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.

This section is for students and student clubs or groups to promote opportunities at UBC, such as clubs, events, talks, sports, etc.

This section does not apply to start-up businesses or companies—even if they are run by current UBC students or alumni. For this type of promotions, please see the “Not from UBC?†tab.

Get your poster approved

Here’s how to get your poster approved for distribution in residence:

  1. Design your poster.
  2. Make sure your poster meets our regulations, as outlined below.
  3. Send a digital copy of your poster to residence.life@ubc.ca for approval.

We’ll reply to your email, typically within three business days, to let you know if your poster is approved or not.

We can only provide approval via email. If you request poster approval in-person at the Student Housing Main Office or a residence front desk, you will be directed to request approval via email. If you drop off posters for distribution without prior approval, they will be recycled.

Specifications and regulations

Specifications

  • Posters can be up to 11×17 inches (tabloid). Larger posters will not be approved or distributed; if received, larger posters will be recycled.
  • Materials written in a language other than English must also include the English translation.

Regulations

The following types of materials cannot be posted in residence.

  • Materials advertising beer gardens or alcohol and drug-featured events.
  • Materials that are considered offensive, non-inclusive, or that in any way may contribute to an intimidating, hostile or uncomfortable environment.
  • Materials promoting non-UBC businesses or organizations (e.g., pizza delivery, take-out restaurants, retail promotions or storage solutions) and student start-ups or businesses—even if they are run by current UBC students or alumni.

Get your poster distributed

Once you’ve recieved approval for your poster:

  • Print your posters:
    • September to April: we can accept and distribute up to 11 posters.
    • May to August:  we can accept and distribute up to seven posters.

Specific instructions will be included in your approval email.

One copy of your poster will be distributed for display in each residence commonsblock.

We’ll provide additional submission instructions in the email approving your poster.

When should I submit my poster?

Once your poster is approved, submit your poster as follows:

  • Weekly submission deadline: each Wednesday by 4 pm.
  • Weekly distribution schedule: posters received by the Wednesday deadline are typically put up by the next Wednesday (one week after we receive your poster).

If you miss the weekly submission deadline, your poster won’t go up until the following Wednesday (up to two weeks after we receive your poster).

How long will my poster be displayed for?

Posters promoting an event, activity or program with a specific date and/or registration deadline will be displayed until the relevant date—up to a maximum of one month.

If your poster is promoting an opportunity that does not have a date, your poster will be displayed for up to one month.

Can I submit multiple posters for distribution?

UBC students and student groups are limited to submitting one poster at a time (i.e. per month), with only one poster distributed to each residence.

This limitation includes event series, for which we recommend two potential options:

  • Submit one poster with the dates of each event in the series.
  • Submit one poster promoting the whole series with a link / QR code to view the specific dates and details.

This limitation helps preserve our residents’ right to a clutter-free living environment.

Can I submit multiple versions of a poster advertising the same event?

Yes, if you have two or more versions of a poster advertising the same thing, you are permitted to submit multiple versions for randomized distribution. Copies of each version will be distributed, with only one poster going out to each residence.

Can I put up posters myself?

No, you cannot put up or distribute posters, flyers, brochures, pamphlets, etc. yourself. If an organization or individual is found responsible for distributing unauthorized promotional materials, Student Housing and Community Services may invoice them for clean-up costs and deny future advertising privileges in UBC residence areas.

Additional info

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

Yes, in some cases. UBC students can request approval by emailing residence.life@ubc.ca to set up an information table or booth in a residence commonsblock.

Please email your request at least two weeks before your desired date.

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.

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 in your poster approval email.

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 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 Community Services (SHCS) for posting in residence.

How do I submit my posters to SHCS?

  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 SHCS 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 & Community 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 at each residence you request.

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 the unauthorized distribution of promotional materials, Student Housing and Community 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.

  • 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

The quantity of posters you send us must match quantities for either educational programs or extra-curricular programs, as detailed below.

If you send us more or less posters per residence area than is indicated, your posters will not be distributed.

To target specific residence areas, provide either educational or extra-curricular quantities for those specific areas only, but ensure that the quantity matches.

Educational program poster quantities

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.

Residence area Quantity of posters: Sep–Apr Quantity of posters: May-Aug
Acadia Park 1 1
Brock Commons 44 44
Exchange 21 21
Fairview Crescent 10 10
Fraser Hall 4 4
Iona 4 4
Marine Drive 65 65
Orchard Commons 40 residence closed
Place Vanier 64 residence closed
Ponderosa Commons 68 51
Ritsumeikan-UBC House 6  residence closed
tə šxʷhəleləm̓s tə k̓ʷaƛ̓kʷəʔaʔɬ 31 31
Thunderbird 6 6
Totem Park 77 residence closed
Walter Gage (Apartment) 4 residence closed
Walter Gage (Towers) 53 residence closed
Total 498 237

Effective August 2024.

Extra-curricular program poster quantities

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.

Residence area Quantity of posters: Sep-Apr Quantity of posters: May-Aug
Acadia Park 1 1
Brock Commons 3 3
Exchange 1 1
Fairview Crescent 4 4
Fraser Hall 1 1
Iona 1 1
Marine Drive 7 7
Orchard Commons 3 residence closed
Place Vanier 14 residence closed
Ponderosa Commons 5 5
Ritsumeikan-UBC House 1  residence closed
tə šxʷhəleləm̓s tə k̓ʷaƛ̓kʷəʔaʔɬ 4 4
Thunderbird 1 1
Totem Park 12 residence closed
Walter Gage (Apartment) 1 residence closed
Walter Gage (Towers) 4 residence closed
Total 63 28

Effective August 2024.

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 by emailing residence.life@ubc.ca to set up an information table or booth in a residence commonsblock.

We ask that all requests be sent via email at least two weeks before your desired booth date.

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.

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.

Not a UBC student, staff or faculty member? In some cases, a non-UBC organization 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, storage solutions, etc.) cannot put up posters in residence.

Can I place advertising materials in student mailboxes?

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

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

No. Doorâ€toâ€door soliciting and placing flyers under resident unit doors is not permitted. We also reserve the right to contact Campus Security or the RCMP if a non-resident is trespassing in private residence spaces to distribute unauthorized promotional material.

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 doorâ€toâ€door to distribute election material. However, they must contact residence.life@ubc.ca to seek approval and make prior arrangements. Please email us at least one week before your intended canvas date.

Election posters and flyers can be displayed in residence starting up to one month before the election date. Please email us at least one week before to obtain approval. Poster and flyer submission instructions will be provided upon approval.

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 the unauthorized distribution of promotional materials, Student Housing and Community Services may deny future advertising privileges in UBC residence areas.

Trespassing in private residence spaces that you are not a resident of, to distribute unauthorized materials, or otherwise, is also not permitted, and we reserve the right to contact Campus Security or the RCMP in such cases.

Questions?

Please contact us.