Ⅳ. Promotional Activities

(i) Common Regulations

・Get permission from the Student Office to post notices, and post them in the designated locations. Information on designated locations can be received from the Student Office.
・Do not post notices on windows. Windows are coated with a special coating to prevent shards of glass from scattering onto the floor when broken. Posting notices on windows may remove this coating.
・Due to the risk of paint on walls coming off, do not post notices on walls.
・Observe the times and locations where notices may be posted, and take down the notices once the period for posting has expired.
・Organizations failing to observe the rules for posting notices will have their privileges revoked. Please be careful.

1. Distribution of Flyers
Bring a copy of the flyer to the Student Office for approval.
・Flyers should be both in Japanese and English. The name of the organization and contact information (email) should be clearly visible.
・After the flyer is approved by the Student Office, print the number of flyers needed and bring them to the Student Office to receive a permission stamp.
※If a large number of flyers are needed, make the copies with an original containing the stamp from the Student Office.
2. Posters

Bring a copy of the poster to the Student Office for approval.
・Posters should be in both Japanese and English. The maximum size allowed is A3 (420x297mm). The name of the organization, contact information (email), and posting dates should be clearly visible.
・After the poster is approved by the Student Office, print the number of posters needed and bring them to the Student Office to receive a permission stamp. Copies of a poster with the permission stamp can not be used; only original permission stamps are allowed.
・Only one poster per organization (maximum size A3) per bulletin board is allowed.
・Posters must be removed once they are no longer valid.

3. Use of Booths

Fill out the “Application Form for Use of the Cafeteria Exit Area (form 33)” and submit the Student Office.
Reservations are accepted until the following Sunday on a first come first serve basis. Reservation starts 10 am every Monday. In case of holiday on Monday, reservation starts the next working day.

WARNING!

・Booths are not to be used for recruitment purposes.
・If using the booth to advertise for a group sponsored event, first submit an Event Application and Proposal Form 45 for your event to the Student Office.
・Be sure to observe periods and locations for use. Once the period has expired, immediately vacant the area. If any notices are left up after the permitted period has expired, the organization responsible will have their privileges limited. Please be careful.
・It is not necessary to put away the provided furnishings (one partition, one long table, three chairs). However, when using a booth just before a long break, please put these things into the storage room.
・If use is over a long period, groups may be asked to give use to other groups.

4. Use of Signboards at the Union Entrance

Fill out the “Application Form for Signboards (form 34)” and A4-sized image design and submit the Student Office. *Please be sure to write your circle name and contact (Email address) in English and Japanese.
Reservations are accepted until the following Sunday on a first come first serve basis. Reservation starts 10 am every Monday. In case of holiday on Monday, reservation starts the next working day.

WARNING!

・Use of notice boards is only to be used for notification of events. They can not be used to recruit members.
・One circle use only one board
・Only 4 notice boards can be placed in front of the Student UnionⅠ.
・Be sure to observe periods and locations for use. Once the period has expired, immediately remove the notices.

5. Use of the Triangle Corner

Fill out the “Application for using Triangle Conner at the Cafeteria (form 35)”and submit the Stundent Office online.

WARNING!

・Triangle Corner is not to be used for recruitment purposes.
・If using the triangle corner to advertise for a group sponsored event, first submit an Event Application and Proposal Form 45 for your event to the Student Office.
・Be sure to observe periods and locations for use. Once the period has expired, immediately vacant the area. If any notices are left up after the permitted period has expired, the organization responsible will have their privileges limited. Please be careful.

6. Student Activity Bulletin Board

Fill out the “Application for using the Student Activity Bulletin (form 26)”and submit the Stundent Office online.

WARNING!

・Activity Bulletin Board is not to be used for recruitment purposes.
・If using the Activity Bulletin Board to advertise for a group sponsored event, first submit an Event Application and Proposal Form 45 for your event to the Student Office.
・Be sure to observe periods and locations for use. Once the period has expired, immediately vacant the area. If any notices are left up after the permitted period has expired, the organization responsible will have their privileges limited. Please be careful.

7. Billboards Next to Millennium Hall

Panel notice boards can be set up next to Millennium Hall. Rules and methods are below.

【Rules】

■Event Announcements (including circle sponsored)
・Applications can be made at the start of the event (beginning the previous month)
・Please take down your billboard within a week after the completion of the event.

■Introduction to Organizations
The period of application and the period of use is the same period for regular use of facilities and equipment (quarter use).
Please set up and take down your billboard within the period of the regular use of facilities and equipment.

【Number of sheets to be used

The number of sheets of plywood will be different depending on the purpose.
■Event announcement (including circle sponsored): maximum of 4 sheets of plywood possible for each event.
■Introduction of organizations: Maximum of 2 sheets of plywood for each organization (1 sheet is possible).
※The number of sheets may be changed depending on the number of organizations using the billboards.

【Details of use】
■Event announcement: 12 sheets available
■Organization introduction: 20 sheets available
(Each group will get a maximum of 2 sheets so as to accommodate space for other groups)


【Boards that can be used】

1. Please use sheets that are 180cm×90cm, and have a thickness of 10~12mm
※Sheets that are less than 10mm will be removed because they are a hazard to safety measures.
2. Affix sheets using cables, wire is not acceptable.

【Details posted on the billboards】

For both event announcement/Organization introduction
1. Name of Organization
2. Contact (E-Mail address, etc)
3. Details that you want announced
※Please clearly indicate the date, time and location for events.
※Billboards in both Japanese and English are preferable

【Flow chart from application to set up a billboard ~ removal】

■Event announcement
1. Submitted with your event committee application.
2. If your desired set up period conflicts with another group, the office will make the adjustments and notify you.
※If there are no conflicts, you will be notified.
3. Please submit a design image (Please create it on A4 paper) to the office.
4. The office will provide you with cables on the day you set up your billboard.
5. Please complete the removal of your billboard within a week after the completion of the event.

■Organization introduction
1. Fill in the name of your organization on the list for the pre-registration facility/equipment fixed period of use at office.
※Please submit the following 2 items during the application period.
①Application (Form 41 Application for bill board next to Millennium Hall)
②Design
※Because there are a limited number of furnishings, applications are accepted on a first-come, first-served basis.
※Once all spaces have been reserved, no more applications will be accepted.
2. The University has confirmed that the sign may be posted, the cable ties will be lent out and can be put up immediately.Once the billboard space is used up, no more applications will be accepted. Please keep this in mind.
3. Please complete the removal of your billboards before the end of your designated period of use.
※Billboards cannot be set up during the Quarter breaks and other long vacations.
However, permission will be granted depending on the date of the event being held.

Please submit the application as below to the Student Office
Facility Location Application form
Cafeteria Exit Area Booth Student Union I,
Inside the cafeteria
“Application from for use of the cafeteria exit area (form 33)”
Signboards in front of Student Union 1 Student Union I,
Entrance
“Application from for signboards (form 34)” and A4-sized image design
Large bulletin boards next to Millennium Hall Next to Millennium Hall,
In front of Union II,
Billboard
“Application form for setting up signboards next to Millennium Hall (form 41)” and A4-sized image design
Triangle Corner Student Union I,
Cafeteria
(next to the booths)
“Application for using Triangle Conner at the Cafeteria (form 35)”
Student Activity Bulletin Board Student Union I,
Second Floor,
Inside the lounge
“Application for using the Student Activity Bulletin (form 26)”
Display panel for Student Activities Student Union II,
Stairway Walls
“Application for using Display panel for Student’s Activities (form 36)”
Presentation Space Student Union II,
Second Floor
“Application for using the Presentation Space (form 37)”

・ The Presentation Space is open for unreserved use, but when used by a group, application for permission is necessary and advance notice should be posted on the second floor of Union 2.

※Please see section III, “Using Facilities and Equipment” for more information.



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