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Posting Print Material and Event Promotion
All materials must be approved by the Office of Student Life before being posted on campus. Materials authorized for posting will be limited to those that complement the mission of the College and, comply with the College’s policies and principles against intolerance. Posted materials must not disrupt or interfere with the orderly operation of the College or promote events which encourage activity which is likely to be disruptive or interfere with the orderly operation of the College. In addition, posters with content that is deemed libelous (including negative stereotypes) or objectively offensive language or graphics may be removed at the discretion of the College. The Recognized Student Organization (RSO) responsible for the poster may be deemed in violation of the College policy. If posted material is removed by the College, the College may ask the RSO to also remove the material from any of its online platforms. The RSO is expected to comply with any such request(s).
Approval
The Office of Student Life holds authority to approve posted materials, and its decision is final. Students and student organizations must obtain approval to post materials, including fliers, posters, banners, campus emails, by completing the Campus Event Registration Form online. The Campus Event Registration Form can be found https://my.westminster.edu/ICS/Campus_Life/Campus_Groups/Student_Affairs/Event_Management__Planning.jnz.
Guidelines
- Promotional materials must be limited to advertisements for an event(s) sponsored by an RSO, Westminster College department, or other official government organization.
- All promotional materials must adhere to copyright and/or trademark policies, including those of Westminster College.
- Posted materials may not advertise or promote the use of alcohol or drugs, interpersonal or other violence, or other content that violates the Student Code of Conduct or any other College policies.
- Promotional materials may not cover any other advertisement that is posted on campus bulletin boards; nor may any current fliers be removed to make room for new fliers.
- Fliers advertising past events may be removed to make room for fliers promoting upcoming events. RSOs should make an effort to remove their own postings from campus following an event.
- Generally, commercial advertising is generally not permitted on campus unless a vendor is sponsored by a campus department or RSO.
- If an event is co-sponsored by a student organization or campus department and commercial business, the name/ logo of that campus organization must be printed in type significantly larger than the name/logo of the business/organization. The name of the sponsoring organization or department MUST appear on each poster.
Permitted Posting Locations
There is ample bulletin board space in all campus buildings, and thus printed material must be posted on bulletin boards only. Printed material may not be posted on any painted or glass surfaces, trash cans, walls, railings, bathroom stalls, benches, light posts, staircases, windows, doors, trees, etc. Promotional materials posted in such locations will be removed.
Fliers may be posted in the residence halls by Residence Life staff only and should be submitted to the Student Affairs office at least 7 days prior to any event. Table tents may be displayed in dining facilities with the permission of Food Service staff. No advertising is permitted in the Art Gallery.
Painting the Rock (by Brittain Lake) to promote and celebrate student life is a time-honored Westminster tradition. Individuals and groups who decorate the rock are expected to do so in a way that celebrates the rich diversity of our community and demonstrates respect for all. It is available on a first-come, first-served basis and must be done in compliance with all College policies. Painting the adjacent bench or tree is not permitted and subject to disciplinary proceedings.
Chalking is permitted on sidewalks and only in areas where rain will wash the chalk away. Student and student organizations will be responsible for cleaning up the chalked area if the rain is not able to wash it away. Chalking is not permitted in the immediate path outside doors and/or the Veteran’s Memorial in the quad.
Student organizations may use Engage to promote their organization and events. With the addition of this tool, student organizations are no longer permitted to promote organization activities or events via campus email. Advisors should refrain from sending campus emails and should instruct students to post materials on Engage.
Digital signage and advertising should be considered and is encouraged. The Office of Marketing and Communications maintains the online calendar of campus activities, the College’s social media accounts, and the digital signage in campus buildings. Events and other publicity items may be submitted via the College’s Marketing form: www.westminster.edu/promote.
Bulk mailing to students cannot be accommodated. Local vendors may reach out to students with printed materials. These print items should be 4x6 postcard size, 8 ½ x 11 fliers, or tri-fold brochures. Each vendor is limited to a quantity of 50 pieces. These should be submitted to the Student Affairs Office and will be placed in a public location inside McKelvey Campus Center.
TUB Banner Guidelines
The College welcomes recognized student organizations to display event banners in the Second Level and Carlson Atrium located in the McKelvey Campus Center. Banners must comply with language and graphic guidelines noted above. Students must adhere to the following guidelines:
- Organizations may display one banner per event.
- Banners may be displayed for a maximum of two (2) weeks prior to an event. Greek organizations announcing their new members must remove the banners no more than two weeks following the formal bid day.
- Event banners must be removed within 24 hours of the last date of the event. Outdated banners will be removed and discarded by student workers.
- Banners may not cover any other advertisement or digital signage displays.
- Banners may be no larger than 4’ H x 6’ L.
- Banners should not overlap other banners and wooden handrails or interfere with pedestrian traffic on the stairs.
- Under special circumstances, larger banners may be approved by contacting the Student Life Office PRIOR to making and posting the banner. Oversized banners will be removed and discarded by Student Affairs if they are hung without permission.
- Banners may be attached to the metal railing with zip ties, ribbon, or string. Use of any other type of fasteners that would harm the woodwork or paint is prohibited.
- Organizations will be responsible for any repair. (Hanging kits are available in the Student Leadership Center at no charge.)
Recognized student organizations will have priority to hang banners in the TUB area. Banners belonging to campus departments or other organizations should follow the identified timelines but may be taken down to make room for those belonging to recognized student organizations before the two-week period concludes.
Any inquiries regarding this policy should be directed to the Office of Student Life.
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