University Centre Events

University Policies - Advertising, Promotion Sales & Solicitations

Number: UC-5
Effective Date: March 3, 2015
Cancels: UC-5
Dated: March 6, 2012
Title: Chair, University Centre Board


GENERAL: The University Centre Board recognizes the need for University of Guelph groups and organizations to advertise, promote, distribute information, sell, solicit, exhibit their wares and/or raise funds for University of Guelph activities within University Centre controlled space.

The booking of University Centre space will not be allowed if any Group/Organization or individual’s proposed advertising, promotion, sales and solicitation activities are not approved under this policy.

For the purposes of this Policy accreditation status of various Organizations is defined in University Centre Policy UC-2, Item 1.

PURPOSE: The purpose of this policy is to ensure that adequate space and resources are made available in an suitable fashion to all University groups and organizations accredited and authorized
by the University Centre Board to advertise, promote, distribute information, sell, solicit, exhibit their wares and/or raise funds for University of Guelph activities within University Centre controlled space.

SCOPE: All groups and organizations wishing to advertise, promote, distribute information, sell, solicit, exhibit their wares and/or raise funds within University Centre controlled space must have approval under this Policy.

DEFINITION: “Solicitation” used within the text of this Policy refers to any act of appeal, request, entreaty, attempt to influence or gain support, financially or otherwise.

“University of Guelph Solicitation Review Committee” refers to a committee established under University of Guelph Policy GE.20.0 “On Campus Advertising, Promotion, Sales & Solicitations”. Its membership includes a representative/delegate of the University of Guelph Central Student Association, the University Centre,

POLICY : 1.0 ADVERTISING AND PROMOTION OF EVENTS OR SERVICES

Non-accredited groups, charitable organizations and other post secondary institutions and religious based groups are only granted University Centre privileges to the extent the University Centre can accommodate them and whose product, services or ideology is not in conflict with the University of Guelph Policies.

The University Centre reserves the right to grant or not grant privileges to any non-accredited group.

1.1  Accredited Groups: Where an event or service is sponsored by a University of Guelph accredited group, authorized by the University Centre, and any financial gain will benefit the University community, advertising and promotion will be allowed.

1.2  Non-Accredited Groups: Where an event or service is sponsored by a non-accredited group and is commercial in nature, advertising and promotion will not be allowed unless it is approved by the Director of the University Centre or designate.

Where an event or service is not commercial in nature, advertising and promotion may be allowed at the discretion of the Director, University Centre or designate.

1.3  Charitable Organizations: Where an event or service is offered by a registered charitable organization, advertising and promotion may be allowed at the discretion of the Director, University Centre or designate.

1.4  Other Post-Secondary Institutions’ Events: Where no conflict exists with events scheduled at the University of Guelph, advertising and promotion will be allowed subject to space availability.

2. ADVERTISING OF MATERIALS AND GOODS

2.1 Advertising of/for materials and goods will be allowed on the “Goods and Service” board through the Information/Reservation Desk only. Persons advertising must be members of the University Community. Groups must be University of Guelph accredited organizations. Materials and goods must not be commercial in nature.

3.0 HANDOUTS

3.1Handouts will be permitted within University Centre controlled space only upon written application and prior approval from the Director, University Centre, or designate.

3.2 Distribution of small advertising cards (less than 8 1/2” x 11”) or stickers are not allowed.

3.3 When permission is granted to a group or organization to solicit via handouts the following will apply.

3.3.1 All material must align with University of Guelph Policies.

3.3.2 If the material, product or display does not comply with University Policies, the approval to solicit will be revoked immediately.

3.3.3 The process allowed to solicit with or without handouts will be as follows:

  • Soliciting will not under any circumstance be aggressive in terms or actions or tactics.
  • Individuals soliciting will NOT approach those walking by but rather persons with an interest will approach those soliciting.

4.0 POSTERING

4.1 Posters are to be placed only on designated boards by University Centre staff. Organizations, departments and individuals will be held responsible for damages which result from contravention of the above.

5.0 BANNER AND OVERSIZE POSTER ADVERTISING AND PROMOTION

5.1 Six spaces have been established in the Courtyard, University Centre for the placement of banners and oversize posters, and are available on a reserved basis, through the Reservation Office, at the discretion of the Director, University Centre or designate.

6.0 SPECIAL NOTICE BOARDS

6.1 Special notice boards may be placed within University Centre controlled space to advertise and promote events and/or services. The placement of special notice boards requires the prior approval of the Director, University Centre or designate.

7.0 WINDOW ADVERTISING

7.1  This policy addresses window-based advertising and promotion of products and services offered by accredited clubs, departments, organizations or lessees approved to occupy space that contains windows.

7.2  Advertising must be professional, tasteful and directly advertise products or services offered.

7.3  Advertising will not cover more than 50% of the window space, and not more than 25% of any one window pane.

7.4  Advertising must be in keeping with the aesthetics, purpose and identity of the building.

7.5  All advertising must be able to be removed easily, leaving no residue. The cost of removing advertising will be the responsibility of the organization that installed it.

7.6  Accredited clubs, departments, organizations or lessees wishing to advertise must apply to the Director of the University Centre for approval. Application must contain a “mock up” of the proposed advertising and include the area taken up by the advertising, the area of the window pane to which it will be placed and the total area of the windows.

7.7  This type of advertising is available on the first and second floors of the building.

7.8  Approval from the Director of the University Centre is required prior to any installation of advertising.

7.9  Non-approved advertising will be removed and the occupier held responsible for all costs associated with the removal.

8.0 AUDIO ADVERTISING AND PROMOTION

8.1 Audio advertising and promotion of events and/or services may take place within University Centre controlled space. Such advertising and promotion requires the prior approval of the Director, University Centre or designate. These activities are subject to time and/or audio level restrictions. The University Centre reserves the right to request that the volume be reduced. A lack of compliance will result in the event being terminated.

9.0 RESPONSIBILITY FOR ADVERTISING AND PROMOTION

9.1 The Director, University Centre is responsible for advertising and promotion within University Centre controlled space. The Director has specific responsibility for the following:

9.1.1  Managing the day-to-day activities in the Courtyard, including conflict resolution.

9.1.2  Designating areas suitable for advertising and promotion.

9.1.3  Maintaining notice boards within the University Centre (Including postering and removal of notices).

9.1.4  Clearing areas not designated for advertising and promotion.

9.1.5  An exception to the above will be that the Central Student Association is allowed to utilize the open wall and window space facing into the Courtyard along the east and south common walls of the second floor of the University Centre subject to all University Centre and University of Guelph Policies.

10.0 SALES AND SOLICITATIONS

10.1  Only sales and solicitations sponsored by University of Guelph accredited groups and organizations authorized by the University Centre Board will be allowed within University Centre controlled space.

10.2  Sales and solicitations will be allowed with prior approval from the Director, University Centre or designate.

10.3  Sales and solicitations will not be allowed when in conflict with University Centre leases or Policies.

10.4  The sale/solicitation must serve the Aims and Objectives of the sponsoring organization.

10.5  Aggressive sales or solicitation are not allowed. See Item 3.3.3.

11.0 RENTAL CHARGES

11.1 Charges may be levied as per Policy UC-2, Item 3.

11.2 University of Guelph accredited groups who rent University Centre facilities to third parties will be charged rental, dependent upon information given on the Solicitation Form.

12.0 EMPLOYERS SOLICITATION

12.1 Solicitation by employers for recruitment purposes
will be allowed within the general areas of the University Centre controlled space, subject to approval of the Director or designate and space availability.

13.0 EVALUATION

13.1 The Manager, Building and Reservations is responsible for evaluating this policy whenever deemed necessary. Recommendations for revision of this policy are to be forwarded to the Management and Operations Committee by the Director, University Centre for review, recommendation to and approval by the University Centre Board.

14.0 VIOLATIONS OF THIS POLICY

14.1 Violations of this policy will be referred to Policy UC-13, Enforcement of University Centre Policies.

15.0 POLICY REVIEW

15.1 This Policy will be reviewed every five (5) years.

 

PLEASE REFERENCE THE RESERVATION & PROGRAMMING GUIDE FOR ALL APPLICABLE VENUE & SPACE COSTS

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