Advertising & Postering in Residence

You can put up posters on designated bulletin boards in the following locations:

• Residence commonsblocks
• Residence courtyards

There are also designated brochure racks in residence commonsblocks for authorized brochures and pamphlets.

The Front Desk staff member can let you know where the authorized locations are.

Don’t put up posters anywhere except the designated boards or brochure racks. Materials that go up elsewhere will be removed.

Unauthorized locations include:

• Glass surfaces
• Mirrors
• Doors
• In or on elevators
• Outdoor pillars or walls
• Washrooms
• Stairwells

Pamphlets, brochures or flyers cannot be left lying on floors or tables in lounges, in lobbies, or on cars in residence parking lots.

The following types of materials cannot be posted in residence. Front Desk staff and Residence Life Managers will determine if your materials meet our guidelines for appropriate content in residence.

• Materials advertising beer gardens or alcohol/drug-featured events
• Materials that are considered offensive, non-inclusive, or that in any way may contribute to an intimidating, hostile or uncomfortable environment

Yes, in some cases. UBC students can request approval from an Associate Director, Residence Life to set up an information table or booth in a residence commonsblock. We can provide a table and up to two chairs. Please identify in your request if you would like us to set these up for you.

If your request is approved, you must check in at the residence front desk upon arrival and set up your booth in the designated area in the commonsblock only.

Ground rules

• Keep it passive. What we mean by that is that representatives must stay at their table and must not attempt to coerce or actively/aggressively persuade residents to engage with them.
• Keep it tidy. You must remove any remaining materials, refuse or recycling from residence and leave the booth area tidy at the end of each day.

If you do not follow these guidelines, you may be denied future approval to promote in UBC residences managed by Student Housing and Community Services.

Year-round residences

Yes, UBC students can advertise in year-round residences during the summer months. Please refer to the relevant instructions above.

Winter Session residences

No, students do not live in our Winter Session residences between May and August each year. They are used by conference and hotel guests. If you are promoting to a student audience, you will not reach your target audience, so advertising is not permitted or recommended.

Our poster submission deadline each week is Wednesday afternoon. Posters received by Wednesday will typically be distributed by the following Monday. If your poster is received later in the week, it will not be distributed until the following week.

By submitting through this process, your posters will be put up on designated boards and spaces throughout each residence area that you submit posters for.

No. We ask that groups refrain from putting up posters, flyers, brochures, pamphlets, etc. themselves. If an organization or individual is found responsible for unauthorized distribution promotional materials, Student Housing & Community Services may invoice them for clean-up costs and deny future advertising privileges in UBC residence areas.

The following types of materials cannot be posted in residence. Front Desk staff and Residence Life Managers will determine if your materials meet our guidelines for appropriate content in residence.

• Materials advertising beer gardens or alcohol/drug-featured events
• Materials that are considered offensive, non-inclusive, or that in any way may contribute to an intimidating, hostile or uncomfortable environment.

If you’re a UBC faculty or staff member offering an educational program (e.g., a workshop, lecture, or information session), please use these numbers.

Effective August 2023.

If you’re a UBC faculty or staff member offering an extra-curricular activity or event, either on- or off-campus, please use these numbers.

Are you a student? Even if you’re from a student club, association, or group, please refer to the instructions for students.

Keep in mind, we are not able to advertise social events.

Effective August 2023.

Yes, in some cases. UBC staff and faculty can request approval from an Associate Director, Residence Life to set up an information table or booth in a residence commonsblock. We can provide a table and up to two chairs. Please identify in your request if you would like us to set these up for you.

If your request is approved, you must check in at the residence front desk upon arrival and set up your booth in the designated area in the commonsblock only.

Ground rules

• Keep it passive. What we mean by that is that representatives must stay at their table and must not attempt to coerce or actively/aggressively persuade residents to engage with them.
• Keep it tidy. You must remove any remaining materials, refuse or recycling from residence and leave the booth area tidy at the end of each day.

If you do not follow these guidelines, you may be denied future approval to promote in UBC residences managed by Student Housing and Community Services.

Year-round residences

Yes, you can advertise in year-round residence during the summer months. Please refer to the relevant instructions above.

Winter Session residences

Some of these residences are used for conference or hotel guests over the summer months. For permission to post advertising or promotional materials in Totem Park, Place Vanier, Orchard Commons, Ritsumeikan-UBC House, or Walter Gage residences during the summer conference season, please contact UBC Conferences and Accommodation. Please note that advertising is not permitted in the West Coast Suites hotel.

Non-UBC businesses or organizations (e.g., pizza delivery, take-out restaurants, retail promotions, etc.) cannot put up posters in residence. However, they may request authorization at a residence front desk to place brochures, pamphlets or flyers in the residence commonsblock brochure rack.

No. Residence mailboxes are for personalized mail and Student Housing & Community Services correspondence. They may not be used as an advertising venue.

No. Door‐to‐door soliciting and placing flyers under resident unit doors is not permitted.

Yes. The only exception to the “no soliciting” rule is during a federal or provincial election campaign, when canvassers may go door‐to‐door to distribute election material. However, they must contact an Associate Director, Residence Life to make prior arrangements.

Election posters and flyers, like other advertising in residences, must be authorized for posting at a residence front desk and kept to the designated bulletin boards and brochure racks.

Year-round residences

Yes, you are eligible to advertise in year-round residence during the summer months according to the rules outlined above.

Winter Session residences

Some of these residences are used for conference or hotel guests over the summer months. For permission to post advertising or promotional materials in Totem Park, Place Vanier, Orchard Commons, Ritsumeikan-UBC House, or Walter Gage residences during the summer conference season, please contact UBC Conferences and Accommodation. Please note that advertising is not permitted in the West Coast Suites hotel.