In accordance with the Americans with Disabilities Act (ADA), all UHV student organizations must offer the university’s assistance in making accommodations for persons with disabilities who are invited to attend any event sponsored by the organization. Any necessary accommodations will be evaluated and arranged by the university’s Manager of Disability Services, and at least one week’s notice is required to make such accommodations. Organizations are required to include the following statement on all invitations, flyers, and materials for events to which members of the public might be invited. Keep in mind that if you hang a flyer around campus, any person who reads might reasonably presume that he or she is being invited to the event. Failure to comply with this federal law may result in revocation of a student organization’s recognition status.
For access or accommodations, please contact _____________ at firstname.lastname@example.org or xxx-xxx-xxxx.
Organization Bulletin Boards
Student organizations will be assigned a student organization bulletin board in Jaguar Hall. Bulletin boards will be assigned at the beginning of each academic year, on a first come, first serve basis as part of the annual registration process. The designated student organization shall have exclusive use of the assigned bulletin board for a full academic year, provided the bulletin board is properly used and maintained.
- Each bulletin board is clearly designated and on file in the Department of Student Life. Posting will be allowed only for the intended use of the designated student organization.
- Student organizations are strongly encouraged to maintain current information on their bulletin board at all times.
- Materials posted on an organization’s designated bulletin board does not require the “Approved for Posting” stamp from the Department of Student Life. Materials posted anywhere else on campus do require this stamp.
Student organizations that fail to make use of the assigned bulletin board shall forfeit use of the board. Student organizations that did not receive a board due to availability are put on a wait list. These organizations will be given priority over the forfeited board by the order listed on the wait list.
- Prior to posting, all flyers/posters must be uploaded when completing the Event Request Form or submitted to the Director of Student Life for approval from the Marketing and Communications Department at least two weeks in advance.
- Once approved, an organization may display up to twenty (20) flyers/posters on campus (which includes all six buildings) for any given event that has been approved.
- All flyers/posters must be 11”x17” and must have the “approved” stamp from the Department of Student Life.
- Any promotional material is not allowed on glass, wood, doors, or bathroom areas.
- No promotional material may be taped to any surface.
- Flyers/posters can be displayed on designated silver poster bars at University Center, University West, University North, Jaguar Hall, Jaguar Suites, and Jaguar Court.
- When displaying flyers/posters or other marketing materials around campus, you are responsible for removing the material after the event has occurred. Repeated failure to do so may result in the loss of posting privileges for your organization.
- Remember the ADA statement must appear on the flyer/posters before they can be approved for posting.
- All text included on flyers/poster and promotions must be translated in English.
- Permission to post a flyer/poster may be denied if it is illegible, unclear, or unethical. Information must be neatly presented. The organization’s name and contact information must be included on the flyer.
Flyers/posters must be placed on the designated silver poster bars at University Center, University West, University North, Jaguar Hall, Jaguar Suites, and Jaguar Court. The following information should be included when creating a flyer/poster:
- Event (title and guest speaker, if any)
- Date and time in the following manner (Thurs., May 1, 2-3 p.m.)
- Location – must write out full location name (University North Multi-Purpose Room)
- Admission charge (if any)
- Student organization name and logo (if created)
- Americans with Disabilities Act (ADA) statement (refer to page 25)
- All posters must be translated in English
- Other pertinent information (Shuttles will be provide from Jaguar Hall Lobby, etc.)
Student organizations can use the Department of Student Life for printing. Each organization is allowed to print twenty (20) 11”x17” flyers/posters per event for up to five (5) events per semester. Along with printing, student organizations have access to the art and materials to design banners in The Den (see Section 1.5). Please check with the Department of Student Life for other available items.
- On-campus, university-sponsored events will be given priority for banner space.
- Requests for banner display must be made to the Department of Student Life at least two weeks prior to the date of displaying.
- Space will be located according to the order in which requests are received and the length of time for which displaying is requested. Space is reserved by contacting the Department of Student Life.
- It is the responsibility of those displaying the banner to hang the banner once it has been approved and to remove the banner after the event.
- A banner can be displayed no longer than two weeks and must be removed immediately after an event has taken place or future posting privileges may be jeopardized.
- Permission to display a banner may be denied if it is illegible, unclear, or unethical. Information must be neatly presented.
- The organization’s name must be included on the banner.
- After permission is granted, banners may be hung in the Jaguar Hall Commons and in the hallway of Jaguar Hall. Banners may also be hung in other campus areas with prior written approval from the Director of Student Life.
Student organizations can submit a design to be displayed on the TV monitors in University Center, University West, University North, and Jaguar Village. Please email the Director of Student Life if you would like your slide to run on the TV monitors. The same information is needed as if hanging a poster on campus. Designs must be sized exactly to 1920x1080 pixels.
The Marketing and Communications Department will help student organizations plan and implement publicity outside of the university for large-scale events. Publicity for events which involve press releases, articles, and advertising in newspapers, radio, and TV are required to be publicized in coordination with the Marketing and Communications Department. These types of events could include major speakers (local or national), major workshops, and large fundraising events.
The Marketing and Communications Department can offer suggestions and ideas of ways to reach neighboring communities. To have a news release, you must submit an online request through the Marketing and Communications link on the UHV Intranet. Only UHV employees have access to the Intranet, so please contact your Advisor or the Department of Student Life to make this request. Requests must be sent four weeks in advance of the completion date.
Marketing and Communications Department
Student organizations can use the Marketing and Communications Department for designing and printing artwork. A minimum of four weeks in advance of the completion date is requested. Please plan your submissions accordingly. Please only use the Marketing and Communications Department for larger events or semester long posters (such as meeting places and times).
Requesting graphic designs from the Marketing and Communications Department must be done when completing the Event Request Form on JagSync. The Director of Student Life will then submit the request to the Marketing and Communications Department on behalf of the organization. Although graphic work does not incur a charge for a student organization, printing services will be charged to each individual student organization, if done through Marketing and Communications.
All student organizations have the opportunity to create a logo that they feel will represent their organization. Logos may be created by the organization itself or by Marking and Communications through a graphics request. Before a logo can be posted or used for an organization, approval must go through the Department of Student Life and the Marketing and Communications Department. Email the logo to the Director of Student Life when it is ready for approval.
Helpful Hints for Publicity and Promotion
Program Communication – Publicity is a developed program of communication intended to promote the interest and participation of individuals. As a process, it informs, sells, educates, clarifies, exposes, excites, and involves. It serves as the vital link between the planned program and program response. Depending on the quality of the program, publicity can be one of the prime determinants of the success or failure of the program.
Publicity as a Program Planning Process – “Getting the word out” is a major part of the program planning process. Hastily prepared, ill-timed publicity can be as ineffective as a program planned in the same manner. On occasion, an event may have so much potential appeal that adequate publicity may consist merely of word of mouth. Other times, the program may be so new and unheard of that it is necessary to organize a full scale publicity campaign to generate interest and enthusiasm for the event, giving the potential audience at least some idea of the nature of the program. However, most of the time there is abundant interest on the campus for just about any type of program and the task lies in tapping that interest through interesting and high-quality publicity methods.
Response to Promotional Methods – Promotional techniques, whether in the form of posters, banners, flyers, ads, social media, etc., will evoke a psychological response before the reader even thinks about the message being communicated. The best publicity is that which is clean, readable, attractive, and informative. Super-arty graphics are nice and colorful, but the purpose may be lost if one cannot tell fairly quickly what the program is. A flyer or poster that is unattractive to the eye, poorly designed, or badly printed may be a detriment to the program rather than an aid. The character of the publicity, whatever it may be, reflects the quality of the upcoming program in the eyes of the person reading or hearing the publicity.
Considerations for Publicity Efforts
- AUDIENCE: Who is the program and publicity for?
- TIMING: When should publicity be released? Should it all go at once, or be specially timed? Consider time for poster design, ad deadlines, etc.
- LOCATION: Where are the traffic patterns?
- TYPE: Flyers/posters? Banners? Invitations? Something new? Social media?
- ADS: Are there creative alternatives?
- INFORMATION: Is printed material perfectly clear?
- COORDINATION: Who will be responsible for what and when?
- RESPONSE: Is printed material done well enough to attract attention? Will it stick in people’s minds?
- BUDGET: Is the projected response worthy of the expense? Is the publicity budget realistic?
- SUPPORT: Does the organization support the entire event?
COMMUNICATION: Talk up your event…in meetings, in classes, and in the cafeteria.
Highest Degree of Effectiveness – The most effective approach to publicizing a program is through a variety of methods that will work well together and complement each other. These methods would include very straight, readable forms, a possible audio-visual experience, and a fresh new creative approach. These may exist in the way of graphics, displays, live exhibitions, and objects not usually used for publicity, but related in some way to the program.
Creative Publicity – Enthusiasm and interest are much more easily generated if a creative approach to publicity is used. Unique, fresh, and clever methods of promotion are usually more fun, will rally more support in terms of manpower, and if done in a sophisticated manner, will sell almost any program. It is important, however, to be able to differentiate between a clever idea and a trite one. Be creative, but also be realistic.