MARKETING...Digital signage is approved and posted by the Assistant Director for Marketing and Communications. Digitial signage is only allowed to be displayed for a maximum of two

1 | UHDS Marketing Manual

MARKETINGMANUAL

WESTERN ILLINOIS UNIVERSITY HOUSING & DINING SERVICES

Table of Contents

Branding Guidelines ......................................................................3

Apparel & Promo Items .................................................................5

Capstone Events ............................................................................7

Residence Hall Social Media Pages ..............................................8

Facebook Events ............................................................................9

Social Media ..................................................................................10

Tabling Guidelines .......................................................................11

Digital Signage ..............................................................................12

Posters ..........................................................................................13


PMS 2607 C

CMYK 81/100/0/7 (Print)

RGB 102/51/153 (Web)

Web #663399

PMS 116 C

CMYK 0/21/100/0 (Print)

RGB 255/204/0 (Web)

Web #FFCC00

Western Purple

Logos may be obtained from a Google Drive folder shared by the Assistant Director for Marketing and Communications

Western Gold

Branding GuidelinesCOLORS

LOGOS

UNIVERSITY HOUSING& DINING SERVICES







Primary: Open SansOpen Sans is our primarytypeface and should be usedas display type for headlinesand all body copy.

Lora is our secondary typefaceand our primary serif option.It should be used for accenttypography and pull quotes.

Both of these fonts may be downloaded from the internet by searching for them on Google.

For more information on Western's Branding Guidelines, visit

wiu.edu/brand

Secondary: Lora

TYPOGRAPHY


Apparel & Promo ItemsAll t-shirts and promotional items ordered within University Housing and Dining Services (UHDS) must be approved by the Assistant Director for Marketing and the Director of Residence Life (if pertaining to the residence life area).

A couple of “Rule of Thumbs” as you begin your planning:

If your group or organization is paying for the shirts or other promo items using any type of social funds (your organization’s account), it MUST follow the WIU Visual Identity Guidelines. Please reach out if you need help interpreting these guidelines, however you can view the guidelines at wiu.edu/brand

If your group or organization is paying for the shirts or other promo items using any type of social funds (your organization’s account), it must include WIU, Western Illinois University, or something that brands the organization/event back to Western.

All shirt printing and other promo items must come from a licensed vendor. UHDS has a continuous order contract with a company for all UHDS shirt printing. If you are ordering a different promo product, we will work to find a licensed vendor that has what you are looking for.

Specifically for capstone events, the UHDS logo must be on the shirt or promo item somewhere. It does not have to be prevalent in terms of being part of the event logo or main messaging, but it needs to be placed somewhere. This is a departmental marketing policy. If your event is doing a pre-sale or collecting money for the shirts or other promo items and not utilizing organizational funds to purchase the shirts, you do have a little bit of flexibility, but you will still need to use a licensed vendor and work with UHDS marketing to facilitate the process. The Assistant Director for Marketing and Communications will work with you on this process to make sure we still follow the purchasing guidelines and aren’t upsetting University Marketing - remember, we still represent WIU and will need to work with them on future projects.

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The Approval and Ordering Process:

Design to Asst. Director for

Marketing & Comm.

Asst. Director for Marketing & Comm. sends to University

Marketing for approval

Director for Res. Life approval and AVP and

VP approval(if applicable)

Order placedPatty to get quotes from an approved

vendor

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When ordering t-shirts for anything (groups, events, etc.), we need to start this process at least 4 weeks in advance from when you need them. When ordering other promo items, this process should be started at least 6 weeks in advance. This ensures that we have ample time to get the design approved and shipped to us before the deadline.

Please send your design request to the Assistant Director for Marketing and Communications first - NOT to the company or Patty. If you already put a design together, great! If not, the Assistant Director for Marketing and Communications will work with you on creating the design.

The Assistant Director will then work with University Marketing to get the artwork approved. This needs to be done before we even start getting quotes for the shirts or promo items in case the design/color/logos need to be changed.

After the artwork has been approved, the Assistant Director will forward to Patty, where she will then work on getting a quote for you. We have an ongoing contract with a company where all UHDS shirts must be printed through them. Please DO NOT reach out to other companies as this could create a longer and more confusing process.

Once we have a quote for exactly what you want and we confirm that the design the contractor has is the one submitted, we are ready to obtain the approvals to purchase. Before anything is ordered, the Director for Residence Life must approve (if pertaining to the residence life area). Please note that if the order is over $200.00, the Director will need to seek AVP and VP approval before finalizing the order. This could take several days, so this is one more reason why it’s important to start this process early as requested.

After the Director for Residence Life provides the approval, she will inform Assistant Director for Marketing and Communications and Patty, and the order can be placed.

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Capstone Events


Residence HallSocial Media Pages

Individual hall social media accounts were created by the department in an effort to streamline communication and help promote programs, events, and information respective to each residential community area.

The key to a successful and interactive Facebook page is keeping content current and informative for your audience. We want you to use these as tools for communication for those residing in your building(s). If not maintained regularly, your hall Facebook page will not be viewed and will have a poor yield of participation.

Remember these guidelines and rules as you maintain your page.

To keep a consistent look among all of the halls, we ask that the profile and cover photos do not change from the UHDS created photos. Please note that the Assistant Director for Marketing and Communications will make an exception on case by case basis (i.e. large event like a capstone).

Please post content that is Current and Up-to-date (awards, introductions of RA staff, facility notifications, program announcements, etc...)

Related to the audience (i.e. students in your building)

In alignment with the current mission and values of Western Illinois University.

Content that is political, sexist, racist, religious, or would otherwise be viewed as confrontational or inappropriate will not be allowed and removed immediately. Receiving monetary compensation for social media posting or advertising is not allowed.

Paying for increased advertising may be allowed if approved by the Assistant Director for Marketing and Communications. If approval is not received and a hall proceeds with “boosting” or pays for additional outreach, it will be the individual(s) responsibility to pay for the charges.

Any pictures and/or video posted should be of appropriate imagery.

Posting information regarding other institutions, unless it is in conjunction with an event or program involving WIU, is not allowed.

When appropriate, please attempt to use WIU colors (purple & gold) or neutrals (black, white, gray) when making posts.

The Complex Director will be the primary administer of the respective Facebook page. If a hall wishes to add other individuals, they can make this request to the Assistant Director for Marketing and Communications. Please note that only members of a building’s headstaff will be added as additional administrators.

The Complex Director will be the primary administer of the respective Instagram account. If a hall wishes to add other individuals, they may do so, however login information should be shared with as few people as possible. The username, password, email, and settings may not be changed. Those who have the login information may not share with anyone else.

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Facebook EventsUniversity Housing & Dining Services will create all Facebook events related to large residence hall programs and capstone events.

The respective residence hall(s) will be included as a host on each event. If you are an admin of a residence hall Facebook page, please do not create any of the below Facebook events under your respective hall.

University Housing & Dining Services will create the following Facebook events:

Smaller events hosted within the residence halls made be created by the respective hall. For example, events leading up to your capstone event to spread awareness, like Pie your RA.When in doubt, please check with the Assistant Director for Marketing and Communications.

» Rocky’s Escape Challenge

» Big Pink Volleyball

» Safe Trick or Treat

» St. Baldrick’s

» Coolchella

» Stuff the Bus

» and potentially more as they come up


Social MediaIn addition to individual hall accounts, University Housing & Dining Services has Facebook, Instagram, and Twitter. In an effort to help promote programs, events, and information respective to living and eating in the halls, we encourage you to do the following:

Follow our accounts on social media! You are a headstaff member in the residence halls - stay involved and promote where you live and work and share the positivity. Follow us at

Encourage your residents to follow our accounts in addition to the hall accounts. It’s one of the best ways they will stay up-to-date on programs and events, as well as important information. Stay engaged with our accounts. Social media algorithms exist and when no one interacts with our posts, less and less people will see them. Whether you like, comment, or share, the more you interact with our posts, the more students will see. Help us beat the algorithms.

Tag us! Share your positive experiences, and encourage your residents to do the same, and tag us on any of our social media accounts so we can share too. Events going on in the halls, things you enjoy about your job, living in the halls, and your residents are just a few examples of content to share.

If there's something you'd like to see posted on the University Housing & Dining social media accounts in relation to your hall, please share your content with the Assistant Director for Marketing and Communications by email or text.

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@WIUHousing @WIUDining


Table requests are approved by the Assistant Director for Marketing and Communications.

Once a table request has been approved, an email will be sent to the Dining Manager and Complex Director. It is the Dining Manager's job to make sure the table is set and ready to go before the organization shows up.

Tabling hours are limited to dinner hours (5:00pm-7:00pm) on Tuesdays, Wednesdays, and Thursdays, only.

Solicitation of goods and services, and exchange of cash or credit card information is prohibited.

Absolutely no food is to be given out at tabling events unless it is provided by Sodexo and/or the organization purchased food from Sodexo. If an orgnization is giving out food provided by Sodexo, it may not be sold.

If you receive any questions regarding tabling in the residence halls, please direct them to Purple Post or the Assistant Director for Marketing and Communications.

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Tabling GuidelinesThompson and Corbin-Olson hall dining centers are equipped with tables for WIU organizations and external organizations for the purpose of presenting information to students.

Things to remember regarding table requests in the residence hall dining centers:

The link to submit table requests through Purple Post ishttps://orgsync.com/179559/forms/209054


Digital SignageThompson, Corbin-Olson, Lincoln, and Washington halls are equipped with a TV screen in the lobby. Digital signage from WIU organizations and external organizations may submit their requests through Purple Post for approval to be displayed on the TV screens.

Things to remember regarding digital signage in the residence halls:

The link to submit digital signage through Purple Post ishttps://orgsync.com/179559/forms/192521

Digital signage is approved and posted by the Assistant Director for Marketing and Communications.

Digitial signage is only allowed to be displayed for a maximum of two weeks. The purpose of this is to keep content fresh.

Approved digital signage submitted by UHDS student organizations are allowed to be displayed for longer than 2 weeks. No other organizations have this permission.

If you receive any questions regarding digital signage in the residence halls, please direct them to Purple Post or the Assistant Director for Marketing and Communications.

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PostersEach residence hall is equipped with a bulletin board area on the main floor. Posters from WIU organizations and external organizations may submit their posters through Purple Post for approval to be hung in the residence halls.

Things to remember regarding posters hung in the residence halls:

The link to submit posters through Purple Post ishttps://orgsync.com/179559/forms/195474

Posters are approved by the Assistant Director for Marketing and Communications.

Once posters are approved, they are stamped with a date. This date is the day they are to be removed from the bulletin boards. If you see any posters hanging in the residence halls without a date stamped on them, please remove them.

Posters will usually be delivered to each hall by a student worker from Seal Hall. DO NOT accept any posters from anyone else. In the past, our competitors have tried to deliver flyers to be kept at the main desk advertising off-campus housing. This is not allowed.

Approved posters submitted by WIU organizations and external organizations are only to be hung in the main areas of each residence hall on the main floor.

Approved posters submitted by UHDS student organizations are allowed to be hung on each floor of every residence hall. No other organizations have permission to hang posters on each floor.

If you receive any questions regarding hanging posters in the residence halls, please direct them to Purple Post or the Assistant Director for Marketing and Communications.

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Documents

MARKETING...Digital signage is approved and posted by the Assistant Director for Marketing and Communications. Digitial signage is only allowed to be displayed for a maximum of two