Transit Shelter Advertising Program
Through the Cultural Services the City provides opportunities for non-profit arts, culture, and community service organizations to access transit shelter advertising space without charge. Requests are accepted year-round, with monthly deadlines, and should be made at least four months prior to the event.
View campaign art, schedules and deadlines for:
2004 | 2005
| 2006 |
2007 | 2008 | 2009 | 2010 | 2011 | 2012
Questions about these guidelines and the program can be directed to Klodyne Rodney at 604.871.6228 or klodyne.rodney@vancouver.ca.
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On this page you can find information that addresses: • Program Description • General Information • Designing and Producing the Posters |
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Description
The City of Vancouver’s Transit Shelter Advertising Program offers free access to transit shelter advertising space to not for profit arts, culture and community service organizations based in the City of Vancouver. The intent of the program is to provide opportunities for the organizations to promote events and services in Vancouver that are open to the public.
While organizations do not have to pay for the advertising space, they are responsible for any costs associated with design and production of the advertising posters. CBS Outdoor JC Decaux provides the advertising space as part of its contract with the City.
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General Eligibility Criteria
All applicants for the Transit Shelter Advertising Program must meet the following criteria:
- An applicant must be an artistic, cultural or community service organization
registered as not-for-profit society in British Columbia.
- Applicants must be based and active in Vancouver, and provide programming,
activities or services that are open to the public and publicized city-wide.
- Activities and services being promoted must take place in Vancouver
(not in other Lower Mainland municipalities or the University Endowment
Lands).
- Community service organizations may apply if the campaign is primarily to provide program information; to raise awareness of a service being provided; to raise awareness of charitable activities; or to promote an event not on the list of ineligible activities listed below.
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Ineligible Activities & Organizations
- Any group not able to fit the guidelines above
- Any group which represents amateur or professional sport or educational
institutions without an artistic or cultural focus
- Promotion of the following activities is not eligible:
- Conferences, workshops, and other forms of training
- lotteries, contests and competitions
- Events that are largely or exclusively fundraisers
- Advocacy or religious messages which seek to present information
or a particular point of view
- Politically related messages (excepting electoral messaging from City departments or branches)
- Conferences, workshops, and other forms of training
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Program Priorities
- Arts and cultural organizations have priority over non-arts organizations
- Organizations funded by the City of Vancouver will receive priority
over other not for profit arts or cultural organizations
- Applications from community service organizations will receive consideration
after applications from arts and cultural organizations have been accommodated
- Civic departments and branches occasionally use the spaces for important
public service announcements and may have priority over all others
- Campaigns which have a specific time frame, show, or event associated
with them will be given priority over general awareness or informational
campaigns
- Please note that campaign of less than four(4) weeks will be given a lower priority due to the operational processes of this program
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General Information
- Applications are accepted year-round, with monthly deadlines and are
accepted all year round. Applications should be made at
least four months prior to the event
and must be in writing.
- The Transit Shelter Advertising Program is only able to provide space
to shelters located within the City of Vancouver.
- An organization may apply for up to 20 bus shelter spaces to run for a period of up to 6 weeks. All campaigns begin on a Monday and run until Sunday.
Typically, successful organizations can expect to receive 10 spaces for a period of 4 weeks.
- The advertising spaces are allotted throughout the City of Vancouver
by CBS Outdoor JC Decaux on a continually changing basis (not dedicated
spaces). Generally, it is not possible to request specific locations
or areas.
- Applications from two or more organizations to run space for the SAME
campaign, during the SAME time period, using the SAME poster will
not be considered. However, applications
from two or more organizations to run space one AFTER another for the
SAME campaign, using the SAME poster will be considered. Organizations must use the same poster and
supply enough posters for two complete runs.
- The City’s Transit Shelter Advertising Program ONLY provides
space and does not provide financial or other support for the design
or production of the actual posters. Organizations are responsible for
ensuring that their budget allows for the costs associated with design,
printing and delivery.
- Organizations can apply for advertising space twice in a calendar
year. Subsequent applications will be considered only if space is available.
- Use of the program one year does not automatically guarantee placement
on the schedule for subsequent years. Each campaign requires a separate
application.
- The support of the City of Vancouver and CBS Outdoor JC Decaux MUST
be legibly acknowledged on the poster with either text or logo placement.
- The requirements described in our online guidelines and confirmation letters exist to ensure efficient, equitable, and successful operation of the Transit Shelter Advertising Program. This includes: adherence to timelines, supplying copies of proofs, and provision of complete information. Please note that groups that do not give the online guidelines and confirmation letters due consideration during the course of application or a contract may not be given priority for bookings in the future.
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How to Apply
Applications are accepted throughout the year. It is important that interested
organizations submit the request a minimum of four months in advance of the dates they would like the campaign
to run. To assist in planning:
Please note when requesting dates that all campaigns begin on a Monday and run until Sunday. Typically, successful organizations can expect to receive 10 spaces for a period of 4 weeks.
Written requests can be sent via email, fax or post to:
Klodyne Rodney
klodyne.rodney@vancouver.caCity of Vancouver - Cultural Services
453 West 12th Avenue
Vancouver, BC V5Y 1V4T: 604.871.6228F: 604.871.6005
The letter must include the following information:
• Full organization name
• Address of organization
• Name of contact person
• Phone and fax numbers
• E-mail address
• Dates of posting desired (starting on a Monday and ending on a Sunday)
• Minimum and maximum number of faces desired (typically 10 - 20)
• Date, name, and summary of event being advertised
Additional information, material or supporting documents will be requested by Cultural Services if needed, and do not need to be provided with the written request.
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The Process
Upon receipt of the written request, Cultural Services tentatively schedules a booking into the City’s overall allotment of advertising space. Approximately three months prior to the posting date, Cultural Services will review the written request. This may include contact with the organization to check on eligibility, to ensure that there is still interest in participating in the program, and occasionally to consult regarding the flexibility of requested dates.
Once schedules and allotments are finalized, successful organizations are notified, and location lists are requested from CBS Outdoor JC Decaux. Unfortunately, it is not generally possible to request specific locations or areas.
Approximately one week prior to the posting date, CBS Outdoor JC Decaux informs Cultural Services of the posting locations for each campaign. This information is then forwarded to the individual organizations. Please note that posting locations are final and that changes to the provided list are generally not possible.
Please note that the City’s Transit Shelter Advertising Program ONLY provides space and does not provide financial or other support for the design or production of the actual posters.
In addition, it is important that a PDF file or JPEG of the design is provided to the Cultural Services representative PRIOR to the posters being printed. This is used for filing purposes; to check that the art generally appears to conform to the Canadian Code of Advertising Standards; and to ensure that the support of the City of Vancouver and CBS Outdoor JC Decaux has been legibly acknowledged on the poster with either text or logo placement. Submitted designs are not evaluated artistically.
Please note that the timelines and other requirements described in these guidelines exist to ensure the successful and equitable operation of the Transit Shelter Advertising Program. Organizations that do not give these due consideration during the course of a contract may not be given priority for bookings in the future.
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How are Locations Decided?
The advertising spaces are allotted throughout the City of Vancouver by CBS Outdoor JC Decaux on a continually changing basis (not dedicated spaces). This ensures that beneficiaries of the Transit Shelter Advertising Program are not limited to specific locations or neighbourhoods. It also allows for wide distribution of the campaign’s message into a mix of neighbourhoods and locations.
When scheduling campaigns, CBS Outdoor JC Decaux gives priority to advertisers who pay for their space, and to those who pay location fees in order to have campaigns targeted into particular neighbourhoods or specific locations.
While locations requests can be made it is rarely possible that they can be accommodated. If specific locations or neighbourhoods are essential to a campaign’s success, Cultural Services may consider forwarding a request on the organization’s behalf. However, Cultural Services can not guarantee that by doing so the request will be accommodated.
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What Happens After the Campaign?
At the conclusion of the campaign, posters are available to be picked up and reused in whatever creative fashion one can imagine. Organizations might want to contact Irene de Guzman at CBS Outdoor JC Decaux (ideguzman@cbsoutdoor.ca, BEFORE your posters are due to come down, to make arrangements to retrieve the posters, or they may be discarded after 90 days. Please note that it will take SEVERAL months for the paper to be ready for you to pick up.
If the campaign art is UNDATED or is NOT time sensitive, an organization may wish to speak with Irene or to Cultural Services about the possibility of the posters being reused should filler be required.
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Designing and Producing the Posters
Transit shelter advertisements are valuable because thousands of people may see a poster in a day. The thing to keep in mind is that the majority of these people will be moving in cars, on buses and by bike. It is important to make a poster very graphic and to not rely heavily on print information.
Here are some other tips for creating effective posters:
- Get an early start on designing the poster. Determining factors like
the number of colours, will help an organization to estimate the costs
of production. A list of local production houses that are able to producer posters to CBS Outdoor JC Decaux's specifications are listed at the end for your reference.
Confirm that the budget allows for all production costs.
- Screen print posters, printed on one side only, are generally sufficient
for a month-long posting period. The image will be somewhat washed out
at night when backlit, however your printer may be able to compensate
by using slightly darker tones.
- To ensure your message is clear and esy to read, strive for type that is no smaller than four inches high and logos that are 12 inches tall. More information and an example of distance testing [PDF]
- The support of the City of Vancouver must
be legibly acknowledged on the poster with the emblem (see: Required Recognition) or with the following text: “posted
with the support of the City of Vancouver”.
- All designs must meet industry and Canadian Code of Advertising Standards.
For more information see: http://www.adstandards.com
- Allow one month for production once your artwork has been prepared.
Cultural Services requests that a PDF file or JPEG of the finished art be forwarded
for a (non-artistic) review prior to production.
In addition, depending on the process, it may take up to five days for
some print jobs to dry properly.
- Lastly, CBS Outdoor JC Decaux requires that the finished posters be received by the Wednesday prior to the beginning of the campaign. All campaigns begin on a Monday. If a delay is anticipated, please advise Cultural Services and CBS Outdoor JC Decaux immediately. If CBS Outdoor JC Decaux receives material late, there is no guaranteed time frame in which it will be posted.
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Required Recognition
NOTE: As of Fall 2009 it is no longer required that CBS Outdoors Jc Decaux be recognized on posters.
The requirements described in our online guidelines and confirmation letters exist to ensure efficient, equitable, and successful operation of the Transit Shelter Advertising Program. This includes: adherence to timelines, supplying copies of proofs, and provision of complete information.
Additionally, with net rate values averaging $25,000 and ranging up to as much as $75,000 per campaign, we ask that the groups we work with recognize and acknowledge the value that it offers. This means the inclusion of a text line if using the correct marks for the City of Vancouver is not an option. In order to comply with our terms, the recognition must be equitable to that of other media partners, and commensurate with that given to other funding agencies.
Please note that groups that do not give the online guidelines and confirmation letters due consideration during the course of application or a contract may not be given priority for bookings in the future.
Please ensure that all art work include one OR both of the following:
- the City of Vancouver Emblem and/or
- Text which reads: “Posted with the support of the City of Vancouver”
If you have any questions or concerns about the above two options for recognizing support from this program, please contact Klodyne Rodney via email or call her directly at 604.871.6228.
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Production Specifications for Supplying Finished Posters
Dimensional Data (Width x Height)
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This is the overall size of the poster being produced |
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This is what is visible through the opening of the transit shelter face. It takes the border of the ad box into account. |
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This is where you should contain all text or logos. Posters can shift inside the ad boxes. You don’t want copy to get hidden inside the border/frame, for example. This dimension is smaller than the V.O. |
Outdoor Stock Standard
7 pt. Coated Translucent Bristol: resistant to shrinking, stretching, fading, and humidity. CBS Outdoor JC Decaux does not accept styrene faces.
Ink Characteristics
Resistant to UV rays, cracking, and chemical reactions to airborne pollutants
Production
Posters can be screen printed one side only. Your printer may be able to compensate for some washing-out of colour when the poster is backlit at night by using darker tones. If your posters require more brilliance and your budget permits it, please contact CBS Outdoor JC Decaux in Vancouver at 604-630-1090 for other production options.
Do not laminate your posters! Because the CBS Outdoor JC Decaux shelters are glass, heat from the sun will cause the posters to go brittle and crack. This will result in a poster which can not be used more than once, and which may look unattractive before the campaign is finished.
General
The quality of the production supplied to CBS Outdoor JC Decaux is the responsibility of the advertiser. CBS Outdoor JC Decaux proactively maintains the faces on their shelters; however, should the production supplied not meet the minimum standards outlined and/or not remain posted using their standard posting procedures, the advertiser/agency is responsible for:
a. the additional posting costs incurred to maintain the face
b. any media time lost.
CBS Outdoor JC Decaux has provided the following files for your convenience:
Specifications for providing finished posters for printing
(439kb)
Digital template to assist with artwork preparation EPS (365kb)
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How Many to Print?
CBS Outdoor JC Decaux requires that a 20% overrun of posters be supplied, above the number of advertising spaces being used for the first 4-week posting period. Longer posting periods require additional posters:
- 40% overrun - 8 week campaign
- 100% overrun - 12 week campaign
- 125% overrun - 16 week campaign
One may wish to confirm the quantity with CBS Outdoor JC Decaux since this formula can vary for very short run, digitally produced, and laminated transit shelter posters which may not require an overrun.
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Delivering the Ads
Finished art is to be RECEIVED by CBS Outdoor JC Decaux by the Wednesday proceeding the Monday it is to run. Deliver posters to:
CBS Outdoor JC Decaux
1451 Adanac Street, VancouverContact: Irene DeGuzman
Telephone: 604-630-1090 x 222
Location open: 7:00 a.m. - 3:30 p.m. Monday - Friday
Posters must be rolled in cardboard tubes (no boxes, skids or paper wrap) with a maximum of 35 posters per tube.
IMPORTANT: The advertiser and campaign as named in your application to the City as well as the first posting date must be clearly marked on the outside of the tube.
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HELP! I Need a Printer!
The cost to print can range widely from printer to printer depending on how many copies are produced, how many colours are used, and the type of material onto which the poster is printed. it may also depend on the relationship.
Please note that the City’s Transit Shelter Advertising Program only provides space, and does not provide financial or other support for the design or production of the actual posters. In addition, it is important that a PDF file or JPEG of the design is provided to Cultural Services' representative prior to the posters being printed.
While the City of vnaocuver does nto endorse the list below, these local suppliers are known to be able to produce posters that mee with CBS Outdoor JC Decaux’s specifications.
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Ampco Manufacturers Inc
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2)
Image-West Screen Graphics
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C2 Media / Pacific Screenprint
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4)
New World Print
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Colortec Screenprinting Ltd.
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6)
Tower Graphics
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7)
PrismTech Graphics Ltd.
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7)
Pac Blue
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8)
LinxPrint (FSC Certified Facility)
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Other City of Vancouver
promotional opportunities:
- Community Web Pages ~ A widely used resource of what’s happening in Vancouver. Arts and culture organizations are encouraged to ADD public events to the calendar.
- Poster and brochure distribution in Park Board facilities ~ Distribution of 10 pre-bundled brochures and/or 1 poster to each Community Centre in Vancouver.
- Poster and brochure distribution in Vancouver Public Libraries ~ Distribution of 25 pre-bundled brochures and/or 1 poster to each branch in Vancouver.
- Poster cylinders
- Street Banner and Flag Program ~ Managed by the City’s Engineering Department.
- City Hall Lights Program ~ A multiculturalism initiative administered by a staff group consisting of the Engineering Services, Building Management Services, Equal Employment Opportunity Program, Social Planning Department, and the Vancouver Park Board.
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