1. General Promotion & Media Advertising

1.1 Definitions

1.1.1 The Union will refer to Heriot-Watt University Student Union as controllers of advertising, promotion and publicity within the Heriot-Watt University Student Union building, content controllers of any websites owned and operated by The Union, and all other promotion and publicity material and events as negotiated with the advertiser/promoter.

1.1.2 The advertiser/promoter will refer to the company or agency whose goods or services are promoted or their duly appointed agents, whichever is the principal.

1.1.3 The Booking form will refer to a document that specifies artwork requirements, technical specifications, booking deadlines, rates excluding VAT and any other additional information required by the advertiser/promoter.

1.2 General

1.2.1 All advertisements or other publicity as detailed must be ordered in writing.

1.2.2 The placement of an order does not convey the right of the advertiser/promoter to renew on similar terms.

1.2.3 Acceptance of all advertising and publicity is subject to availability and suitability.

1.2.4 All advertisements and promotions must comply with the British Code of Advertising Practice, the Trade Descriptions Act and any other such Acts or regulations which may from time to time be in force to ensure advertising standards.

1.2.5 Any publicity or advertising submitted to the Union must not contain any defamatory, fraudulent, misleading or false statements.

1.2.6 The advertiser/promoter warrants that any material included in their advertisement or publicity does not infringe or prejudice the moral rights, intellectual property or copyright of any third party.

1.2.7 The Union reserves the right in their absolute discretion to refuse to publish any advertisement or to have any publicity in or associated with the Union which they think might infringe the rights of any third party or which might be likely to bring the University of Stirling or the Union into disrepute.

1.2.8 No marketing material of any kind should seek to suggest that they are endorsed by Heriot-Watt University Student Union without prior written consent. This includes the use of the Union’s logos, photographic images of any areas controlled or events organised by the Union.

1.2.9 In addition, the Union has the right to refuse any advertising which it feels is against Union policy or in certain circumstances, any promotion which relates to any organisation which may be in direct competition with any of the services offered by the Union.

1.2.10 The distribution of leaflets, flyers, magazines, posters or any other material undertaken by the Union will take place only within areas in which the Union is authorised to do so.

1.2.11 In respect of any website advertising, any websites that appear through a linked advert on any websites owned and operated by the Union shall remain the concern of the advertiser/promoter. The Union will not be held responsible for the maintenance, content and technical upkeep of any such linked websites. By agreeing to host advertising on its web platforms does not grant advertisers the authority to demonstrate direct or tacit support of the Union for their products/services. As with all publicity, any direct links must not include any promotional material which would contradict any or all of 1.2.4, 1.2.5, 1.2.6, 1.2.7, 1.2.8 and 1.2.9 as detailed above.

1.2.12 In certain circumstances The Union can design artwork on behalf of the advertiser/promoter – please contact us for more details. All artwork designed by the Union will remain the property of the Union unless express permission for the use of such material has been granted, in writing, to the advertiser/promoter. The Union will make a charge for the design of any artwork produced for, or on behalf of, the advertiser/ promoter depending on the type of artwork/amount of work involved. Please contact the Union’s Marketing Coordinator for the current hourly rate applicable.

1.3 In reference to printed advertising

1.3.1 It shall be the responsibility of the promoter/advertiser to ensure all advertising copy is delivered to the Union in accordance with the dates and procedures set out in the Booking form or as agreed in writing. The Union reserves the right to refuse to accept any advertising copy which misses the delivery deadline.

1.3.2 All advertisements must conform to The Union’s requirements set out in the Booking form. If the advertisements do not thus conform, The Union reserves the right to amend advertisements to make them conform to the specification and to charge the advertiser/promoter for any additional work this may entail.

1.3.3 All artwork, films, colour separations, photographs and disks or other material supplied by the advertiser/promoter to The Union cannot be returned unless The Union is provided with self-addressed paid postage packaging to return said materials.

1.3.4 Cancellations for any advertisements will only be accepted up until 7 days prior to the booking acceptance deadline as detailed on the Booking form.

1.3.5 If an advertiser/promoter books an advertisement, fails to cancel with adequate notice as set out above, and fails to supply an advertisement/copy by the deadline, The Union will charge the promoter/advertiser the full rate for the space booked plus any consequential expenses The Union may incur as a result of the failure to supply the advertisement. In addition, The Union reserves the right to sell booked advertising space to another company, should the original promoter/advertiser fail to cancel with adequate notice as set out above, or supply any required advertisement/copy by the deadline.

2. Payment 

2.1 General

2.1.1 All quoted prices are excluding VAT which is applicable to all promotional activity at the prevailing rate.

2.1.2 All bookings are subject to availability and acceptance of the Union’s Terms & Conditions.

2.1.3 Unless specified otherwise, details of payment requirements are specific to each promotional activity, form of media, pre-negotiated contract or publicity contract. Any advertiser/promoter wishing to undertake any of the opportunities made available by the Union, must sign an official Booking Form which is available from The Union on request. If the advertiser/promoter is uncertain of any part of these Terms and Conditions they must contact The Union before signing any contract or booking form, as The Union must accept these as binding contracts.

2.1.4 Formal invoices will be issued as soon as is appropriate to each form of promotion and payment must be received in full prior to any marketing taking place.

2.1.5 No booking will be accepted or marketing opportunity undertaken until a completed and signed Booking Form (including acceptance of The Union’s Terms & Conditions) is returned to the Union’s Marketing & Events Co-Ordinator.

2.1.6 Any unauthorised promotion by any of the formats outlined above or otherwise will result in such parties being immediately removed from The Union or Heriot-Watt University property.