Advertising & Postering in Residence

Want to get your message out to students in residence? Find out how—and what rules apply.

First things first

While advertisements for opportunities at UBC (clubs, events, talks, sports, etc.) can be useful to residents, we also recognize our residents’ right to privacy and a clutter-free living environment. With that in mind, make sure you familiarize yourself with the postering policies below.

UBC studentsUBC staff & facultyNot from UBC?

UBC students: here’s how to get your poster up in residence.

1. Get your poster approved!

Make sure your poster meets our regulations, then bring it to a Residence Front Desk to get stamped. If you’re not sure if the poster meets requirements, email a digital copy to the Residence Life Manager in the residence where you want to post it. They’ll review it and let you know if it’s good to go. Then bring it to the front desk to get it stamped.

2. Put up your poster

Once it’s approved, you can put up your poster in designated areas. Check out the designated areas list below. Plus, a Front Desk staff member can let you know what the best spots to post are!

Where can I put up my stamped, authorized poster?

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.

Where can't I put up posters?

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.

What kind of advertising or promotional materials will not be authorized?

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

Please note that materials written in a language other than English must also include the English translation.

Additional info

Can I set up an information table, booth, or an in-person promotion?

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 Hospitality Services.

Can I advertise during the summer (May–August)?

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.

If you are a UBC staff or faculty member and your organization or department is offering a program or event, you are welcome to submit posters to Student Housing and Hospitality Services (SHHS) for posting in residence.

How do I submit my posters to SHHS?

  1. Sort your posters according to the residence areas and quantities listed below
  2. Label each bundle with the residence area name
  3. Send them to us!

Two ways to send them to us

1. Drop them off at the SHHS Main Office.

We’re located at Marine Drive residence, 2205 Lower Mall, Building 6.

2. Send them by campus mail

Attn: Debbie Lavery
Student Housing & Hospitality Services Main Office
Marine Drive, Building 6
2205 Lower Mall
Campus Mail Zone 4

When do you need my poster by?

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.

Where will my posters be put up?

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.

Can I put up posters myself?

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 & Hospitality Services may invoice them for clean-up costs and deny future advertising privileges in UBC residence areas.

What kind of advertising or promotional materials will not be authorized?

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.

Please note that materials written in a language other than English must also include the English translation.

Poster sorting and bundling instructions

Educational programs

If you’re offering an educational program, workshop or lecture, please use these numbers.

Residence area Quantity of posters
Totem Park 74
Place Vanier 74
Orchard Commons & Ritsumeikan-UBC House 45
Walter Gage 58
Fairview Crescent & Fraser Hall 40
Marine Drive 65
Ponderosa Commons 58
Brock Commons Tallwood House 18
Thunderbird 10
Iona House 3
Acadia Park 1
St. John’s College 1
Green College 1
Residence Life Programme Resource Centre 1
Total 449

Effective July 2018.

Extra-curricular programs

If you’re offering an extra-curricular activity or event—or an off-campus, non-UBC event—please use these numbers.

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

Residence area Quantity of posters
Totem Park 12
Place Vanier 12
Orchard Commons & Ritsumeikan-UBC House 4
Walter Gage 5
Fairview Crescent & Fraser Hall 5
Marine Drive 6
Ponderosa Commons 7
Brock Commons Tallwood House 1
Thunderbird 1
Iona House 1
Acadia Park 1
St. John’s College 1
Green College 1
Residence Life Programme Resource Centre 1
Total 58

Effective July 2018.

Additional info

Can I set up an information table, booth, or an in-person promotion?

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 Hospitality Services.

Can I advertise during the summer (May–August)?

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.

If you are from the university neighbourhood community or from a non-UBC organization or business, you may be able to promote or advertise in UBC student residences.

Can I put up posters in residence?

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.

Can I place advertising materials in student mailboxes?

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

Can I solicit door-to-door in or at student residences?

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

Can I canvas in or at student residences during an election campaign?

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.

Can I advertise during the summer (May–August)?

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.

Unauthorized distribution of promotional materials

If an organization or individual is found responsible for unauthorized distribution of promotional materials, Student Housing & Hospitality Services may deny future advertising privileges in UBC residence areas and invoice them for any clean-up costs incurred.

Questions?

Please contact us.