Advertising events in the residence halls can assist student organizations as well as University departments maximize exposure by reaching students in the various communities. There are two options for publicizing events in residential facilities: (1) digital flyers on display monitors in each lobby area of the residence halls and/or (2) paper flyers posted in the various communities.
While posting of such information can be valuable to organizations and departments, the Offices of Housing and Residence Life must also balance the need for equity in posting, as well as ensuring enough lead time for staff to post materials. It is for this reason the following guidelines have been provided.
- Utilizing student mailboxes in residence halls and apartments for advertising is not permitted without the express consent of the Resident Director or Area Coordinator.
- All postings, digital and paper, must be submitted by 12PM (noon) on the Monday prior to the week of the event. This time ensures the maximum exposure for events and initiatives. Postings submitted after this time will not be approved or distributed.
- Postings will only be approved for campus organizations, departments, or campus-sponsored events.
- Postings may not include any mention, either implied or explicit, of alcohol or drugs and must be done in "good taste" (at the discretion of the Director of Residence Life). Posters that contain material that is deemed to be offensive (nudity, foul language, etc.) or degrading to others, either implicitly or explicitly, based on race, gender, religion, sexual orientation, ability, or social class will not be approved.
- All postings must meet the University's requirements for content, including ADA compliance statement, Speakers Policy statement, and/or contact information when appropriate. (See "Content" on page 45 for exact guidelines.)
- Hanging banners, posters, and stickers on the exterior of residence halls or apartments is prohibited.
- Failure to follow these guidelines may result in the loss of posting privileges in the residence halls and apartments and/or judicial action.
- Exceptions may be made at the discretion of the Director of Residence Life.
Paper Based Fliers & Postings
- In an effort to be more sustainable, publicity for single events or to advertise fundraising efforts will be limited to digital postings. The Offices of Housing and Residence Life will ONLY distribute paper postings for event series, reoccurring meetings and/or monthly event calendars.
- One paper flier must be delivered to Benson 212 for approval prior to copies being made. Once the flier has been approved, copies can then be made by the department/organization and delivered to Benson 212 for distribution. Paper postings must be no longer than 11 inches by 14 inches.
- To ensure posters are placed on appropriate surfaces, all postings will be hung and removed by staff members of the Office of Housing and Residence Life. Students or departments may not gain access to residence halls in order to post or remove postings. Staff will attempt to post in the most visible locations, but specific posting locations cannot be guaranteed.
- If you would like each Community Facilitator to receive a posting, please provide 80 copies to the Office of House and Residence Life. Copies will not be made by office staff.
- If you would like postings for communal spaces (main lobbies, designated community bulletin boards, etc.) please provide 20 copies to the Offices of Housing and Residence Life
- In an effort to be more sustainable, publicity for single events or to advertise fundraising efforts will be limited to digital postings.
- Digital fliers will be displayed for a maximum of two weeks at a time.
- All digital fliers must be submitted through the Digital Signage Submission Form.
Digital Posting Templates
Below are templates for student organizations and departments to use as guidelines for creating posters for the residence hall monitors. These are just templates and can be changed as much or as little as one desires. Please keep these things in mind while creating digital posters for the residence halls:
- Keep it brief! Slides only stay on the monitors for 7-10 seconds.
- Make sure to save the slide as a .ppt, .jpg, .gif, or .png NOT .pptx.
- Be sure to include the ADA compliance statement and/or Speakers Policy statement when necessary.
- Please include sponsoring organization and contact information.