Display Case Guidelines and Policies
Thank you for choosing to advertise your event using the IMU ground floor displays! We’re excited to promote your event and look forward to working with you!
Registered student organizations and University departments are allowed to reserve display space on the ground floor of the Iowa Memorial Union (IMU). Display space is 44 in. X 44 in. and do not have spotlights. The new Hawk Shop, Union Station, and Hawkeye Room on the ground floor of the IMU create great traction for the displays. This is a great opportunity to get the word out about your event for an entire month and make students/faculty more aware of your student organization or department!
Space Reservation Policies
Who Can Reserve Space- Departments & registered student organizations classified as sponsored, affiliated, and general.
Reserving Space- The registered student organization or department will be contacted after requesting a display whether space is available during the month selected. Submitting a reservation form does NOT guarantee a reserved space. Requests can be made one semester in advance of the current semester (e.g. - during the fall semester, requests can be made for the spring semester).
Display Content- Displays should be student focused, and must feature at least one event during the requested month. The display must include the following information on it:
- Sponsoring organization
- Name of event
- Event date and time
- Any cost(s) to attend the event
- Location of event
- People permitted to attend your event
- Short description of event (7 words or less)
- Body copy (if applicable)
- A photograph to give supporting visual context
- Logo (if applicable)
- The UI disability statement
Reservation Time- In order to allow multiple organizations/departments a chance to advertise for their events, we allow one month per semester to be rented per organization/department. Each month (September – May) up to six (6) cases on the ground floor will be available for monthly booking. The reservation is for one month only. Reservations are NOT made per week(s).
Selecting a Template- Four templates are available to choose from. The template selection made during the reservation is final and cannot be changed unless recommended by M + D. All requests must choose a template to use – no custom work is allowed.
Our Discretion- the IMU reserves the right to deny any reservation that violates University and/or student conduct codes, and to amend these policies to better serve IMU audiences.
Payment Process- A completed, valid, University Payment Requisition is required to submit your reservation request. Once you receive reservation confirmation, your payment will be processed. A University Requisition is the only form of accepted payment (no M numbers, procurement cards, checks, or cash).
Full Displays- The cost for a full-display space for one month is $100 for UI departments. Registered student organizations receive a discounted rate of $75.
Event Criteria- Student organizations can only advertise for events approved by the University of Iowa. The event(s) must have a completed EIF and must be on file with IMU Event Services of the Student Organization Business Office.
Reservation Deadlines- The deadline for space reservation is the 1st Friday of the month before the display month.
The up-coming deadlines for space reservation are:
- January 2018 displays - Friday, December 1
- February 2018 displays - Friday, January 5
- March 2018 displays - Friday, February 2
- April 2018 displays - Friday, March 2
- May 2018 displays - Friday, April 6
Content Creation Process- After your reservation has been confirmed, you’ll receive a PDF proof via email within 7 business days to look for grammar/spelling errors. Final proofs will be printed for display 5 days prior to the display month, the proof on the print date will be considered final and used for full-size production.
Placement of Ad- We will take into account any suggestions of the placement of your ad in a specific display, but cannot guarantee specific placement requests.
Image Format/Size- Images must be 3MB in size at 300 dpi and formatted as .JPEG or .PDF to be accepted. Requests not following these criteria will be denied. Please contact us prior to upload with image questions or concerns.
Cancellations- Cancellations will be accepted until 6 (six) business days before the display month. The deadline for cancellation refunds is two (2) weeks prior to the display month.