Timelines and Best Practice

There are a variety of ways for UO departments and programs to get your messages to on-campus audiences. We will help you consider which channels will be most effective for accomplishing your goals and connecting to your target audience. Be aware that some of these channels require specific scheduling, reservations, branding, or other requirements that you may be responsible for. All staff are expected to follow the university solicitation policy and materials must meet university brand standards.

Banners - estimated 6 weeks production

Banners can currently be placed across 13th Avenue (either east or west) and on the upper railing of the EMU. Three banners are available on the Gumwood Terrace, two on the Fishbowl Terrace, and one in the Inner Courtyard. Banners are scheduled for 7 days at a time (Monday-Sunday). Banners on the EMU should be hung by the sponsor with rope or twine (not tape). Wording and graphics should be appropriate for a campus audience, follow brand guidelines, and may be removed if deemed otherwise.

To place a banner on 13th Avenue or the EMU, and for banner guidelines, please contact Scheduling and Event Services at 541-346-6000 to reserve the space.

Basic Print Ads - estimated 4 weeks production

Fliers, handouts, postcards, and two-fold brochures are printed in bulk and often distributed in populous areas on campus such as the EMU. Each fits information on a single side and contains simple messaging for readers to absorb. Two-fold brochures usually contain the most information, divided into two folded sections. Basic print forms vary depending on the length of desired messaging.

Buttons - estimated 6 weeks production

Physical button advertisements are small, graphic-heavy pins with minimal copy, often distributed and intended to be worn. Wearable buttons are a fun, interactive way for audiences to engage with select messaging and help spread information on campus. 

Digital Displays - estimated 3 weeks production

There are approximately 60 TV screens across campus that run the student playlist or direct objective content (menu, daily events, pricing, department specific). Access to appear on the student playlist is limited to the offices in SSEM and Student Life. Slides are designed by Strategic Communications and Marketing, and are allowed run on screens for a maximum of two weeks. Criteria and standards for digital display design and content are as follows:

  • must following university branding guidelines
  • may not exceed more than 20 words not including a url
  • must not contain any image or trademark we do not have the rights to use
  • must contain a url or call to action
  • must be for something open to most student or a historically underserved population
  • slides that to do not qualify: promotion of academic classes (with the exception of PE classes) surveys or research unless approved by VP, promotion of products or merchandise, slides containing logos or messaging that are not supportive of institutional mission or a product or political campaign that is not officially contracted with the university 

If you are wanting a slide to run in academic buildings across campus you will need to work individually with those departments to reserve a space. Please let us know at the beginning of your project request if you have a reservation for one of the academic screens, as the size requirements for those are often different from the student playlist screens.

Student programs and organizations can work with the EMU team to display their ads on designated TVs in the EMU. This process is run by the EMU admin team. 

Emails - estimated 2 weeks production

SSEM and Student Life clients are welcome to request email services though we have reduced the number of individual emails we send students. Emails must follow university mass-email requirements. All-student emails require sign off from a Vice President per university policy. The Quick Quack student e-news produced every Thursday during fall, winter, and spring terms does not need VP approval for inclusion. 

Ground Stakes - estimated 6 weeks production; scheduling required by the client

Any of the areas on campus with bark (not grass) can have ground stakes placed in them. Two organizations may have 25 ground stakes each for one week. All stakes must be removed by 10:00 a.m. the day after your event. To schedule ground stake placement, contact Scheduling and Event Services at 541-346-6000. Please note we do not design ground stakes without a confirmed reservation.

Logos - estimated 3 weeks production

The university has an official logo for each division, department, and program. Units are not allowed to make additional logos or alter approved UO logos in any way. If your department has used a different mark over the years, please work with our team to transition those elements to graphics we could include to retain the history but align with university expectations. 

If you need access to your university approved mark, please ask your client manager and tell them what it will be used for and we can work to provide the appropriate color, size, and orientation option for you. This generally only takes a day or two. 

News and Stories - estimated 2-3 weeks production depending on select media

There are a variety of news channels for information and stories happening in your area: Around the O, e-news communication, the Emerald, local papers, etc. Around the O submissions require a minimum two week notice. Other local newspaper and magazine requests require a minimum of three weeks.

Please fill out the story request form under the media section if you have a story idea for us to consider.

Merchandise and Apparel - estimated 8 weeks production

Merchandise and apparel include tangible items such as t-shirts, hats, polos, etc. distributed at campus events. Production time may vary depending on the request.

Photography - estimated 4 weeks

Photographs are typically tied to other advertisements, such as Around the O stories, posters, or other basic print advertisements. Photographs help capture a specific idea, feeling, or story tied to the promoted information. Photography requests vary in time depending on the location and subjects required. Our team does not provide photography service to simply document an event or for student employee headshots. If you would like support for either of those services, please ask your client manage and they can provide you names of outside contractors approved by university communications. 

Posters - estimated 4 weeks production

Posters are a great way to advertise on campus. Posters and flyers should only be placed in approved areas. Make sure to check-in with the department or unit for any bulletin boards before you place posters and follow any instructions (e.g. acquire a stamp from the office that manages the board, only place in certain sections of the board). Telephone poles, garbage cans, bike racks, and structural elements of buildings are not legitimate signage places unless they are designated for signage.

UO Housing has specific guidelines for placing posters in the residence halls.

Presentation - estimated 4-6 weeks

Strategic Communications and Marketing will provide presentations or slides for major events (e.g. commencement, convocation, board of trustees) The university also supplies PowerPoint templates for users to design their own needs. Please take care to follow guidelines in the templates and not use any image or mark we do not have permission to use. 

Publications (Multi-page) - estimated 8 weeks production

Multi-page publications are useful when advertising a large abundance of information regarding events, programs, services, etc. Multi-page publications typically involve a front cover, multiple inside panels, and a back cover. The format varies depending on the length of content as well as the size of the graphics. Information should be relevant and helpful for campus audiences.

Quick Quack - estimated 1 week

Quick Quack is a weekly student e-newsletter sent out to students at the Eugene campus. The e-newsletter includes relevant campus events, important information, and other current campus news. To be featured in Quick Quack, we ask clients to submit a request a week in advance with information on the advertised event, desired call-to-action and a link students can click for further detail. All links must lead to UO-official websites. If you are requesting we advertise and event, please make sure your event has been posted on the UO calendar. 

Retractable Banners and Tabletop Displays - estimated 6 weeks production

Retractable banners are much like large posters that can be rolled back up into the base. Retractable tabletop displays are miniature versions of retractable banners, containing minimal messaging and intended to be placed on tabletops. Production time varies as the length of messaging and desired design.

Sandwich Boards - estimated 6 weeks production

Sandwich boards should be no taller than four feet tall and should only be placed in approved areas on campus.

Two sandwich boards can be reserved from Scheduling and Event Services for one week at a time. The boards can be placed on the corner of 13th and University by the EMU Amphitheater. Contact Scheduling and Event Services at 541-346-6000 to make a reservation.

Social Media Graphics - estimated 4 weeks production

Units are responsible for managing their own social channels and following university guidance on content, operations, and branding. You may request support for graphics or images should those be needed for your individual channels. Our team does not supply video or reels support for social unless it is specifically requested for the main UO social channel for a major recruitment campaign. Our team is available to consult should you have questions. 

Stickers - estimated 6 weeks production

Stickers can come in standard shapes or may need a di-cut to outline something specific. Please allow must time if you would like something custom (not square or circle). Production time depends on graphic elements and size.

Tablecloths and Table Runners - estimated 6 weeks production

Popular for events and on-campus stations, tablecloth and table runner advertisements grab the attention of all those who walk by. Tablecloths include a design and copy set to fit the entire table. Table runners get the same job done on a slightly smaller scale (ready to display over the mid-section of the table). 

Table Tents - estimated 4 weeks production

With approval, these can be placed in the EMU and the dining venues in UO Housing. For information about dimensions and placing table tents in UO Housing, visit UO Housing's print advertising guidelines. Table tents in the EMU and UO Housing follow the same dimension guidelines.

To reserve table tent space in the EMU, contact Scheduling and Event Services at 541-346-6000. Please note we do not design table tents without a confirmed reservation.

University Calendar - estimated 3 business days for approval

This is the central place for the complete list of events happening on campus. All campus audiences are being directed here to post their events and to search for activities on campus. Visit calendar.uoregon.edu to post events.

Video Production - estimated 4–8 weeks, varies based on length and concept

Video production can take a great deal of planning, shooting, editing, and proofing. We recommend any video need you have be planned well in advance and, given the labor-intensive nature of the work, be reserved for major priority items.

Web Updates - estimated 1 week or less

We mange all edit requests and updates for websites in SSEM and Student Life. Larger web edits (involving new content, design elements, and other formatting) require a longer turnaround. You will receive an update confirmation via the email to confirm the request has been completed. Most requests are processed in 1-2 days.