The University of Sheffield Students Union Advertisement and Sponsorship Policy Academic year

Transcription

1 The University of Sheffield Students Union Advertisement and Sponsorship Policy Academic year Content 1. Introduction and Definitions 2. Processes 3. Discounts 4. Restrictions: Companies and organisations 5. Restrictions: On site 6. Landlord Guidelines 7. Sheffield Student Guide Guidelines 8. Student Group Guidelines 9. Contracts 1. Introduction and Definitions 1.1 This paper clarifies the terms and conditions upon which Sheffield Students Union may engage with individuals, firms and other external bodies with regard to advertising, sponsorship and promotions. 1.2 Where the word firm appears, it defines those trading organisations whether in the form of partnership, limited company, sole trader or otherwise. Where the word advertise appears, it is intended to include any promotional activity within or supported by the University of Sheffield Students Union and its subsidiary companies. This includes all Sheffield Students Union publications, committees and clubs and societies that are recognised by Sheffield Students Union. 1.3 The Advertising and Sales Coordinator is the primary channel for departments and organisations of Sheffield Students Union to seek external advertising and sponsorship. The Advertising and Sales Coordinator is to be notified of any society, committee, club or department wishing to secure external funding through advertisement or sponsorship. 2. Processes All queries of this policy are to be directed to the Sheffield Students Union s Development Officer. It is their responsibility to review the document once every academic year, consulting with the Student Officers, relevant staff, students and other interested groups. Sheffield Students Union and any affiliated bodies are expected to abide by this policy at all times. If for some reason the policy has not been adhered to, this can only be done with the authorisation of the SU Development Officer, prior to the advertising/sponsorship being carried out. Where a decision directly contradicts this policy, the area in question must be brought before the SU Development Officer for confirmation. All advertising in Sheffield Students Union premises and publications is chargeable as per the rate card which can be seen on the Students Union website at the following address Any exceptions are listed within this document.

2 Process for banning a company The member would write to the SU Development Officer requesting that Sheffield Students Union should have no dealings with an organisation, specifying one or more of the aforementioned grounds. The SU Development Officer collates evidence from an independent source, the firm and Sheffield Students Union. The evidence is then submitted to a meeting of Sheffield Students Union Council for debate, who decide on one of the following: No action to be taken Take matter to referendum (in case of two thirds majority) Request further information for consideration at a future meeting The decision is then published and takes effect as soon as contracts permit. 3. Discounts The table below outlines what discounts various groups can receive. Standard advertising rates apply to anyone not listed in this table. Discounts may be developed when packages are booked at the discretion of the Advertising and Sales Coordinator. Blackwells Lecture Lecture Stall Careers Service / Jobshop Student Support Services Local part time employers Free 50% off 1/3 off Notes Only applies when a University lecture stall is arranged through the University department. Other advertising is charged at the standard rate. As long as at no cost to Sheffield Students Union and no commercial element to the booking. This does not include external graduate employers, as they are not considered part of the careers service. If a Careers Fair is to be advertised all stall holders must be Sheffield Students' Union Policy compliant (consult SU Development Officer) Local employers (who book through Jobshop) are entitled to this discount, only if they are promoting part-time vacancies to students at Sheffield Students Union. Sport Sheffield Only applies to non-commercial aspects of S10 Gym Internal and University Departments ACS and Unicus Registered Charities Sport Sheffield Charities must first be approved by Raising and Giving Department.

3 4. Restrictions: Companies and organisations The following restrictions apply to all advertising mediums within or produced by Sheffield Students Union a) The following are banned from any advertising opportunities at Sheffield Students Union Companies and organisations selling or with involvement in: Arms trade Animal testing (cosmetic or non medical) Body-shaming, or reinforcing negative body image Cosmetic surgery Clinical trials Environmental damage Exploitation of developing countries Gambling Greyhound racing Homophobic/transphobic behaviour Human rights violations Lap dancing Money Lending Occupation of the Palestinian territories Racist polices/behaviour Sexist polices/behaviour Tobacco or e-cigarettes Named companies: Nestle and any subsidiary of The Sun Newspaper / any publication containing Page 3 type content Veolia Competitors of companies we have advertising exclusivity deals with: Endsleigh Insurance Glide combined billing for tenants and property businesses Ede & Ravenscroft Graduation photography Landlords: that are not registered with PropertywithUS and are not accredited that have on going complaints against them from our Students Union Advice Centre Religious groups: who are not approved by our Chaplaincy Charities: who are not approved by our Raising and Giving department Bottled Water: The sale and advertising of still bottled water is banned across the Students Union. Advertisers are also prohibited from giving away bottles of still water as part of their promotions. If they do so Sheffield Students Union reserve the right to confiscate this.

4 Plus any organisations or companies that contravene any Sheffield Students Union Policies. b) The following are only permitted to advertise in our annual Sheffield Student Guide publication Bars & pubs Nightclubs c) Companies or organisations that potentially constitute direct competition with Sheffield Students Union outlets (i.e. cafes & sandwich shops, fast food outlets, supermarkets) will only be permitted to advertise on agreement by SU Development Officer in consultation with the Director of Services. 5. Restrictions: On site a) Sampling Freebies and samples may be distributed, as long as: the brand and samples are in line with this policy sampling is approved in advance by the SU Development Officer We do not allow the sampling of: alcohol products outside of the Students Union bars Nestle products Bottled water b) Publications No external publications or unauthorised materials are allowed in the Students Union building. Any unauthorised material found will be removed immediately. Advertisers must declare all third party promotion to ensure it meets with this policy, if not Sheffield Students Union reserves the right to confiscate this. c) Concourse All advertisers must complete the Concourse regulations form, if said advertiser breaks the terms and conditions of this contract, Sheffield Students Union reserves the right to ask them to leave or possibly ban them 6. Landlords Guidelines The Students Union only wishes to promote landlords and property agents who provide student tenants with good quality housing which is well managed and maintained. The Students Union does not have the resources to inspect properties owned, let or managed by landlords and agents. In the circumstances, the following restrictions will apply. 6.1 Good practice If a landlord or agent wishes to advertise through any of the Students Union s channels, within their building or events (including the Housing Fair), at least one of the following must apply - Some of their properties must be registered with the University Registration status can be confirmed by contacting propertywithus on Some of their properties must be part of the City Council Snug scheme

5 Membership of Snug can be confirmed by contacting the City Council on It is the Students Union s intention to introduce a minimum percentage of properties which must be either registered with the University or part of the City Council Snug scheme. It is anticipated that this policy will be revised to include this change with effect from 1st September Any large developments must be covered by the National Code for non-educational Establishments (the ANUK code) Confirmation that a large development is covered by the ANUK code can be confirmed by checking the National Code website ( Housing Associations, who are registered members of National Housing Federation Confirmation of this can be found by searching local authorities at the National Housing Federation Directory ( It will be the responsibility of the Student Advice Centre to confirm that the above condition is met. 6.2 Consultation with the Student Advice Centre As an additional safety check, the Students Union Marketing department will consult with the Student Advice Centre. If the Student Advice Centre, based on current or previous concerns about or dealings with a particular landlord or agent, takes the view that he or she should not be allowed to advertise in the Students Union building or in Students Union publications or on the Students Union website, or take part in the annual Housing Fair or other Students Union events, the Students Union Marketing department will inform the landlord or agent that he or she is not permitted to do so. If the landlord or agent wishes to dispute this decision, the Students Union Marketing department will refer him or her to the Student Advice Centre. 6.3 Timing of advertisements Landlords and agents will not be permitted to advertise in the Students Union building or in Students Union publications or on the Students Union website, or take part in Students Union events, before 1st November in any academic year. 6.4 Disclaimer All advertisements will be accompanied by a disclaimer and will refer students to the Student Advice Centre for further advice and contract checking. 6.5 Declaration Landlords and agents will be asked to sign a declaration drafted by the Student Advice Centre. This undertaking will confirm the following - All their properties meet all appropriate legal minimum standards All deposits paid in connection with assured shorthold tenancies will be protected in a government authorised tenancy deposit protection scheme

6 They will work with the Student Advice Centre to resolve any complaints by tenants They share the Students Union s commitment to equal opportunities. 6.6 Role of the Welfare Officer Any enquiries or complaints about this policy will be referred to the Welfare Officer. 6.7 Restrictions This policy does not apply to - Students Union members who wish to advertise a specific property (eg a room in a house or flat they own or rent) on the Accommodation Board on the Students Union website Properties owned or let by the University of Sheffield s Accommodation and Commercial Services department (ACS). 6.8 Advertising Restrictions Where a rental price is included within an advertisement, the basic contract structure relating to that price must also be referenced in the copy e.g. length of contract term and included items. Where any service (e.g. internet access, gym provision) is referred to within an advertisement and rental price is also included in the copy, this must be made clear whether these services are included in the price or at an additional cost. Where a rental price is included within the advert, a sample of the contract relating to rooms at that price must be supplied to The Students Union Advertising and Sales Coordinator. Advertisements must contain no false or misleading offers. Advertisements must not actively encourage students into rushing to book their accommodation and must not refer to a desirable date to book by (no dates or now booking information are to be included in any advertising). 7. Sheffield Student Guide Guidelines Although the below can advertise in Student Sheffield, some exceptions still apply: a) Bars, pubs, nightclubs, cafes, fast food outlets, supermarkets and sandwich shops - Bars, pubs, nightclubs, cafes, fast food outlets, supermarkets and sandwich shops are all allowed to advertise promotional information in this publication. This can include special offers, ticket offers or specialist themed nights. - If a bar, pub or club wishes to advertise they must ensure that their adverts comply with the following guidelines: Promotional activity will not have the alcoholic strength, relatively high alcohol content, or the intoxicating effect, as a dominant theme. Promotional activity will not condone, encourage or glamorise excessive drinking/drunkenness or encourage anti-social behaviour. Effects of intoxication should not be referred to in any favourable manner.

7 Promotional activity will not refer to consuming alcohol to recover from previous over-indulgence. Overtly sexual images will not be used. No on premise consumption alcoholic drinks promotions will be advertised within the Student Sheffield publication 8. Student Group Guidelines a) Students Union Clubs, Committees and Societies The Advertising and Sponsorship Policy covers all student groups within the Students Union, including Clubs, Committees and Societies. The following rules apply to them: Clubs, Committees and Societies are allowed to obtain sponsorship independently and externally, however they are subject to the provisions within this policy. Details of the sponsorship should be passed on to the Advertising and Sales Coordinator. They may display the logos of their sponsors, as long as they are not banned in this advertising policy. They are permitted to advertise and promote events, socials and activities, even though they may take place in venues other than Sheffield Students Union, as long as this is their promotion and not that of the external venue. They may not however exclusively promote their sponsors events, promotions, activities or special prices. Furthermore, they are not permitted to distribute sponsors printed fliers or distribute sponsors merchandise, if that sponsor is in direct competition to the Students' Union, its products or its services and does not meet the advertising policy. This needs to be authorised by the Advertising and Sales Coordinator. Working Committees All Working Committees are subject to the bounds of this policy. Where possible, all Working Committees should seek to process all sponsorship and revenue-raising advertisement through Advertising at Sheffield Students Union. Forge Media Contracts between these Working Committees and advertising at Sheffield Students Union are mandatory. The following clause will be included: Forge Media shall not write/record articles that reproduce advertising or promotions within the body of their text/programming. This undermines the advertising that they could receive as a Committee and undermine this policy. - For clarification or further guidance on how the Advertising Policy relates to Clubs, Committees or Societies, please get in touch directly with the SU Development or Activities Officer or see more information in the Activities and sports section of the Sheffield SU website. Student Led Businesses Student-led business ventures shall be permitted to trade on our stalls / concourse on the condition that they have registered with us. Stalls Student groups are allowed to use stalls for free through Room Bookings (28554). Requests for free stalls from anyone else, even unrecognised student groups

8 must be agreed by the Advertising and Sales Coordinator and the SU Development Officer. Student Groups must brief the Development Officer before any items (freebies) are handed out as these may cause Students Union outlets loss of sales. The SU Development Officer must give permission for sales from the stalls to go ahead. If sales are permitted, receipts must be issued for every sale and the sellers must state that the Students Union hold no responsibility for said sales. 9. Contracts All firms that conform to this policy will be permitted to enter into contractual agreement with the Students Union and its outlets. However, all proposals that are concerned with tenancy and exclusivity are to be considered by the SU Development Officer, in consultation with relevant Students Union staff. When booking advertising, upon signing the booking form a firm is bound by the terms and conditions of this.