Event Advertising

What type of space for advertising is available and where can it go?
What do I need to take responsibility for?
What do I need to consider if.?
How will the University help me?
Useful contact numbers

What do I need to take responsibility for?

• Adhering to the University guidelines on content & all related posting policy
• Preparing the material or writing the announcement
• Planning ahead and checking in advance to reserve the space if necessary
• Getting the material approved
• Physically hanging it up and taking it down

What do I need to consider if.

• I want to advertise in the residence halls?
• I am not affiliated with an SU group?
• I am a religious organization?
• I am a political organization?
• I am an employer?
  

How will the University Help me?

• The CAC will review all material intended for campus to ensure it meets with the general University policy on content
• The CAC will date stamp all printed material and provide posting location information
• The CAC has gaffer tape for you to check out with your SU ID
• The CAC will enter your announcement to the Hawk Eye Plasma Screen, MySU, Campus Calendar and Whiteboard
• The CAC will monitor all the posting locations to ensure that all groups have a fair chance to advertise
• The Housing and Residence Office will review material intended for the residence halls to ensure it meets with the University guidelines on content
• The Housing and Residence Office will date stamp all your material and pass it on to the appropriate RA in each building for distribution
• The Housing and Residence Policy is included here for your review

General Policy on Content

• All advertising must be coherent with Jesuit ideals, values, and teachings.
• Advertising which denotes sexist or racist overtones, suggest violence and discrimination towards others on the basis of character, race, religion, sexual orientation, or sex in its message content or program format cannot be approved.
• References to the promotion of alcohol and/or drug use/paraphernalia and/or prejudicial messages are not allowed.
• If the material is in a foreign language, an English translation must be supplied and posted next to each sign.
• If alcohol is to be served at an event, the advertising should state: "Food and beverages are available. Identification cards will be checked" or "Some beverages may require ID."
• You must indicate the name of the sponsoring organization or group, the nature of the event, the date and time, the location, cost (if any), and a contact number for more information

Political Content Policy

• Advertising for political events on SU-campus (including talks, debates, etc) is permitted at Seattle University with permission from the office of the V.P. for Student Development.
• Direct promotion of political parties by NON-SU SPONSORED groups is not allowed.
• All SU sponsored group or club interested in political related events & advertising on campus should discuss their plan with the Student Activities Director.

Policy on Content for Community Events and Information

• Alcohol distributors are not allowed to publicize at Seattle University.
• Flyers which advertise non-profit agencies, neighborhood businesses, services such as tutoring, housekeeping, childcare, housing, educational programs at other churches, schools, etc., are acceptable provided they do not violate the general policy on content.
• The names of Seattle University, Seattle U., S.U., or the name of any registered SU organization, may not be used with any non-university associated enterprise in such a manner that it may be inferred the aforesaid entitles support for or to the enterprise or endorse any product or service related to it.

Policy on Religious Material

Only materials from religious organizations listed in Campus Ministry's informational brochure can be approved for posting on the SU campus. As of 07/2004 these organizations are:

• Bethany Community Church (Greenlake)
• Central Lutheran Church
• First African Methodist Episcopal
• First Baptist Church
• First Covenant Church
• First Presbyterian Church
• First United Methodist Church
• Immaculate Conception
• Islamic Center of Seattle
• Mount Zion Baptist
• St. James Cathedral
• St. Marks Episcopal Cathedral
• Seattle Buddhist Church
• Temple De Hirsh Sinai
• Trinity Parish Episcopal Church
• Vajralama Mt. Buddhist Center

SU Students may post information about their own religious events on campus, however, the advertising must state clearly that the event is organized by an SU student.

Any other religious organization interested in posting materials on our campus must be referred to Campus Ministry.

Employment Opportunity Content

• No work study opportunities should be posted on Seattle University bulletin boards unless the employer understands that they may receive applications from students who DO NOT have work study.
• Work study positions may be referred to Student Employment Services.
• For all other questions regarding employment and posting policy, refer to the SU Office of Student Financial Services employment policy below:

Seattle University Office of Student Financial Services
Policies for posting off-campus positions:

• Must pay at least the current State Minimum Wage ($7.16/hour).
• Must adhere to all Federal & State Employment Laws no discriminating language or discriminating job titles. Must allow equal opportunity.
• No commission or pyramid jobs. Must be an hourly or salary paid position. Students cannot receive services or room and board in trade for payment, nor can there be any initial set-up cost(s) to the student. Exception for summer camp/summer resort positions only.
• No non-paid internships or volunteer jobs. Volunteer jobs go to Campus Ministry or the Office of Leadership Programs & Community Service. Non-paid internships go to the Career Development Center.
• Must have enough detailed information (including duties & qualifications) so the student understands the job demands. Contact information is necessary (name, address & phone number), although will not be viewed online unless specified in the application instructions.

Flyer Posting Policy

• The content must adhere to the general policy on content
• Flyers must be less than 11 inches x 17 inches
• Seattle University sponsored flyers should only be posted on the boards labeled "On-Campus Events and Information" The sponsoring organization must be clearly labeled on the flyer.
• Non-SU flyers can ONLY be posted on the boards labeled Community Events and Information.
• Off-campus housing and classifieds may go on Community Events and Information boards, but, there is only one dedicated board for classifieds and two boards for off campus housing. See posting locations.
• The sponsoring group or organization is responsible for the removal of ALL advertisements and they must be removed within 72 hours (3 Days) after their event.
• If the flyer has no specific date, the maximum time allowed is one month.
• One flyer per bulletin board is allowed.
• Do not post your flyer on top of other flyers
• One copy of each flyer must be left with the Campus Assistance Center to be placed in the Postings Binder with the contact persons name, phone number and # of fliers stamped.
• The flyer will be stamped on the front in a visible location.
• Postings are not allowed on doors, windows, walls, ceilings, trees, telephone poles, glass, elevators or columns of any building.
• Only tacks & staples are to be used on bulletin boards.
• A list of appropriate posting locations will be provided by the Campus Assistance Center, they are also listed below

Bulletin Board Locations

Banner Posting Policy

• The advertising must adhere to the general policy on content
• Banners must be more that 11 inches x 17 inches but less than 6 feet wide by 14 feet long.
• The sponsoring group or organization maintains responsibility for the removal of ALL banners and they must be removed within 24 hours (1 Day) after the event.
• One banner per building is allowed.
• The CAC must approve and date stamp all banners intended for campus.
• Each banner must be stamped by the Campus Assistance Center (1 day after the expiration of the event) in a location which can be easily checked. Usually on the front, where the banner is attached to the building
• Banners may not be hung OUTSIDE of residence hall windows or the outside of buildings.
• Banners are not allowed on doors, windows, walls, ceilings, trees, telephone poles, glass, elevators or columns of any building.
• No banners are to be secured in such a way as to cause damage to the building or landscaping of the campus.
• Gaffer tape is to be used at all times and is available to be checked out with a student ID at the Campus Assistance Center.
• All banners should be readable according to the judgment of the Campus Assistance Center staff.
• If banners do not conform to the standards of readability, sponsoring organizations may be asked to redraft the publicity.

Banner Locations

• Student Center banisters
• Administration central stairwell banisters
• Engineering banisters
• Pigott banisters ONLY FOR EVENTS IN PIGOTT ON THE DAY OF THE EVENT

Kiosk Display (Student Center)

• The advertising must adhere to the general policy on content
• To check out a Kiosk, check to make sure the particular Kiosk you want to use is availble for the dates you want it at the Campus Assistance Center
• Complete the form at the Campus Assistance Center
• You are responsible for providing the content for your display.
• The dimensions of a Kiosk display are 29 inches x 31.25 inches
• The length of time kiosks are available will depend on demand but the maximum amount of time is one month

Kiosk Locations

• First Floor Entry (one side only)
• Hearth (one or two sides depending on availability)
• Game Room (one or two sides depending on availability)
• Third Floor Entry (one side only)
  

Table Tents

• The advertising must adhere to the general policy on content
• Table tents must be 3 folded 11 X 14 or smaller.
• Each on-campus group is allowed a maximum of 60 table tents per event.
• 4 on-campus organizations may advertise with table tents at the same time but only TWO TABLE TENTS PER TABLE is allowed.
• Because tabletents are perishable, table tents will be approved for a maximum of one week.
• Table tents for the student center must be approved at the CAC.
• Table tents for residents halls should be approved directly by the Housing and Residence Life Office.
• Table tents have a limited lifetime and may be discarded by any Student Center staff member if they are found on the floor, have food on them or they have not been stamped.
• Groups are responsible for monitoring their own tabletents and may replace those which are discarded provided they are approved by the Campus Assistance Center

Pavement Chalk

The advertising must adhere to the general policy on content and must be written in soluble chalk.

Directional Signing

• Help your guests find your event on the day by arranging directional signing.
• Sandwich boards are available from Conference and Event Services.
• The boards are 2 feet wide by 3 feet high
• The smallest sign you can make for a sandwich board is 8.5 x 11 inches (letter size)
• Reader boards are also available for indoor directional signing
• Signs that have been posted in unoffical locations will be removed, e.g. signs posted on trees or sandwich boards that cause an obstruction
• Contact Conference and Event Services for approved locations of directional signing

Campus Assistance Center Whiteboard - Event Listing

• To list your event on the whiteboard, ask for an "Announcement Request Form" at the Campus Assistance Center.
• Submit the details of your event in the week prior to the week in which your event takes place
• The details must include the name of your event, locations, time, date, contact for more information and state whether an RSVP is required
• Please supply the Campus Assistance Center with a flyer if possible, to help us promote your event when we are asked for details

Electronic Announcements & Event Listing:

Hawkeye Plasma Screen, MySU (Student Portal) and The Campus Calendar.

• The content must adhere to the general guidelines for advertising.
• Complete an "Announcement Request Form" at the campus assitance center, alternatively, complete the form online at the bottom of the MySU homepage http://mysu.seattleu.edu/
• Electronic announcements require a two stage editing process and may take up to 5 working days to be approved.
• The maximum length of an announcement is 450 characters with spaces - NOT 450 WORDS.
• An event listing on the event section of the Hawkeye plasma screen is simply the event name, venue, date, time and contact for more information.
• The opportunity to advertise using electronic space is limited by space, therefore, announcements (other than emergencies announcements) will be prioritized by the order in which they are received.
• Campus Calendar announcements may also be submitted directly to the Campus Calendar. Log in with your network password and ID

A note about events and announcements:

• This information relates to PROMOTING your event only. You must contact Conference and Event Services to book your venue and arrange set up.
• Events (with a date and venue) will be listed on the campus calendar and the plasma screens.
• Announcements are messages written to reach a specific audience, for a specific purpose, they do not necessarily have an associated date and venue.
  Announcements have priority over event listings in the middle section of the home page of MySU
• If events have been entered on the campus calendar they will apear on the left hand side of the student portal.

Seattle University Housing and Residence Life Posting Policy

Student organizations, SU businesses, and individuals may advertise on-campus events and/or products in the residence halls by gaining approval and a stamp from the Housing and Residence Life Central Office. Events sponsored by Residence Life and Housing by RAs, RHA, and Hall Councils may be posted in the sponsoring buildings without approval.

All approved advertising materials will be stamped and distributed to staff members for posting.

Banners, posters, and fliers announcing campus events should indicate the name of the sponsoring organization or group, the nature of the event, the date and time, the location, cost (if any), and a contact number for more information. All publicity must be removed by the sponsoring party within 48 hours of the events conclusion.

No chalking is permitted on any of the covered walkways, walls, or anywhere on Residence Life property or facilities. Banners, posters, and fliers may not be posted on elevator doors.

Only blue painters tape or other non-destructive and removable hanging material may be used to post approved banners, posters, and fliers. Paste, glue, nails, and duct tape are not permitted. Staples and tacks may be used on bulletin boards.

Useful Contact Numbers: