[ASA-Official] Midway Assignments, Recruitment Rules, Postering Guidelines

[Rachel Meyer]

Dear Student Group Officers,

Please take note of the following announcements:

1.  Activities Midway Booth Assignments and Logistical Details
2.  Reminder: ASA Recruitment Rules - Moratorium Periods in effect
3.  Change in Postering Guidelines

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1.  Activities Midway Booth Assignments and Logistical Details

The ASA Activities Midway is this Friday from 4-6:30pm in the Johnson 
Athletic Center.  The booth assignments, map, and performance schedule for 
the Midway are now posted at: http://mit.edu/asa/publicity/midway.html

Timing details:
- Groups can start setting up in Johnson as early as 3pm.
- Groups and early returns MUST CHECK-IN BY 3:45pm or we may reassign your 
table if there is a waiting list. Please notify us in advance if you will 
be there later than that.

Cancelling:
- If your group can no longer attend and/or perform at the Midway, please 
let us know AT LEAST 24 HOURS IN ADVANCE.
- Groups that cancel after that point will be fined $25.
- Groups that don't cancel before check-in starts (Friday 3pm) will be 
fined $75.

General setup:
- NO EXTERNAL SPEAKERS - you may use laptop or other similarly quiet 
speakers.  This is to address numerous extreme noise complaints, allow 
groups to be able to speak to incoming students, and for performances to 
be heard.  ASA Board members may ask you to reduce the volume or turn off 
sound on any speakers if it is causing problems for your neighbors or 
performances.
- STAY AT/BY YOUR BOOTH - no handing out flyers at the doorway, no 
blocking the entrance or aisles, etc.

If your group is not listed in the booth assignments:
- If you submitted a request, please email asa-midway at mit.edu (forward the 
email from the submission form if possible).  We will do our best to 
assign you a table in advance of the Midway
- If you haven't submitted a request, please submit one and we will do our 
best to assign you a table.  The form is at: 
https://asa.scripts.mit.edu:444/applications/midway

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2.  Reminder: ASA Recruitment Rules - Moratorium Periods now in effect

The ASA Recruitment Rules Advertising and Events Moratorium Period are in 
effect until the Activities Midway on Friday, September 2nd.  Please read 
and follow these rules carefully: 
http://mit.edu/asa/rules/recruitment-rules.html

Clarifications and some FAQs are posted at: 
http://mit.edu/asa/rules/recruitment-rules-clarifications.html

If you have any questions or want clarification on any specific points or 
situations contact us at asa-exec at mit.edu.

Summary of important points (you are also responsible for reading and 
understanding the rules in their entirety):
A.  Incoming students may only be contacted if they have previously 
provided their contact information to the group or if the incoming student 
initiates contact
B.  No active collecting or soliciting information from new students (such 
as taking sign-ups at an event)
C.  Disallowed advertising methods include:
  - inviting incoming students to join Facebook groups (except those who 
can be contacted under the terms above)
  - mass emails (except those who can be contacted under the terms above)
  - handing out flyers before the ASA Midway
  - advertising in The Tech
  - using extremely limited reserved advertising spaces, including: Lobby 7 
kiosks, Student Center reserved drop poster spaces, Infinite Corridor 
reserved cases
D.  All events with any recruitment component are also disallowed until 
after the Midway
E.  Groups may not hold open events that they would not ordinarily hold 
during the rest of the year.
F.  For postering on public boards: one poster per group per board, no 
larger than 8.5"x11", and not in violation of any other postering rules.
G.  All Publicity Guideline violations (such as postering violations) will 
fined at triple the normal rate and fines may be given instead of warnings 
for first offenses.
H.  Exemptions must be sought at least two weeks in advance or ASAP by 
email to asa-exec at mit.edu

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3.  Change in Postering Guidelines

The Postering Guidelines for public bulletin boards have been changed to 
include a limit of 22"x17" TOTAL PER GROUP in addition to the existing 
per-poster limit of 22"x17".  This is equivalent to 4 regularly sized 
sheets and may include separate posters for separate events.  This change 
takes effect on Friday when the Advertising Moratorium ends and is a 
general guideline NOT specific to the Orientation period.

The full guidelines are posted at: 
http://mit.edu/asa/publicity/public-advertising-space.html

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Please feel free to email asa-exec at mit.edu with any requests, questions, 
or other inquiries.


Sincerely,
The ASA Executive Board
http://web.mit.edu/asa/about/board-members.html