Publicity Policy

Student Life encourages creative and effective promotion of campus sponsored events. We also recognize that the campus is a shared space and want to respect the community space as a shared space. These policies attempt to clarify many of the frequent situations that groups encounter. It is also not possible to have a policy for every situation. When in doubt please stop by the Center for Student Engagement for clarity on procedures.

Submit a request

IMPORTANT: If you want to find out more about promoting your event, see the Share My Event page »

General Policies

All advertising must comply with Calvin University standards and procedures for publicity, as outlined in this policy document. Compliance is up to the discernment of the Center of Student Engagement staf.

• All postings from Calvin University organizations, departments, and offices must be approved by the CSE prior to posting publicity.
• All posters, flyers, leaflets, chalking, and other postings must clearly state the name(s) of the sponsoring organization(s).
• Only members of officially recognized Calvin University student organizations, Calvin University departments, and university offices are allowed to publicize events, services, and initiatives using campus bulletin boards and other approved methods. Events must be directly related to the organization or department and have that group’s involvement and/or sponsorship. Outside events that have no direct connection are not eligible—campus groups cannot publicize on behalf of outside groups.

While events and related publicity on campus must fit within the educational mission and community standards of the university, which includes Calvin’s freedom of expression guidelines, the approval of publicity (and the events themselves) should not imply university endorsement.

Exceptions to this policy may be approved by Center of Student Engagement staff upon request, but only for extenuating circumstances or situations not clearly defined in this policy, for which a policy clarification or exception is warranted.

Violators of the publicity policy may be fined and have their publicity privileges suspended.

Physical Advertisements

Requirements are as follows:

Posters

• Posters must be 8.5”x11” or smaller.  Variations in poster design are allowed.
• The maximum number of posters per event is 30. 
• Posters for events may be displayed on all-campus bulletin boards throughout campus for 2 weeks.
• Posters for campus resources maybe displayed on bulletin boards throughout campus for 3 weeks.
• The end date for postings will be noted on the digital stamp received. Please indicate on the publicity request form if your start date will be later than after approval is received.
• Posters must have a visible approval stamp from the CSE.
• All posters must be hung on posters boards. Taping or otherwise hanging posters on other surfaces is not permitted.

Facilities staff and other designated faculty and staff will enforce the time limit policies. Students may not remove others’ publicity without permission from the CSE.

A physical advertisement that has already been used cannot be reused at a later date. However, an event or resource already advertised with a physical advertisement MAY be advertised again at a later date if the physical advertisement is different in design and content than the original advertisement.

All posters must be approved and stamped before hanging, please see below for approval process. 

Flyers

• Flyers must be 8.5”x11” or smaller.
• The maximum number of flyers per event or announcement is 200.
• Flyers must have a visible approval stamp from the CSE.

Flyers may be handed out to students personally, but may not be placed on parked cars or left in piles around campus, unless permission is given for the latter by specific offices or Residence Life (for residence hall and apartment areas).

You must get approval from Residence Life before inserting flyers in student mailboxes.

Banners, External Signs and A-frames

• All forms of large-scale signs must be approved by the Center of Student Engagement and be consistent with university publicity policies
• A-Frames signs may only be used for up to 48 hours (checked out from the CSE Office)
• Banners may not be hung from the exterior or draped from a window or doorway of any residential building
• Locations for large scale signs must be approved by the CSE Office. Under certain circumstances approval from Facilities staff or other offices may be required
• Unapproved signate of this type will be discarded, and responsible individuals or organizations will be accountable for any removal costs and policy violation.
• If banners are not removed 24 hours after the event organizations may be charged for removal. University staff is not responsible for saving any banner

Table Tents & Table Toppers

• Table toppers and tents are no longer an accepted form of publicity.

Sidewalk Chalk

• Chalking is approved for up to 5 days.
• All chalk used must be washable "sidewalk" chalk.
• Messaging must be approved by the CSE and is limited to specific event or community announcements only.

Chalking is allowed only on designated sidewalks.  Chalk may not be applied to:

• Building walls or vertical surfaces
• Interior of any building
• Under overhangs of any buildings (or any place rain does not directly hit, as a good rule of thumb)
• Any other university property (offsite or private residence)

Unapproved messages will be removed. Responsible individuals or organizations will be accountable for cleaning costs and policy violations.

Publicity Screens

• All publicity screen slides must be approved by the CSE
• Slides are limited to 2 weeks in rotation
• Content may be submitted by Calvin departments, programs, and student organizations, and must be clearly stated on slide. Outside organizations will not be permitted to use these slides
• Standard display duration: up to 7 days before the event date or up to 14 days for major institutional events
• When screen space is limited, prioritization is up to the discernment of CSE staff 

Approval Process for Physical Advertisements

1. Sponsoring organizations must obtain poster approval from the Center for Student Engagement, either through email (cse@calvin.edu), or by visiting the office during hours. Although not required, it is strongly recommended that campus-wide events be added to the Calvin Events Calendar first, before physical advertisements are requested.
2. Requests will be reviewed by the CSE. An approval email with further instructions, or a denial email with reasoning for denial, will be emailed within 2 business days.
3. After approval has been received and the advertisements are printed, physical advertisements may be hung or displayed. All publicity (except sidewalk chalk) must display an approval stamp.
4. As best practice, please submit posters 2-3 weeks prior to event. 

Hanging Posters

The CSE will maintain orderly bulletin boards.  Please help by doing the following:

• Ensure that stamps are visible.
• Follow the grid alignment structure of bulletin boards.
• Do not cover other posters.

Campus bulletin boards are marked with a maroon square in the bottom right corner.  Please do not hang posters on departmental bulletin boards--these are reserved for the assigned departments only. 

Student Organization Tabling and Visual Displays

Frequency Limits

To ensure equitable access to campus spaces, each student organization is limited to one tabling event, demonstration, or visual display per calendar month, regardless of location.

• Student organizations may host one (1) tabling event, demonstration, or visual display per month.
• Each approved tabling event or display is limited to one day only, between 8:00 a.m. and 5:00 p.m.
• Organizations may not reserve multiple dates, consecutive days, or multiple locations within the same month to extend or circumvent this limit.
• Exceptions are rare and may be granted only at the discretion of the Center for Student Engagement. 

Locations are assigned through the approval process and are subject to availability.

Indoor Tabling (Information, Advocacy, and Food Distribution)

• Tables intended to share information, solicit support, express viewpoints, conduct bake sales, or distribute food are limited to designated locations on the third floor of Hekman Library.
• All bake sales, food distribution, and similar food-related tabling activities must take place on the third floor of Hekman Library and are not permitted in other indoor or outdoor tabling locations unless specifically approved by the Center for Student Engagement.
• Organizations must remain within their assigned space and may not obstruct pedestrian traffic or building access.

Outdoor Tabling and Demonstrations

• Outdoor tables, demonstrations, and similar activities may take place only in approved locations on the Commons Lawn.
• Outdoor tabling may be used for information sharing, engagement, and advocacy activities but may not be used for bake sales or food distribution without university approval.
• Student organizations may use the Commons Lawn for tabling or demonstrations no more than once per month as outlined in the Frequency Limits above.
• Organizations may not reserve additional outdoor spaces in the same month to avoid the monthly limit.

Recording, Photography, and Privacy

Student organizations conducting tabling events, demonstrations, or visual displays are expected to respect the privacy and rights of all community members. Organizations and participants must comply with the university's Student Conduct Code regarding videotaping, audio taping, and photography. As stated in the policy, "videotaping, audio taping, or photography (camera and video phones included) of students, faculty, or staff without their prior expressed consent is not allowed" in locations or situations where there is a reasonable expectation of privacy. The use of body-worn cameras, continuous recording, livestreaming, or similar practices during a tabling event, demonstration, or visual display must be consistent with the Student Conduct Code and other applicable university policies, and participants should not feel pressured to be recorded as a condition of engaging with or passing by a table, demonstration, or display. 

For complete details, refer to the Student Conduct Code section, Videotaping, Audio Taping, and Photography Without Consent.

Visual and Flag Displays

• Visual displays and flag displays are limited to approved locations.
• Flag displays may be placed only on the lawn west of the Commons Annex.
• Display locations will be assigned during the approval process.

Eligibility

• Only officially chartered student organizations with current Calvin student leaders may reserve tables or visual displays.
• Student organizations may not sponsor, host, or reserve space on behalf of outside organizations or unofficial groups.
• Organization advisors must be aware of and approve any table or visual display request before submission.
   

Approval Process

Requests must be submitted at least two weeks prior to the proposed event or display.

All requests must include:

• A description of the information, materials, or displays that will be presented.
• Evidence of thoughtful planning and preparation.
• An explanation of how the activity contributes to civil public discourse.
• Consideration of potential community impact.
• Alignment with the university's Freedom of Expression principles and educational mission.

The approved activity must accurately reflect the information submitted in the request. The Center for Student Engagement reserves the right to deny, modify, or revoke approval for activities that differ from the approved proposal.

Expectations for Engagement

Organizations must share information and solicit support in a respectful, non-disruptive, and unobtrusive manner.

All tabling activities and displays must preserve the right of community members to choose whether or not to engage. Harassment, obstruction, aggressive solicitation, or interference with university operations is not permitted.

Approval Process for Student Organization Tabling and Visual Displays

1. Sponsoring organizations must use the Student Organization Tabling Request form. Those requests will be reviewed.
2. Use the Event Services Reservation form to reserve approved locations for this type of event. Faculty or Staff Advisor knowledge and approval is required.

Submit a request

Additional Notes on Bulletin Boards

All-campus Bulletin Boards

Bulletin Boards available for all Calvin departments and organizations are labeled with maroon informational squares in the bottom right corner.

Public Bulletin Boards

Posters concerning events that are not sponsored by Calvin departments or organizations can only be posted on the two “public” bulletin boards located in the entrance to Johnny’s Café and immediately outside the Campus Store.

Residence Hall Bulletin Boards

Limited spaces for student organization or departmental posters exist in the lobby/entrances to each residence hall and several KE apartments. These boards are subject to the same policies as all other general bulletin boards on campus. Large bulletin boards near each residence hall front desk are reserved for Residence Life purposes and are not available for other organization or department use unless approved by Residence Life staff specifically. Interior floor, basement, and apartment hallway bulletin boards and wall spaces are strictly reserved for Residence Life and hall/apartment community events.

Departmental Bulletin Boards

University employees may post articles and announcements outside of their offices or on their office doors. These articles/announcements do not need to be stamped. Academic departments may set their own policies for specifically assigned bulletin boards within or adjacent to their department spaces.

BUILDING MAINTENANCE, FACULTY, AND OTHER STAFF MEMBERS WILL ENFORCE THE POLICIES REGARDING PLACEMENT OF ALL POSTERS REGARDLESS OF THE ORGANIZATION OR OFFICE ORIGIN.