UUSA Services - Advertising
University Unions and Student Activities offers several options for student organizations that wish to advertise approved events. The Off Campus Housing Office is the only area that lets individuals advertise items for sale or to rent.
Advertising Options:
Bulletin Boards
Flyers or posters may be posted on the bulletin boards in Squires or Johnston Student Centers.
If there are flyers or posters found on the bulletin boards that have not been approved, or promote alcohol or obscene material, UUSA staff reserves the right to remove them.
Policies & Procedures
- Flyers or posters must be approved at the Information Services Center on the first floor of Squires Student Center or at the Customer Service Center in Johnston Student Center, depending in which building you would like to advertise.
- There is a limit of one flyer per event in Squires Student Center. In Johnston Student Center, it is one flyer per floor.
- Flyers or posters cannot promote alcohol or obscene material.
- Thumbtacks should be used to post flyers or posters, no staples.
- Size of flyer advertisements is limited to 81/2 X 11. From time to time, depending on the event or promotion, posters may be displayed.
- All flyers and posters must be in English or have the English translation visible.
UUSA Calendar
This calendar is for departments and student organizations to advertize
events that are open to Virginia Tech students. Contact the calendar administrator
a uusainfo@vt.edu to register for
posting events. The calendar administrator will determine if events qualify
for posting to this calendar. Approved events may also qualify to be posted
on the main Virginia Tech calendar through this one procedure. If events
are rejected, an email will be sent explaining why the event posting was
rejected.
Student Sales/Information Areas
Three areas in Squires Student Center have been designated for students to use when conducting sales and/or information distribution.
- A member of the sponsoring organization must be present at all times during the reservation period.
- Materials must be removed from the area at the end of the reservations period.
- These areas may not be used as bulletin boards and display cases.
These locations are:- Information Booths A & B--1st floor by main entrance
- Haymarket Ticket Booth--2nd floor by Haymarket Mall entrance
Display Cases
Display Case
- Any officially registered and recognized Virginia Tech student organization or academic/administrative departments in good standing with the university may reserve display cases in Squires and Johnston Student Centers.
- Squires Student Center Display Case guidelines are as follows:
- Sponsors may access the display case only after receiving a copy of their request approval from the Event Planning Office.
- Display case dimensions are 37” X 61”. There are 11 display cases available in the Commonwealth Concourse on the second floor and four across the hall from the ATMs on the 1st floor. Each case has two glass shelves, which are NOT to be removed at anytime.
- Display cases can be reserved for a maximum two week period beginning on any vacant Monday after 3:00 p.m. and ending on the second following Monday (with the removal of all items) by 12:00 noon.
- If the sponsoring organization has not utilized the case by 3:00 p.m. on Tuesday of the first week, the display case will become available to other organizations on a first-come, first-served basis.
- Display cases may only advertise approved university department or recognized student organization-sponsored events held on campus.
- The name or logo of the organization sponsoring a display must be
prominently exhibited, along with any other materials in the display
case. All materials exhibited are the responsibility of the sponsoring
organization.
For additional display case guidelines, please contact the Event Planning Office in 221 Squires Student Center. - Johnston Student Center Display Case guidelines are as follows:
- There is one display case in the Center located on the first floor in front of the elevator.
- This is a glass, locking case that is a pushpin/tack case only. It does not have room for standing items.
- The display case may be reserved through the Johnston Student Center Manager or Customer Service Center (room 101).
- Display cases can be reserved for two-week periods and are reserved on a first -come, first-served basis.
- If materials exhibited are deemed in poor taste, the display will
be taken down.
See the Johnston Student Center Manager or visit the Customer Service Center for additional guidelines.
Banners
- There are at least thirty (30) locations on campus, which are approved for banners to be hung.
- Banner spaces must be reserved through the UUSA Event Planning Office.
- Sponsors must read the banner regulations listed below.
- Banner requirements vary with locations:
- Standard size requirements for banners are 5' wide by 4' high for locations other than McBryde.
- Banners on McBryde Hall must be 4'6" high by 4' wide with a 3" sleeve top and bottom.
- Banners for McBryde must be in the Event Planning Office before 5:00 p.m. Monday, and are hung on the building from Wednesday through Tuesday each week.
- Banners for Squires Student Center must be submitted in Event Planning by 5:00 p.m. each Monday.
- University personnel will hang the banners on Squires and McBryde Hall.
- Students are responsible for hanging banners in locations other than Squires and McBryde Hall
- Request for Banner Space Guidelines:
- Any and all Banner Space Request Forms must be completed and submitted a minimum of 7 business days prior to the date that the banner is to be hung. Any and all requests submitted less than seven business days prior to the date requested will not be processed, and thus will not be approved.
- Banners may only advertise events and/or functions sponsored by officially registered Virginia Tech student organizations, or academic and administrative departments, which are in good standing with the university.
- The maximum hanging time is two weeks at one location with no more than two locations at one time (exceptions may be granted).
- Prior to hanging a banner, all sponsors should obtain a copy of their approval notice.
- If any banner space regulations are violated, Event Planning will have the banner removed and a fee of $15 per banner will be charged directly to the sponsoring organization/department. University personnel will remove any banner displayed without approval. The sponsoring organization will be assessed the same $15 fee.
- The University will not assume liability for any lost, damaged, or unclaimed banners.
- Damages to any buildings that result from a banner being hung or removed incorrectly, or from any inappropriate materials used to make the banner are to be repaired by university personnel only. All costs associated with such repairs will be charged directly to the sponsoring organization/department.
- Banners to be hung on McBryde Hall must fit specific dimensions.
- Please refer to the Tips for Hanging Banners sheet for directions on how to hang banners at specific locations.
- All advertising policies apply to Banner Space requests and approvals.
- Banner Regulations for Squires Student Center:
- Banners reserved for Squires Student Center are hung from the 2nd floor balcony facing College Avenue and are stapled to two pre-installed boards along the top and bottom of the banner. The sponsor is not responsible for hanging or removing their own banner from Squires.
- Banners are hung on Squires Student Center for a period of seven days, beginning on Tuesday of each week. The banners are removed the following Tuesday when the reservation ends.
- Banners hung on Squires Student Center must be turned in to the Event Planning Office by 5:00 p.m. the Monday before their reservation begins.
- Banners that are not picked up from the Event Planning Office by 5:00 p.m. on the Friday after the reservation ends will be discarded, with or without prior notice to the sponsoring organization/department.