Student Activities

Publicity Policy

PUBLICITY POLICIES FOR STUDENTS AND STUDENT ORGANIZATIONS

Following are some policies for posting publicity on campus. If a student or student organization wishes to go beyond posting flyers and posters, they must consult a member of the Student Activities staff on the 2nd floor of the University Center for more information and approval.

CAMPUS POSTER DISTRIBUTION LIST (Includes quantity of posters to distribute)

GENERAL POLICIES 

Every effort will be made to accommodate a special request, as long as the following principles are followed:

• Publicity that contains obscene language or references to alcoholic beverages or illegal substances will not be approved.

• The name of the sponsoring individual or group must be displayed as well as contact information such as an email address or phone number.

• A cleaning charge will be assessed if materials are not removed 24 hours after the event (e.g., painting windows, sidewalk chalking, helium balloons, etc.).

• All publicity posted in the residence halls, with the exception of ASWU election materials, must be approved by the Office of Residence Life.(See page 37 for more information)

• The Office of Student Activities reserves the right to discuss concerns with the individual or group prior to posting the material.

Grounds

• Upon approval, outside publicity is permitted as long as nothing is attached to the foliage or exterior of buildings.

• The placement of stakes in the ground must be approved ahead of time so as not to damage underground systems.

• Chalking is permitted on sidewalks only and must be at least five feet from the entrance to a campus building.

• Portable sandwich boards are available in the Office of Student Activities on a first-come, first-served basis.

• Portable barriers are available in the Grounds Department by contacting x6143.

Mail Center

Only registered student organizations can stuff mailboxes. A form is available in the Office of Student Activities or the Mail Center.

Montag Center

The Montag Center is a great place to spread the word about campus activities. Acceptable forms of advertising include posters and window painting.

Below are some policies for posting publicity and painting of windows in the Montag Center. If a student or student organization wishes to go beyond what is outlined, they must consult with a member of the Montag staff for more information and approval.

General Policies

• General publicity policies for student organizations must be followed.

• Flyers may be posted on designated bulletin boards in the entry of the Montag Center. Posters and banners may be taped to the inside of windows and on the walls using blue painter’s tape.

• Glass doors must be free from obstructions (posters, flyers, etc).

Publicity is not allowed on the student art walls and will be removed.

• The Montag Center staff reserves the right to discuss concerns with the individual or group prior to posting the material.

Window Painting

• To reserve window space contact a Montag staff member (montagfeedback@willamette.edu).

• Window space is available on a first-come, first-served basis.

• Glass doors cannot be painted.

• Priority will be given to events taking place in the Den or Montag Center.

• Painting of windows is allowed with the use of Tempera paints only.

• Unless otherwise informed, only two panes of glass can be used for any one event. Special permission for larger advertisements may be granted depending on availability, etc.

• Windows can only be decorated for the week (seven days) prior to the event and the painting must be removed 24 hours after the event is over.

• Cleaning materials may be obtained without charge by emailing montagfeedback@willamette.edu. A cleaning charge will be assessed if paint is not successfully removed 24 hours after the event.

Decoration Guidelines for The Montag Center Den

Please see willamette.edu/montag/events/ for information on decorating in the Montag Center Den. Please remember, a Campus Safety officer must inspect all event decorations. Please schedule your inspection with Willamette Safety, Security and Parking no less than two hours before the beginning of an event to ensure that the above safety guidelines are being followed.

Residence Halls

• Poster size is limited to a maximum of 11" x 17".

• All publicity, with the exception of posting during ASWU elections, must be approved by the Office of Residence Life in Doney Hall. (See Approval Process for more information)

• Posting on individual room doors without the permission of the occupants is prohibited.

• Posters may not be placed on the exterior of buildings or on entrance/exit doors without the approval of the Area Coordinator.

• Soliciting for events is not permitted.

It is our goal to ensure that people feel welcome and comfortable in their living environment and are not threatened or offended by posted material. If material submitted for posting is incongruent with this goal, the Office of Residence Life will discuss concerns prior to posting the material and may require that the sponsoring organization be identified on the poster.

 

Approval Process

Campus departments, administrative offices, student organizations, groups sponsored by campus organizations and off-campus nonprofit organizations may post information or publicity in University residences on a space available basis. Posters of an organization internal to the house/hall/complex (staff, hall council, fraternity executive council) do not need approval. All other postings within campus residences need to be approved through the Office of Residence Life.

Individuals need to bring or send the posters to the Office of Residence Life. The material will be reviewed, and if approved, our staff will stamp each poster with the date the poster will be taken down. Door hangers will be limited to two per month for each community. The organization/individual wishing to put up door hangers will need to come to Residence Life to stamp their own door hangers before hanging them. After receiving approval, the Willamette Events Board (WEB) is the only group that may post materials in the halls themselves. Unauthorized postings will be removed.

 

Posting schedule for posters that go up in Residence Halls ONLY

There are two poster “due dates” each week. Posters will go into RA/CM boxes on Mondays and Thursdays. Residence Life Staff will pick up the posters from their boxes on Tuesday and Friday and put them up that day. Please plan marketing for your event so you can take advantage of the posting dates since only Residence Life staff can post in the residence halls. If you have any questions or need approval of a poster please contact Residence Life at x6212.

 

Distribution Quantities

The number of copies an organization provides depends on its publicity needs:

• 18 copies will provide one in the lobby of each residential building (excluding sororities).

• 38 copies will provide one for each RA/CM to post.

• If the organization only wants the posters displayed in selected halls (up to 32), the hall needs to be designated on each poster.

 

Posting in Bathroom Stalls

Only two posters are permitted in each bathroom stall at a time – one from an organization internal to the house/hall/complex (staff, hall council, fraternity executive council) and The Toilet Paper publication.

 

Posting During ASWU Elections

While candidates and students advocating for or against an election issue do not need to abide by the standard Residence Life posting policy restrictions, they do need to abide by guidelines established by the Elections Board and the following policies.

Campaign materials may not be posted on any doors. Doors are entrances and exits. Also, the number of posters needs to be kept to a reasonable level for the same fire safety reasons. Three posters per candidate or issue in a particular area (lounge, hallway, etc.) is reasonable.

Individuals may not solicit door to door. That means they may not go through buildings trying to campaign, nor may they slide materials under residents’ doors.

Sororities

If you wish to publicize in the sorority houses, flyers or posters may be left in the Office of Student Activities for pickup.

University Center

Flyers:

• Flyers may be posted on designated bulletin boards on the 1st and 3rd floors.

Banners:

• Banners may be hung outside on the UC railings. Poster paper is available in the Office of Student Activities for registered student organizations.

• Banners may be hung inside the UC, but the space is limited so a sign-up is available at the UC Information Desk. Use a 78" long piece of banner paper folded in half for a double sided banner.