1.0 Purpose

University of Galway recognises the importance of clear, consistent, and visually effective digital signage across its campuses. This document sets out guidelines for the procurement, installation, management, and use of digital signage screens to support effective communication, maintain branding standards, ensure central oversight, and clarify maintenance responsibilities.

It applies to all existing and proposed digital signage screens on University of Galway campuses, including those managed by departments, schools, colleges, or other units.

 

 

2.0 Objectives

1. Enhance campus communication through strategically placed digital signage screens.

2. Ensure content adheres to university branding and communication standards.

3. Centralise registration and oversight of digital signage screens to maintain consistency.

4. Assign clear responsibilities for digital signage screen procurement, installation, maintenance and content management.

 

 

3.0 Permissions and Approvals for new digital signage solutions

Before procuring a digital signage solution, a formal request must be submitted to the Internal Communications Officer [email protected], outlining:

• The proposed location (with photos) and purpose.

• The content and usage plan, including alignment with university communication goals.

Following review and approval by the Internal Communications Officer, approval from Buildings & Estates is also required for the proposed installation. No procurement, installation or implementation should take place until all required approvals have been obtained. Before submitting a request to Buildings & Estates, applicants must review the Buildings &  Estates Projects Policy & Process to ensure they understand and comply with all relevant requirements. A project request must then be submitted via the online form:

https://www.universityofgalway.ie/buildings/projects/initiate-a-project/

Note: Each digital signage display requires at least two power outlets and one data port positioned behind the screen. Once building services is finalised/approved, contact CELT Audio Visual Services ([email protected]) re procurement, installation, setup, and training.

 

Maintenance and Central Oversight

• Each unit /school/college is responsible for their digital signage screens’ content and maintenance, including hardware and software updates and ensuring functionality.

• CELT will maintain an online central registry for all university digital signage screens, including ownership and status.

• Guidance and technical support for digital signage screen installation and operation will be provided by CELT where appropriate.

 

 

4.0 Guidelines for Location and Placement

Suitable Locations:

Digital signage screens may be installed in university public areas, subject to approval:

• Lobbies and reception areas.

• Student centres, libraries, and dining facilities.

• Corridors with significant foot traffic.

Prohibited Locations:

Digital signage screens must not be installed:

• In areas that obstruct emergency exits, accessibility pathways, or safety signage.

• In locations that disrupt the architectural or historical character of the building.

 

 

5.0 Content and Branding Standards

Content & Messaging

• Keep messages short and scannable

• Use plain language; avoid jargon

• One key message per slide if possible

• Video content should be short - 30 seconds maximum

 

Visual Design

• Follow university brand guidelines (fonts, colours, logos)

• Ensure strong contrast between text and background for readability

• Avoid small text

• Use high-resolution images only (no stretched or pixelated visuals)

 

Timing & Relevance

• Provide timelines for the content to be displayed

• Don't rely on colour alone to convey information

• Add text captions or descriptions for any video content

 

Contact Information

For questions, assistance, or submissions related to this policy, please contact:

Nuala Ní Chonghaile, Internal Communications Officer:

[email protected]