Overview

Marketing and communication is a key part to the growth of a sport club. Here on campus there are many different ways in which a team can promote themselves and events. 

Examples of promotion here on campus: A-frames, Tabling, TV slides, Posters, Banners, and Flyers.

All marketing materials (including entry forms) require the approval of Sport Club Staff prior to printing and duplication. Club social events are not sponsored by Recreational Sports and must not be advertised as part of the official activities. Review Dean of Students tabling policies prior to tabling on campus.

Logo Guidelines

All uses of University of Texas at Austin logos and trademarks must adhere to the University brand guidelines, including websites, flyers, uniforms, merchandise, etc. All products and equipment using a logo must be produced by an University of Texas at Austin Licensed Vendor. All items using logos and trademarks must be submitted via a TRADEMARK REQUEST to our department and the university trademark office . Please allow two weeks for processing since the process involves other on-campus entities. If a club produces gear with a non-licensed vendor, the club may be asked to dispose of the products and may be subject to additional discipline.

 When using RecSports marks, we ask Sport Clubs to follow our brand guidelines here.

University Document Solutions

The easiest way to get promotional materials with approved trademarks is by ordering through University Document Solutions. This team of campus staff have multiple locations where they can work with you one-on-one for your club's project needs.

To view their catalogue of products, go to this link: https://www.promoplace.com/documentsolutionsut/

Online Marketing 

Appropriate Contact

As a sponsored organization with Recreational Sports, it is necessary to ensure the images and messages listed online, sent via email, and posted on social media are representative of our mission and vision. Clubs may not:

• Post pictures or videos that show alcoholic beverages, the consumption of alcohol, or create the illusion of alcohol consumption on club social media or websites. This includes promotions with bars or restaurants that are known for alcohol sales (i.e. bar and grills).

• Post or knowingly permit the posting of content or any other use of your club’s account to cause harm, embarrassment, defamation, insult, or injury to any person or entity. This does not prohibit frank discussions, criticism, or opinion.

• This includes sharing of inappropriate content from a personal account. 

RecSports Website

Sport Club information will be listed on RecSports website. The Authorized Representatives are responsible for reviewing the information and information the Sport Club Directors of any changes necessary.

Sport Club Interest Form

Every Sport Club is included on the interest form housed in Recreational Sports. If someone interested in the club contacts the office or visits our website, this is the place they are sent to. It is important for Authorized Reps to review this list and contact the people interested. Review our how to view interest form to see how. 

Sport Club Websites

All Sport Clubs are required to have a website that provides current information about the club. There are many free resources in which this can be accomplished or through a paid service. Clubs are encouraged to get creative with their websites in an effort to keep their participants, alumni and supporters active and involved.

The following is the minimum expectation for information on the website:

1. Must be updated by the first week of each semester.

   1. Clubs will be rewarded via the Administrative Compliance Program if updated more frequently. Review ACP to find out more.

2. Must provide representative’s contact name and email for prospective members.

3. Must give an overview of the club and its activities.

4. Must provide the current practice schedule with location and times.

5. Must provide the current game schedule with location and times (if applicable).

6. Must have a statement on the front page stating the “________ Club is sponsored by Recreational Sports”

   1. Provide a link to www.utrecsports.org or the RecSports logo that links to the site.

If there are pictures on the website, they must be relative to the sport or activity of the club. DO NOT post pictures of parties or social occasions.

Social Media

Ensure bios/profiles are up to date and that links are accurate. Logo/profile photos are appropriate. Reactivate your social media accounts if they have been inactive for a while or remove them completely.

Planning Your Content 

• Recap your events within 24 hours 

• Find optimal times to post 

• Schedule posts around recruitment time 

  • Before start of the season: How to Join 

  • During the season: Upcoming home events, athlete stories 

  • After the season: Recap the year, celebrate, spotlight 

Physical Marketing

Posting of Publicity Materials

Before publicly posting a sign, a club must include the club name and place the date of posting or date of event on each sign posted.

The following guidelines apply for publicly posting signs on university property:

1. Outdoor on Kiosks

   1. Signs may be posted only on kiosks.

   2. An organization should post no more than 2 signs per kiosk.

   3. Signs may be attached to the kiosks only with the bungee cords provided (tacks, staples, tape, etc., are prohibited).

   4. Signs should not be placed on top of another organization's sign.

   5. Signs may not be posted on trees, lampposts, sidewalks, walls, or other masonry.

2. Indoor on Bulletin Boards

   1. Indoor signs may be posted only on approved bulletin boards.

   2. A bulletin board is under the jurisdiction of the college, school, department, or administrative office that maintains it. A student group or organization shall apply to the appropriate college, school, department, or administrative official for permission to use a bulletin board, and shall not use a bulletin board without such permission.

3. A student or organization shall remove each of its signs no later than 14 days after posting or attaching or no later than 24 hours after the event to which it relates has ended.

4. A student or organization may not post a sign that advertises an off-campus business, organization, agency, national association, or charitable group.

5. Signs may not be larger than 11 x 17 inches

UT RecSports does not have bulletin board space in its facilities to post club materials.

Printing in the Office

Clubs are permitted to request for approved materials to be duplicated within the office. Each club will be allocated 50 copies per semester. To request for something to be printed in the office please contact your advisor with the description and quantity.

Banners

In general, banners that advertise a commercial enterprise will not be permitted at Sport Club events. However, exceptions to this rule will be considered on an individual basis. Check with the Sport Club Staff if you feel your club’s situation deserves special consideration.

Commercial Advertising Guidelines

Commercial involvement opportunities available to members of the UTSCA are regulated by University policies. Regulations found on the Student Activities website prohibit co-sponsorship of an on-campus event or project by an unregistered (i.e., not UT affiliated) organization or UT affiliated organization. The Club must seek approval of the Sport Club Staff to have any outside entities involved. Recreational Sports is the primary co-sponsor for all official Club events/activities.

NOTE: Commercial Advertising is prohibited until your organization meets with Sport Club Staff to secure the necessary business contract(s).

Program Ads

1. Prices for ads (according to size) must be reviewed by the Sport Club Staff.

2. Club representatives must submit a list of companies/establishments that the club plans to contact prior to making those contacts.

3. Companies/establishments that market products that arouse health or safety concerns should be eliminated from consideration.

4. All ads must be approved by the Sport Club Staff prior to publication of the program (The earlier approval is requested, the less will be the possibility of issues and last-minute changes).

5. The Sport Club Staff has the authority to refuse a company or an ad even if the above conditions are met.

6. Neither The University of Texas nor Recreational Sports wishes to endorse any product. All programs must contain a disclaimer stating something to this effect.

7. Do not use the word “sponsor” to describe the relationship that any outside organization enjoys with the Club or an event hosted by the Club. “Special Thanks to” or “Supported by” are permissible.

8. We are unable to promote company logos on apparel. 

T-Shirts

All designs for T-shirts and other apparel require approval by the Sport Club Staff before printing. To get started with that approval, your organization must submit a trademark request for all printed apparel.

Be advised that only a limited number of screen print businesses in Austin and/or Texas are licensed to print apparel bearing the “University of Texas” or any UT marks such as the longhorn silhouette or the tower. Contact the Sport Club Staff before ordering any merchandise. 

T-Shirt Design Guidelines

1. The design must be appropriate.

2. Companies/establishments that market product that arouse safety or health concerns should be eliminated from consideration.

3. If the club chooses to use an official trademark of the University, no contributor's/partner's logos will be permitted on the t-shirt. Only the contributor's name may appear. The UT Trademarks Office maintains a list of official trademarks.

   1. The Club’s name should not appear on the same side of the shirt as the contributor's logo.

   2. Size of the logo must be appropriate to the logo’s placement on the shirt and cannot exceed ½ of the material of a part of the shirt (example: a logo must not take up the entire front of a shirt or an entire sleeve).

   3. A shirt may only have a logo on the front or the back and on one or both sleeves. (Either the front of the back should have the Club’s name, tournament name or something identifying the Club on it).

4. A Shirt may not advertise more than two companies (example: one on front; one on sleeve).

5. The Sport Club Staff and/or UT Trademarks office has the authority to refuse a company or a logo even if the above conditions are met.

Photography, Filming, and Media Requests

Reposting on RecSports Instagram

1. Weekly Sport Club Recaps: Every Monday, RecSports will be posting an Instagram Story showcasing what clubs were up to over the previous weekend. If your club traveled, hosted an event, or participated in a service activity, post in-feed and tag @texasrecsports by Monday at Noon. RecSports will share these posts on IG Story before the end of the day each Monday.

2. Weekly Weekend Events Promotion: If your sport club is hosting an event that's open for UT students to attend as spectators (free or ticketed), please post in-feed and tag RecSports by Wednesday of each week at Noon. 

Please make sure that all relevant event information is included in the graphic and/or caption:

• Event name

• Event date

• Event time

• Event location

• Ticketing information (free/ticket fee/where to purchase if so)

• Where to learn more, if applicable (even if it's just link in bio reference).

• Please make sure that you're referring to RecSports facilities with their official short name, posts that reference these locations incorrectly may not be shared:

  • Bellmont Hall + Room Number

  • Gregory Gym + Room Number or Room Name

  • Gregory Gym Aquatic Complex (Leisure or Indoor/Outdoor Lap Pool)

  • Recreational Sports Center + Room Number or Room Name

  • Wright-Whitaker Sports Complex

  • Whitaker Courts

3. Athlete Stories: If you have athlete stories you want to bring our attention to help amplify, tag RecSports on those in-feed posts for consideration!

4. When in doubt, add mention/tag RecSports, but keep in mind the specifics above for greater chances of being featured.

Taking Photo/Video

Recreational Sports requires that anyone interested in photographing or filming outside of your student organization in any of the facilities complete the RecSports Photography and Film Request at least 3 business days in advance of the requested date(s).

Requesting Photographers/Videographers

RecSports has photographers available to request for games and events depending on availability. You must email your advisor with date, time frame [preferred v. must have time frame in case we have limited availability], location, day-of contact at least two weeks advance.

If you are interesting in filming a game/event, please reach out to Texas Student Media first. All outside vendors (film or photo) must complete a permit process to be allowed on campus. If you are interested in bringing an outside entity to film, please provide the Sport Clubs Office a 2 month notice to begin the permit.

Requesting TV Screen Promotion

If you are interested in requesting a promotional slide on a Recreational Sports facility screen, complete the RecSports TV Slide Request Form. This does not guarantee you a slide, RecSports Communications will follow up. For other areas on campus, please review to this website.

BoxOut Sports

Sport Clubs currently have access to a BoxOut account to assist with creating graphics for social media. The club will use their club email for sign in.