This guideline applies to registered student organizations, campus departments and individuals.
Registered student organizations, campus departments, and individuals must observe these guidelines when displaying posters, flyers, pictures, signs, banners, brochures, chalking and other such material of this nature.
A. General Posting Guidelines
- Each posting must contain the name of the registered student organization, campus department or individual and must provide current contact information (name, phone number and/or email address).
- The content of all postings in public spaces on the Earlham College Campus should be consistent with the nature and spirit of Earlham College Principles and Practices.
- Registered student organizations must work with the Office of Student Life and campus departments and individuals must work with the Office of Events to determine available signage opportunities and restrictions.
- All printed marketing materials must be posted on a designated public bulletin board. No posting on walls, windows, doors, or in stairwells, restrooms, furniture, trees, and other vegetation, under office or residential community doors, or elevators. Posting on vehicles in College parking lots is prohibited. Printed materials found in unauthorized locations will be removed immediately.
- Materials for affixing marketing materials for cork bulletin boards, use tacks, stick pins or staples only. For non-cork bulletin boards, please use poster or blue painters’ tape. Do not use masking tape or any other harsh or abrasive materials.
- Bulletin boards assigned to a specific campus department or organization may be used only with their permission.
- Printed materials advertising events should be removed two days following the conclusion of the event.
- Advertising must be for a campus-wide event, including any event open to all students, faculty and staff of Earlham College.
- Postings should never be hung up where they can cover up any previously posted current materials.
- No more than one poster for each event shall be placed on each side of a posting board. Wallpapering the board is not permitted.
B. College Logo
Registered student organizations, campus departments, individuals must use the official Earlham College Logo for avertising or printing of promotional materials.
C. Disclaimer/Prohibited Conten
Students, faculty, staff and administrators must comply with current laws regarding libel, defamation, obscenity, or other applicable laws. The promotion of excessive consumption of alcoholic beverages, or any printed materials that promote illegal activity will not be permitted.
However, printed marketing materials promoting alcohol awareness and responsible decision-making will be permitted.
D. Approval and distribution
- The Office of Student Life must approve all information posted/distributed by registered student organizations. Furthermore, the Office of Events must approve all information posted/distributed by campus departments and individuals.
- Publicity materials may be sent digitally to [email protected] for approval. Once approved, registered student organizations, campus departments and individuals may post their materials on General Posting Boards.
- Once approved, registered student organizations, campus departments and individuals may post their materials on General Posting Boards.
E. Where to post marketing materials on campus
- Residence Life
- Each residence hall includes a bulletin board within the main entry or common area on which student organizations can post marketing materials to promote events and meetings.
- Any questions about posting to the boards designated for student organization promotional space can be directed to the Area or Hall Director of the building.
- Earlham Hall
- Bulletin board on the main floor near the digital monitor.
- Runyan Center
- Bulletin board between Hancock and May-Crosson Student Commons.
- Bulletin board in Dowd Loft, second floor of May-Crosson Student Commons.
- Bulletin board in the lower level of Runyan Center near the Post Office.
IV. Other on-campus advertising resources
A. Earlham Events Calendar
Registered student organizations, campus departments, and individuals can use earlham.edu/events to post events for view by the campus community. This calendar is the central, comprehensive calendar of events happening on the Earlham College campus. The Office of Events must approve the event in 25Live before the event or program is listed on the web calendar.
B. Digital Signage
The Office of Events maintains digital signage across the Earlham College campus. College campus departments and recognized student organizations can find more information online.
C. Student Engagement Newsletter
- When submitting advertisements to the newsletter, please email [email protected], and in the subject line, specify “Newsletter” if only for the newsletter. If you want it included in the newsletter and digital signage system, add “Newsletter and Digital Signage”. Please do not send duplicate emails.
- All materials need to be PNG or JPEG, not a PDF. PDF’s will be denied.
- Please provide us with a short text description along with the image.
- Any promotional materials sent to us will be used NO MORE THAN two weeks before the event.
D. Exterior Postings
It is the responsibility of the Office of Student Life and Office of Events to monitor any signage not attached to a building.
Exterior and interior banners are permitted only in locations that are explicitly approved by and installed by appropriate College personnel, such as the Office of Student Life, Event Services and/or Facilities.
There are designated banner spaces across the Earlham College campus. There are designated banner spaces in Runyan Center located in Dowd Loft and the front exterior façade of Earlham Hall.
All banners must include specific information: event, time, place, date, sponsoring group and contact information. Banners pertaining to registered student organizations must be brought to the Office of Student Life. Banners pertaining to campus departments and individuals must be brought to the Office of Events to be approved.
Banners must not exceed 3.5 feet by 8.5 feet, the size of a twin bed sheet. Banners to be displayed outdoors must be made of a durable material that is also water and weatherproof. No banners are to be permanently affixed to walls or banisters inside Runyan Center or any exterior surfaces using nails, screws, tape, or any other type of hardware or glue.
Banners can be placed on campus up to one week before the event and must be taken down within two days following the conclusion of the event. If you wish to keep the banner, it is the registered student organization, campus department or individuals’ responsibility to retrieve it following the advertised event, or it will be discarded.
2. Temporary Yard Signs
Displays, messages and awareness campaigns may use temporary signage. This includes all freestanding publicity (e.g. signs, sandwich boards, A-frames, etc.). The primary purpose of temporary yard signs is to give directions, note location of events and activities, or advertise a particular event.
Temporary yard signs can be placed on campus up to one week before the event and must be taken down within two days following the conclusion of the event.
Temporary yard signs may be no larger than 24 inches by 36 inches. Temporary yard signs may not be placed on trees, flowerbeds, next to fire hydrants, impede the flow of traffic, and/or interference with Earlham ground crews in the conduct of keeping the campus clean and groomed. All yard signs must be placed at least three feet apart and at least three feet from the edge of the sidewalk.
3. Non-Permanent Structures
In general, a non-permanent structure is a physical modification to College grounds or facilities intended to be in place for a short period. Examples of temporary structures without limitation include tents or other forms of temporary shelter or housing; seasonal religious, political or artistic displays, and other objects.
Placement of non-permanent structure in or on College property must be approved by the Office of Student Life, Office of Events and Facilities. The registered student organization, campus department or individual must provide and address the structure size, height, area covered, and construction materials before the non-permanent structure are erected.
The duration of display of any non-permanent structure will normally not exceed one week. The non-permanent structure must be removed within two days following the conclusion of the event.
At the College’s discretion, requests may be denied if they interfere with a College event or its preparation, disrupts landscaping or other work (e.g., prep for Commencement, etc.), or is otherwise deemed disruptive or safety risk. Non-permanent structures must also not interfere with other campus events as scheduled.
A registered student organization, campus department, or individual may sidewalk chalk in approved areas if the organization follows the guidelines listed below.
Chalking can be conducted on campus up to one week before the event. Registered student organizations, campus department or individual shall be responsible for removal of the chalking within two days following the conclusion of the event. No chalking is allowed on vertical surfaces (walls, buildings, entranceways, etc.). Chalking is only allowed on sidewalks where rain can wash the chalk away. Waterproof and spray chalk is prohibited
Specifically, chalking is prohibited in the following areas:
All College buildings
- On exterior facades of buildings
- On walls, columns, terrace retaining walls, walkways, steps, or covered entry walkways into the buildings.
- Steps or stairs attached or leading toward any buildings
- Underneath any covering (areas which will not be washed away by rainfall)
- Within 20 feet of any door or building entrance
5. Film, DVD and/or Video Postings
Advertising and publicity for meetings and/or events, which include films and/or videos, must follow the film and video copyrights guidelines found online.
Any campus department, registered student organization, or individual found to have postings or signage in violation of this guideline may result in the immediate suspension of the reservation and may be prevented from conducting similar activities in the future.
Violations constitute grounds for removal of the materials by Facilities or Housekeeping, which reserves the right to charge for the cost of removal and associated repairs. A minimal charge for any cleaning or removal is subject to cost for each separate location and infraction.
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