Advertising and Promotion in UHDS Residence Halls

UHDS Residence Hall Promotion Request Form

 

In recognition of the University’s function as an educational, cultural, and social center, Oregon State University’s Residence Halls are intended for the general use of the students who live in the facility and designed to provide students with a safe place to study, socialize, and build relationships. The purpose of this policy is to attempt to assure that OSU faculty, staff, and student groups are able to advertise their services, programs, and/or events in non-common areas while promoting this atmosphere. Below are the many advertising options available to OSU departments and registered student organizations and the terms that apply to approval and distribution of advertising materials. OSU’s policy for use of residence hall common areas, for promotion, advertising, or other activities, can be found in the UHDS Policy Guide. OSU’s promotion and advertising policy in UHDS service and dining centers can be found on this webpage.

 

General Advertising Guidelines

Advertising Opportunities

Beaver Movie Channel Advertising

Social Media Advertising

General Bulletin Boards/Posting Areas

Fall 2015 Move-in Advertising

 

General Advertising Policy Guidelines

  1.  Advertisements in non-common areas and non-dining areas must meet the following requirements to be considered for UHDS distribution:
    1.  Advertisements must be submitted by, and in promotion of events affiliated with, OSU departments and registered student organizations. 
    2.  Must not be misleading, fraudulent, or promoting an illegal activity.
    3.  Must not be used for any purpose that would be in direct competition with fee-based services of University Housing & Dining Services.
    4.  Must contain the name of the sponsoring organization, name of the president (or other leader or contact person), and a current phone number or email address.  
    5.  Must have pertinent information (i.e., dates, times, contacts, etc.) written in English, or in the case of foreign language exists, must be accompanied by an English language translation to ensure communication with the overall University community.
    6.  Must include one of the following statements: 
      1.  For alternative formats or accommodations related to a disability, please contact (sponsoring department/organization contact name) at (phone or email); or
      2.  Accommodation requests related to disability should be made by [specific date] to [sponsoring department/organization contact person, phone number, and email address].
  2.  Because Residence Halls are secured as private residences, UHDS community members not residing in the respective facilities in which they wish to advertise must first have their material approved by UHDS (through the UHDS Residence Hall Promotion Request Form) and bring that material to the UHDS Central Office (102 Buxton Hall) for distribution.   
  3.  Advertisements that have not been approved under this policy may be immediately removed and any associated costs or physical damages will be charged to those responsible parties. Students or representatives of the advertised organizations may also be referred to Student Conduct for disciplinary action.

 

Advertising Opportunities

Beaver Movie Channel (BMC) Advertising

When a movie is viewed on BMC an ad, "bumper" video, is included at the start of each movie that the viewer cannot fast forward through. UHDS is offering OSU student groups and departments the opportunity to advertise programs and events through this medium. Click here for details or to submit an ad on the BMC.

 

Social Media Advertising

UHDS periodically communicates with residents of UHDS facilities via e-newsletters, Facebook, Twitter or other electronic media outlets with which approved groups can include announcements. Contact our Marketing & Communications unit for more information about ways to highlight student-centric events on our webpage, eNewsletter, Facebook, Twitter, Google+, YouTube and more.


To be considered for distribution, advertising requests must:

  1.  Be limited to 60 words or less (not including the required Accommodations Statement)
  2.  Include a link to the sponsoring group’s website or other electronic information for additional information and questions
  3.  Must be submitted to the UHDS Assistant Director for Marketing & Communications at least one week prior to distribution.
  4.  Priority for distribution goes to UHDS staff and community members in order to advertise activities within the department. Priority order when space is limited will be as follows:
    1.  UHDS and/or RHA sponsored programs and events
    2.  Academic department, Student Services, and Student Affairs sponsored programs and events
    3.  Recognized student organizations sponsored programs and events

 

The approved announcement will be posted on the UHDS electronic media for no more than two (2) weeks.

 

 General Bulletin Boards/Posting Areas

  1.  Space is limited and posted flyers must be no larger than 11”x17”. Posters are limited to one copy per approved location as required by the Fire Marshal. UHDS makes at least one bulletin board or posting area available in each residence hall.
  2.  Priority for posting in these areas goes to other UHDS staff and community members in order to advertise activities within the department. Priority order when space is limited will be as follows:
    1.  UHDS and/or RHA sponsored programs and events
    2.  Academic department, Student Services, and Student Affairs sponsored programs and events
    3.  Recognized student organizations sponsored programs and events
  3.  Approved postings must have an end date posted.
  4.  Approved postings may be displayed for a period of two (2) weeks. Items will be removed after two (2) weeks or the day after the date of the event, whichever comes first.
  5.  Before printing materials, fill out the UHDS Residence Hall Promotion Request Form and upload a copy of the material you are requesting to display. Requests must be made at least five (5) business days prior to the desired day of promotion. Specific bulletin board and posting space may not be reserved.

 

Fall 2015 Move-in Advertising

Information about Fall 2015 advertising will be available in Spring 2015. Below are the Fall 2014 Move-in Advertising guidelines.

 

As in past years, UHDS will accept advertising flyers and spirit items from OSU departments and registered student organizations for placement in UHDS residence halls prior to student resident arrival this fall (2014).  We have revised our offering this year to reflect OSU’s Strategic Goals of Healthy People, Healthy Economy and Healthy Planet.  (This policy does not impact advertisements being delivered directly to residents’ mailboxes)

 

Your organization may choose one of the following options:

 

Please carefully review the information below. Contact dave.warneking@oregonstate.edu if you have any questions.

  1.  Only OSU departments and registered student organizations are eligible for this program.
  2.  Fill out the online request form and upload a copy of the flyer or picture of the spirit item you are hoping to provide before printing or ordering materials. UHDS will reply within one (1) business day.
  3.  Items will need to be bundled and labeled for each building according to the counts below. We will not count out items for each location. 
  4. Please deliver items to the UHDS Central Office (Buxton 102) beginning Tuesday, September 2 and no later than 5pm Thursday, September 11. This is a firm deadline and items will not be accepted after this date.
  5. Items are not returnable after distribution to halls. Posters/flyers are displayed for two weeks.