Publicity Regulations

(Newly Revised 10/16/2015)

Student Groups and departments have 100% responsibly for advertising or marketing their events. If you are partnering with outside organizations, please be clear that outside groups must receive expressed written permission from Brown in order to advertise any event on Brown's campus.

These policies refer to all publicity, including banners, posters, table slips, flyers, websites, chalking, social networking websites and other promotional materials for events.  Student groups who have questions about these policies should contact the Student Activities Office (2nd Floor, Stephen Robert '62 Campus Center, 863-2341).


Community Standards

Groups and individuals are encouraged to consider the impact their promotional materials may have on the quality of the Brown environment for others. Sponsor contact information is required on all promotional materials to provide a means for dialogue in the event that members of the community wish to express any concerns or share their reactions. Part of the responsibility that comes with disseminating promotional materials is the willingness to dialogue with individuals who may have a different perspective.

For additional information, please reference Brown's Standards of Student Conduct, particularly Offense IV.


Specific Policies

  • All publicity materials must clearly identify the sponsor.
  • Advertising may not occur until the location for the event has been confirmed with the Scheduling Office and the event has been approved.
  • Off-campus advertising for student organization events is generally not permitted; requests must be reviewed and approved by the Student Activities Office (SAO). 
  • Groups and departments that intend to issue press releases and/or advertise via media outlets reaching an off-campus audience (including Brown affiliated radio stations) should consult the appropriate University office: departments should consult with the media relations staff in the Office of University Communications; student organizations should contact the Student Activities Office (SAO) for approval for off-campus advertising prior to working with the media relations staff in University Communications. These Events must be open to the public and able to accommodate at least 200 people.
  • If an event sponsor uses social networking sites (such as facebook or evite) to advertise an event, the sponsor must ensure that the distribution of the publicity aligns appropriately with the admission policy. For social function events, sponsors must ensure that the advertised event is not available to the general public or that the event will be advertised to persons beyond those permitted admission.
  • All events open to the public or the Brown community at-large should include a statement in all advertising materials that directs people with disabilities who may need to request accommodations to a contact person for the event. For additional information please reference Disability-Related Considerations when planning events.
  • Publicity should communicate policies relevant to the event, including who is permitted admission, time after which no additional guests will be admitted, and items prohibited or not permitted. 
  • Materials may not promote alcohol or drunkenness as the focus of the event.
  • Events where alcohol will be served may not be open to the general public. Advertising plans must align with the admissions policies for the event. 
  • To assist with the health, safety and success of social events on campus, advertising for events where it is reasonable to assume that pre-gaming may be an issue should include the phrase “Intoxicated individuals will not be admitted.”

Printed Publicity

  • Posters may be placed only on bulletin boards or other spaces designed and designated for such purposes, for example, kiosks, display panels, and bulletin boards. Only one poster per organization or department may be placed per board.
  • No materials may be posted on top of one already posted. Materials which have clearly expired may be removed. Otherwise the removal of any valid advertising materials by anyone other than an authorized university personnel is prohibited.
  •  Display of any poster or other material on the exterior of any buildings, landscape features (including trees and light posts) or other surfaces not specifically designated and designed as a poster display area is strictly prohibited. Posters may not be attached to doors, walls, window, gates, sidewalks, benches, or other places not designated for poster placement.
  • Materials must be mounted with painter’s tape, pushpins, paper staples, or other means to allow removal without surface defacement. Stickers shall be affixed in the aforementioned manner - not with their adhesive backings. Staple Guns are not permitted.
  • When using University services such as morning mail, the University Calendar and the Events Promo (LCD) screens, profane or derogatory language is prohibited, including replacing all or some of the letters of the intended text with symbols (such as #&!).
  • When using the Events Promo (LCD) screens, graphic or sexually-explicit material is prohibited, including nudity and/or portrayal of sexual situations.
  • For the events promo (LCD) screens and for banners on Faunce House Arch or Balcony --- no events open to those under 21 where alcohol will be served are permitted to be advertised. Please keep in mind that due to the location of the banners, the screens and IPTV, the majority of the audience will be undergraduates. Events where alcohol will be served may only use the Sharpe Refectory banner spaces.
  • Please remember that is is illegal to use material for which you do not have copyright permission.
  • There is a one-week limit on hanging banners. Event Sponsors are responsible for removing banners when their time has expired. Banners not removed by their groups will be discarded.  Events where alcohol will be served may only use the Sharpe Refectory banner spaces.  For additional guidelines please review Banners, Displays, and Information Tables.  
  • All out-dated material shall be removed upon its outdating. Each exterior display area shall be cleared weekly by Facilities Management on Mondays and Tuesdays by 3 pm each week. 
  • Reimbursement for any restoration costs (i.e., paint removal, cleaning, removal of residual substances, and so on) will be responsibility of the violating party.

Sidewalk Chalking

  • Sponsor contact information is required on all promotional materials to provide a means for dialogue in the event that members of the community wish to express any concerns or share their reactions.
  • Sidewalk Chalking is permitted on horizontal surfaces that are exposed to rain where it will naturally be washed away. These surfaces cannot be under overhangs or other areas that would block the surface from being exposed to rain. The chalking must be on University Greens property only. No chalking is permitted on Providence public sidewalks.
  • Chalking space on the Main Green must be reserved through the Student Activities Office (SAO) in the Stephen Robert '62 Campus Center room 230. Space may be reserved for a week at a time for the sidewalks immediately in front of the campus center terrace, Salomon Hall, Sayles Hall and Wilson Hall.
  • Only water-soluble chalk may be used for sidewalk chalking.
  • Spray chalk is NOT allowed as it does not wash off and permanently stains the walkways.
  • Chalking is strictly prohibited on vertical surfaces such as buildings walls, vertical steps, columns; etc.
  • Any individual or student organization utilizing sidewalk chalking for advertising a specific event or activity is responsible for removing any chalking at the conclusion of the reservation. Again, please do not use spray chalk as it does not wash off.
  • After one week, the sponsoring group must remove the chalk from the sidewalk. Removal of substances that damages public property shall be the responsibility of the persons or parties established as violators. Reimbursement for any restoration costs (i.e., paint removal, cleaning, removal of residual substances, and so on) will be responsibility of the violating party.

Sidewalk Taping

  • The use of tape to write on the sidewalks and stairs is not permitted. Any group found in violation of this policy will be charged a Facilities Clean-Up Fee.

 

Violations

Normally, violators of these policies will receive one warning letter from the Student Activities Office. Publicity materials must then be withdrawn by the sponsoring group. Additional violations will result in fines of $15 for a second violation and $50 for additional violations (in all cases, depending on the severity or instances of a violation, fines can be assessed for each poster found in violation). Student groups that continue to violate these policies may also be subject to non-academic disciplinary action or referral to the appropriate governing body (UCS, GSC, etc.).

 

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