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

E-Newsletter Submissions

Digital Screen Advertising

General Bulletin Boards/Posting Areas
 

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 (Oxford House, 957 Jefferson Ave) 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.

 

E-Newsletter Advertising

UHDS periodically communicates with residents of UHDS facilities via e-newsletters, though which approved groups may be able to include announcements.


Guidelines for submissions to UHDS e-newsletter:

  1. Submissions should be about Oregon State University events, programs, jobs or opportunities that are of interest to on-campus residents.
  2. Submissions should be 75 words or fewer and can include links to more information, along with graphics and photos.
  3. Images should be .jpg or .png, sized to 600 pixels wide.
  4. We do not accept standalone graphics without an accompanying written submission.
  5. We reserve the right to edit submissions for space and clarity.
  6.  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

 

Contact our Marketing & Communications unit to submit an item and for more information on the current schedule for our e-newsletter.

Digital Screen Advertising

UHDS maintains digital screens in lobbies and/or public areas of residence halls. As space allows, approved groups may be able to run announcements on digital lobby screens.

Guidelines for Digital Screen Advertising

  1. All slides must follow the guidelines in our residence hall advertising policy, such as including a statement for disability accommodations.
  2. Slides must be sized to 1920x1080 pixels and saved as a .jpg file a total file size of 1MB or less.
  3. All text, including the accommodation statement, must be legible.
  4. With very few exceptions, we do not run slides for longer than two consecutive weeks. When you submit a slide for consideration, please include the dates you would like to your slide to run.
  5. Priority for space in the digital screen rotation goes to UHDS in order to advertise programs and 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.

Contact our Marketing & Communications unit to submit an item and for more information.

 

 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.