership roles within the organisation, as such, OPDC will work with a professional photographer to capture pictures of the Board and Executive team, with the option to include Heads of Service and Assistant Directors.

2.7 A first photo session will take place during a Board Away day to capitalise on Board and Executive Team availability and provide a consistent backdrop.

3.1 The anticipated outcome of this proposal is to have high-quality print and digital documents for internal and external events, enabling OPDC to continue to effectively engage with key audiences.

3.2 Using professional design, printing and photography services will enable to OPDC to uphold a professional brand when communicating with key stakeholders and audiences.

3.3 This will include delivering timely, professional and accessible communications materials that support effective engagement with residents, businesses and stakeholders throughout 2026-27.

3.4 The proposal also supports the creation of an up-to date-suite of professional corporate photography assets for use across the OPDC website, digital channels and corporate publications.

4.1 The design and printing of communications and engagement materials fit within our strategic aims, in particular:

• Collaboration – working with trusted suppliers to produce professional assets that demonstrate our brand and key messages. Printing materials also maximises opportunities for local communities to have their say in ongoing consultation and engagement projects.
• Inclusivity – ensuring that those who are unable to attend events and those who may not have access to the internet are not excluded from having their say.
• Integrity - ensuring that our messages reach all those who may be interested and represent our brand in a professional manner. Professional photographs of our Board and Executive team will help audiences understand the organisation’s leadership structure, supporting transparency.

4.2 Our trusted suppliers will make assets/documents engaging and accessible to help to convey OPDC messaging effectively.

5.1 The Digital Communications Manager, Communications & External Relations Manager and Senior Engagement Officer will be responsible for day-to-day liaison with design, print and photography suppliers.

5.2 This team will work closely with the suppliers on approval processes, ensuring quality control and value for money for any services undertaken.

5.3 Expenditure against this approval will be monitored throughout the financial year by the Communications and Engagement team to ensure services remain within the approved budget and continue to provide value for money.

7.1 OPDC must have ‘due regard’ to the need to eliminate unlawful discrimination, harassment and victimisation as well as to the need to advance equality of opportunity and foster good relations between people who share a protected characteristic and those who do not.

7.2 The protected characteristics and groups are: age, disability, gender reassignment, pregnancy and maternity, race, gender, religion or belief, sexual orientation and marriage/ civil partnership status. Fulfilling this duty involves having due regard to: the need to remove or minimise any disadvantage suffered by those who share a protected characteristic or one that is connected to that characteristic; taking steps to meet the different needs of such people; and encouraging them to participate in
public life or in any other activity where their participation is disproportionately low. Compliance with the Equality Act may involve treating people with a protected characteristic more favourably than those without the characteristic. The duty must be exercised with an open mind and at the time a Decision is taken in the exercise of the OPDC’s functions.

7.3 This decision is not anticipated to give rise to any negative impacts on any groups identified with protected characteristics.

8.1 Sustainability - OPDC will only print materials where necessary, for identified audiences, to avoid undue impact on the environment.

8.2 Community Engagement – OPDC will continue to inform, involve and empower the communities and businesses we serve. Well-designed materials, available in digital and printed form, will maximise opportunities for communities to participate in our ongoing work in the area.

8.3 Design Quality – by engaging with professional design, printing and photography services, OPDC will ensure assets produced are of high quality and accessible to the audiences they are intended for.

9.1 There are no other considerations that need to be considered in the taking of this decision.

10.1 No one involved in the preparation or clearance of the form has any conflicts of interest

11.1 The £40,000 cost is within the budget allocated to CEO, Communications, Engagement & Strategy directorate for the financial year 2026-27.

12.1 No separate legal review is required as this decision is in line with OPDC’s governance policies and procedures, including its Scheme of Delegation and Contracts and Funding Code