Residence Life & Dining Services Posting Policy
Residence Life & Dining Services controls several physical and electronic modes of communication. The
following guidelines seek to award priority to messages most closely aligned with the core missions of
Residence Life & Dining Services, while also recognizing the practical limitations of each resource and
allowing fair use to other groups when possible.
I.) General Posting Guidelines:
1. The name of the sponsoring organization must be clearly stated on all posters, signs and
displays.
2. Materials that promote or feature alcohol consumption are prohibited.
3. Materials to be displayed in the Residence Life & Dining Services facilities must be approved by the
appropriate Residence Life & Dining Services staff member (see section III below).
4. Requests may be denied for reasons that include, but are not limited to: conflict with the mission
of the University, conflict with the mission of Residence Life & Dining Services, unfeasible
setup/turnaround time, and historic negligence or abuse.
5. Residence Life & Dining Services Associate Directors (or above) have the authority to approve
posting in spaces not defined in this policy while following the general guidelines set forth herein.
6. Door-to-door or office-to-office solicitation & mail box stuffing are prohibited within Residence Life
& Dining Services facilities. Petitions, surveys, and physical distribution of printed materials are
considered solicitation under this policy.
7. Certain spaces are reserved for Residence Life & Dining Services use only. These include the
Washakie Table Tents, and the Washakie Trade Table(s) on move-in weekend, bulletin boards
above the first floor of each residence hall building, and other spaces as necessary.
II.) Posting Priority Groups:
Permission and priority for communication resources is determined by the posting party’s classification in
the following groups in priority order.
1. Residence Life & Dining Services: official department functions or services, RHA, Hall Senates,
residence hall programming, dining services events or promotions, etc
2. Co-Sponsored by Residence Life & Dining Services: events, messages or services from groups
closely aligned with RLDS, and actively working with the department. These may include items
from: Student Affairs VP’s Office, UWPD, UW Counseling Center, UW Student Health, the Wyoming
Union, and Campus Recreation, Transit and Parking Services and other official campus entities
working directly with RLDS on a specific project.
3. RSO’s: recognized student organizations working independently from RLDS.
4. UW Departments: UW Departments seeking to promote or communicate about items independent
from RLDS.
5. Government Entities: official items from Federal, State and local government.
6. Off-Campus Groups/Other: private businesses and organizations not affiliated with UW
In situations where space is limited, use of space is reserved on a first-come, first-served basis when
reservations are made by two groups of equal priority. Higher priority groups may bump messages from
lower priority groups, though this practice will be discouraged and must be approved by the RLDS
Marketing & Campus Relations Coordinator.
X
X
Washakie Table Tents
X
X
X
X
Washakie Banner Space
X
X
X
X
Official Newsletters
(Apartments, Washakie)
X
X
Digital Signage
X
X
Washakie Display/Trade
Table
X
Official Face Book Page
X
*
*
*
Email List-serves
O
#
#
#
#
Department Website
X
X
Giveaways, Room stuffers,
Coupons
X
X
X
X
X
Hall Mailboxes
Floor Bulletin Boards
RLDS
Co-Sponsored
RSO’s
UW Depts.
Other
Lobby Bulletin Boards
(including Washakie)
The table below demonstrates which modes of communication are available to the various priority groups.
Resources are restricted based on the level to which they officially represent the department and the
amount of staff resources they require.
X
X
X
X
$
X
X
X
* At Hall-Opening each year only (see below)
$ Fee Required (see below)
O Through individually addressed campus mail only
# Through paid US Postal Service Delivery only.
III.) Approval and Deadlines
As listed below, each communication resource requires approval from the appropriate party, some
resources require a specific amount of notice, and some require a fee from certain groups.
Lobby Bulletin Boards (incl. Washakie):
1. Recognized student organizations, university departments, recognized university organizations, or
individuals sponsored by one of these entities may display posters and signs on lobby bulletin
boards. Floor bulletin boards are reserved for Residence Life & Dining Services sponsored or cosponsored materials.
2. Activities and events that are local in nature or sponsored by a non-University entity, but are of
general interest to the campus community, may be posted on lobby bulletin boards in the space(s)
designated for community use.
3. Promotion exclusively for marketing of a non-University entity is prohibited.
4. Personal notes, messages, or advertisements (i.e. for sale board items) must be displayed on
bulletin boards specifically allocated for such use.
5. Posters, signs, announcements, etc. hung on bulletin boards must be no larger than 11"x17" and no
smaller than 3" x 5”.
6. Posting submitted to the Residence Life and Dining Services Office in the lower Level of the
Washakie Center.
7. Notice Required: 1 week prior to the program/event
8. Material may be displayed on a bulletin board within the building for a maximum of fifteen (15)
calendar days.
9. Residence Life & Dining Services reserves the right to limit the number of posters advertising a
given event/program.
10. Approval Required From: RL&DS Central Office Front Desk, Marketing & Campus Relations
Coordinator, Area Coordinators, Residence Coordinators, or Associate Directors.
Bulletin Boards on Residence Hall Floors
1. These boards are reserved for floor and departmental information, activities, educational
information provided by the department or Resident Assistants.
2. Co-Sponsored programs may have postings approved by the department advertised on floor
bulletin boards.
3. Posting submitted to the Residence Life and Dining Services Office in the lower Level of the
Washakie Center.
4. Notice Required: 1 week prior to the program/event
5. Approval Required From: Residence Coordinators, Marketing & Campus Relations Coordinator,
Area Coordinators, or Associate Directors
Giveaways, Room Stuffers:
1. Advertisements or giveaways distributed directly to residence hall rooms are restricted to official
Residence Life & Dining Services access only.
2. August Move-in: Solicitation for materials to be placed in student rooms prior to move in or in
Move-in Summit Packets must be approved through the Associate Director for Residential
Education or a higher authority. A deadline for any materials to be submitted will be posted and a
number of the amount of materials to be needed will also be distributed. Any materials failing to
meet the deadline for distribution or the amount required will be either distributed in the lobby of
the halls or refused.
Residence Hall Mailboxes:
1. Mailbox stuffers from businesses may not be placed in mailboxes unless they have come through
the US Postal Services and have individual Addresses and Names or listed at “Or Current Resident”.
2. Registered Student Organization, ASUW or Campus Departments may provide mailbox stuffers that
advertise a sanctioned student event.
Department Website:
1. For official department use only
2. Notice Required: 2 days
3. Approval Required From: RLDS Marketing & Campus Relations Coordinator, Associate Directors, or
Area Coordinators.
Email List-serves:
1. Email to the Residence Hall list-serve will go out a maximum of once per week, except where issues
of safety, facilities, or service issues are concerned.
2. Email to the University Apartments will generally only be used once per month, except where
issues of safety, facilities, or service issues are concerned.
3. Notice Required: 1 week
4. Approval From: RLDS Marketing & Campus Relations Coordinator, Residence Coordinator, Area
Coordinator, or Associate Directors.
Official Face Book Page:
1. As a social media space, Face Book is a great place for programming announcements and both
official and informal notices and reminders. The Face Book page is for department use only.
2. Several Residence Life & Dining Services administrative staff members have access to the
department Face Book page(s), including Area Coordinators, and the Marketing & Campus
Relations Coordinator.
3. Postings to the department Face Book page are monitored and edited by the Marketing & Campus
Relations Coordinator.
4. Notice Required: 24 hours (for those who do not have access or do not wish to post themselves)
5. Approval From: RLDS Marketing & Campus Relations Coordinator
Digital Signage:
1. RLDS will provide three screens spaces to outside university groups.
2. Notice Required: 1 week
3. Approval From: RLDS Marketing & Campus Relations Coordinator
Official Newsletters:
1. Space in department newsletters is restricted to Residence Life & Dining Services sponsored or
co-sponsored messages. Items deemed of general interest to the residential community may be
posted, where space is available, at the discretion of the RLDS Public Relations Coordinator,
Assistant Director or above.
2. Notice Required: 2 weeks
3. Approval From: RLDS Marketing & Campus Relations Coordinator, RLDS Dietitian, Residence
Coordinator Area Coordinator, Dining Manager, Assistant Director.
Washakie Banner Space:
1. Banner space is reserved on a weekly basis, for a maximum of two weeks, except by special
arrangement.
2. Dimensions: limited to 96” wide by 30” tall.
3. Notice Required: 5 business days.
4. No use of tape is allowed to mount banners.
5. Approval From: Washakie Dining Center Assistant Director, RLDS Marketing & Campus Relations
Coordinator or Assistant Director.
Washakie Table Tents:
1. There are 205 tables in the Washakie Dining Center. Each table has one two-paneled napkinholder/table-tent measuring 6.5" wide by 4.25" tall. One panel is reserved for Residence Life &
Dining Services, and the second will be filled on a first-come, first-serve basis limited to University
of Wyoming groups and organizations.
2. All University of Wyoming recognized student organizations (RSOs) or groups wishing to post
advertisements must receive approval.
3. The responsibility for placing the advertisements in the table tents will be that of the group
sponsoring the event.
4. The placement of the table tents can be done between 10:00am-11:30am and 1:30pm – 4:00pm
Monday through Friday.
5. It remains the discretion of the Department of Residence Life & Dining Services to deny any group’s
placement of table-tent advertisements if they are deemed offensive or inappropriate for the dining
environment.
6. Table tents will only be approved Monday through Friday, from 8:00am to 4:30pm. There will be no
placing of table tents on weekends. Table tents may be placed from 8:00am to 11:00am and from
1:00pm to 4:30pm, Monday through Friday. All table-tent advertisements will be removed by
Dining Services staff on the day that immediately follows the event being advertised. If the event
takes place over a weekend, the advertisement will stay in place until the Monday immediately
following the weekend event.
7. Requests may be made through the appropriate form on the Residence Life & Dining Services
website (http://www.uwyo.edu/reslife-dining/dining/table_tent.html), or directly to the Washakie
Dining Center Assistant Director. Requesting a reservation does not guarantee the requestor that
space.
Washakie Lobby Display/Trade Table:
1. The following groups may reserve the trade table(s) in the Washakie Dining Center entrance area:
a. Recognized Student Organizations with current paperwork on file in the Campus Activities
Center
b. University departments
c. University organizations
d. Outside entities sponsored by one of the groups listed above
e. Local merchants, vendors and nonprofit organizations
2. Fees tables will apply as outlined in the university fee book.
3. Tables may be reserved for ten (10) working days per month per event.
4. Tables are available 8:00 a.m. to 5:00 p.m. Groups are encouraged to have the tables staffed
between 11:00 a.m. and 1:00 p.m. Tables with displayed materials must be attended by an active
member of the organization or department requesting use of the space.
5. All tables must display the name of the sponsoring organization.
6. Persons responsible for their tables must remain behind their respective tables and in no way
hinder the flow of traffic through the building.
7. Table reservations will be considered up until 4:00 p.m. the day prior to the requested date.
8. A group is allotted two (2) “no shows” before information table privileges will be revoked for the
remainder of the semester. Failure to show up for scheduled reservations without canceling the day
prior and cancellations the day of are considered “no shows”.
9. Approval From: Washakie Dining Center Assistant Director, RLDS Marketing & Campus Relations
Coordinator or Assistant Director.