Event Services Policies
Promotional Space Policies:
The following policies strive to ensure an atmosphere that promotes NDSU events sponsored by active Student Organizations and Departments. Our goal is to maintain a framework that will serve various groups and support their needs in a fair and consistent manner. The Memorial Union staff aims to accommodate your requests; given space limitations however, length of displaying time will be at the sole discretion of the Memorial Union. Please be sure to check size/type requirements for all advertising, before producing. If your materials do not meet the sizes allowed, they will not be posted or displayed.
· Classified/Want Ads
Opening Weekend: To allow our parents and students to go about the business of settling in to campus, the display and information spaces have been reserved for entities to provide information to these new members of the Bison family. Beginning on the first day of school, student organizations are able to reserve contact tables, literature distribution sites, poster frames, and display cages. Information for bulletin boards can be submitted at any time. The banner and sidewalk chalk are reserved by the Memorial Union for the first two weeks of school. This is to allow Memorial Union and other departments to promote Welcome Week and the other major events planned for our new students.
Items Requiring a Reservation
· Chalking Sidewalks
· Contact Tables
· Display Cages
· Poster Frames
· Literature Distribution and Activity Registration Form (Free Speech Literature)
Promotional Space Policies:
CLASSIFIED/WANT ADS (Reservation Not Required)
a. All Classified Ads are limited to the ramp level Bulletin Board (next to display cages and Room of Nations).
b. Classified Ads may be posted for up to two (2) weeks.
c. All information must be contained on a 3"x 5" index card that is available for pick up at the Memorial Union Admin Office Rm. 246.
d. Classified ads that exceed the size of a 3"x 5" index card will be removed by Union staff. Tear-off strips are not allowed.
e. Contact name and information must be listed on all Classified Ads.
f. Example: Classified Ads includes: For sale, Help Wanted, Lost and Found, Books for sale, rooms for rent, equipment for sale, etc.
g. The Memorial Union, NDSU, and the State of North Dakota are waived of any and all liability or claims arising from transactions advertised through Classified Ads.
FLYERS (Reservation Not Required; Space Not Guaranteed)
Flyers can be printed at the Memorial Union Copy Shop.
a. Flyers must be submitted to the Memorial Union Admin Office Rm. 246 for approval, stamping and posting.
b. All Flyers must promote specific events/programs that are targeted for the NDSU community.
c. Flyers are posted in three (3) locations around the Memorial Union.
d. We accept up to three (3) flyers per NDSU approved student organization/department sponsored event.
e. We accept one (1) flyer per non NDSU sponsored event.
f. Materials to be posted must not exceed 11" x 17".
g. Name of the sponsoring organization and/or contact information must be visible on all posters.
h. Flyers may be displayed for up to two (2) weeks prior to the event date.
i. Flyers will be removed after 2 weeks or after the date of the sponsored event, whichever comes first.
j. Flyers promoting alcoholic beverages and tobacco use are prohibited.Flyers with tear off strips are prohibited.
k. Commercial advertising of products and services are prohibited.
l. Memorial Union Administration has the right to refuse posting any flyers deemed not appropriate or those not meeting policies.
m. Every attempt will be made to post all flyers (space permitting). Flyers typically get posted the evening which they are dropped off.
n. No flyers shall be posted on walls, doors, tables, lounges, and glass inside of Memorial Union, or the exterior of Memorial Union.
CHALKING SIDEWALKS (Reservation Required)
Chalking of sidewalks next to the Memorial Union requires approval from the Memorial Union Director or designee at the Memorial Union Admin Office Rm. 246. Requests must be submitted in writing seven (7) days in advance of the event. Chalking is allowed on designated areas on the east patio, south and west sidewalks of the Memorial Union. Chalking is prohibited under the canopies of the entrances. Chalking is limited to one recognized student organization for all areas next to the Memorial Union. Reservation time period is limited to seven (7) days. Content of messages is limited to promotion of a specific event. Contact the Facilities Management Director to seek permission to chalk in any other area(s) on campus.
CONTACT TABLES (Reservation Required)
a. Contact Tables require a reservation submitted to the Memorial Union Administrative Office Rm 246.
b. You must check-in at the Memorial Union Administrative Office Rm. 246 when you arrive each day for your table assignment.
c. Can be reserved for seven (7) days.
d. Can request one (1) T-Stand with the table (must reserve at time of reservation due to limited availability).
e. Internet Ports are limited and may not be available. Wireless access is available.
f. Items for sale or food/beverages must receive prior approval by Memorial Union, NDSU Dining Services, and/or NDSU Bookstore.
g. Contact Tables are intended for interaction; therefore members representing an organization must remain at the table at all times.
h. If the contact table area is left unattended, groups may be subject to a no-show fee and/or a clean-up fee.
i. Groups are responsible for cleaning the table area when finished. Items left will be considered abandoned and will be discarded.
j. A 24-hour reservation cancellation is required or the organization will be charged the no-show fee.
k. Commercial groups are allowed to reserve contact tables for a daily fee.
DISPLAY CAGES (Reservation Required)
a. Four (4) display cages are available with an electrical outlet available in every cage.
b. Display Cage requires a reservation submitted to the MU Administrative Office Rm. 246.
c. To access display cages, you must sign out a key with your NDSU I.D. card at the Memorial Union Administrative Office Rm. 246.
d. Display Cages are available only to NDSU registered student organizations and campus departments.
e. One (1) cage may be reserved for two (2) weeks. A maximum extension of one (1) week may be honored if space is available.
f. Name of sponsoring organization must be clearly visible in the cage display.
g. Latex balloons are not allowed in the display cages. Mylar balloons are allowed, and can be purchased at the MU Copy Shop.
h. Groups are responsible for maintaining up-to-date and professional looking display cages.
i. Groups must remove display items by 7 p.m. on the final day of the reservation. If materials are not cleaned out, they will be treated as abandoned; groups will be assessed a standard clean-up fee and materials will be discarded.
j. Policy non-compliance may lead to loss of reservation privileges.
k. Memorial Union is not responsible for replacing items that are lost, stolen, or disposed of as a result of the sponsoring organization's failure to remove display materials in accordance with this policy.
POSTER FRAMES (Reservation Required)
a. Posters are only allowed in designated framed locations on the Main Floor of the Memorial Union.
b. Poster must be the exact dimensions 2 ft. wide x 3 ft. tall.
c. Groups can reserve up to one (1) Poster Frame for seven (7) days. A maximum extension of one (1) week may be honored if space is available.
d. Bring Poster in to Rm 246, one day before the start of the reservation. Poster will be to be displayed by Memorial Union staff.
e. Posters will be removed from Frames after the posted event date or after 7 days, whichever comes first.
f. The Memorial Union will hold Posters for 24 hours. Please pick up your Posters the day after the end of the reservation.
g. Please confirm your reservation before producing your posters. Posters will not be displayed if you do not have a reservation or if the poster size is smaller or exceeds size guidelines (2 ft. wide x 3 ft. tall).
h. Posters will not be stored in the Admin Office. For reoccurring reservations, please pick up and deliver your poster as necessary.
i. The Memorial Union is not responsible for lost or damaged posters.