Event Publicity

The most important part of planning any event is the way(s) in which you communicate event information to the University community and to the public (when applicable). Only campus departments and registered student organizations have posting privileges and permission to use Eastern Oregon University’s name on their marketing materials. On a small campus with a number of organizations it is important for all student groups to respect one another’s rights to publicize events. To that end, the Center for Student Involvement asks that student groups adhere to the following regulations regarding on-campus publicity.

*Events with Alcohol have special advertising guidelines, please see the Student Organizatoin Handbook for details.

On-campus Poster Guidelines:

Distribution of posters for the Activity Bulletin Boards happens through the Center for Student Involvement. Distribution times vary from term to term, but posters will be put up at least two times per week.

All posters must be approved and stamped by the Center for Student Involvement and will be posted by the student staff.

• Approval requirements for posters:
• All Essential Event Information is Provided
• Only officially recognized student organizations can include the Eastern Oregon University name or logo
• All posters must clearly denote the official student organization’s name and include details on accessibility needs
• Posters can be 8 ½ x 11” or 11 x 17” but cannot exceed 11” x 17”
• Provide 29 copies of your poster to the Center for Student Involvement
• Posters will be distributed to: The Voice, KEOL, What’s-Up, Residence Halls, the Admissions Office and the Center for Student Involvement office file and put one on each of the Activity Bulletin Boards.
• Table tents in the main/west dining rooms and in Mac’s Grill must be pre-approved and stamped by the Center for Student Involvement and approved by Aramark Dining Services if displayed in their facilities.
• Posters found on walls, windows, doors, posts, poles, windshields or restricted bulletins will be removed and responsible parties will be reported to the Center for Student Involvement.
• Posters from non-profit agencies outside EOU can only be posted on two bulletins in the Hoke Union Building, located in the north and south foyers.
• Agencies seeking profitable advertisement are not permitted to post on campus and should be referred to The Voice for ad purchasing and KEOL for donor announcements or ASEOU’s Student Saver program.

On-campus Banner Guidelines:

• Banners must be approved and stamped by the Center for Student Involvement and each organization is required to distribute and hang their own banners.
• Banners are not to be hung with glue, duct tape or double sided tape as they leave a sticky residue and can remove paint. Responsible organizations will be charged for any cleaning or repairs due to any damages incurred.
• Banners are not permitted on bulletin boards, doors, windows or the exteriors of any University building
• Do not cover or move other banners in any way. Banner priority is based on a first come first serve basis.
• Organizations are responsible for the removal of their banners within 48 hours following the advertized event.
• Hanging banners in Loso Hall by the Learning Center:
• Banners should be VERTICAL
• Must be approved and stamped by the Center for Student Involvement
• Approved banners must be taken to the College of Arts & Sciences Office, Loso 154, for instruction on how and where they can be placed

Chalking on campus:

Advertising on campus using side-walk chalk is a unique privilege and must receive approval from the Center for Student Involvement as well as the Facilities and Planning Department.

Only non-permanent, stick -powdered chalk is permitted.

Considerations for seeking approval for chalking:

• Cleaning charges may be incurred by the responsible party (pending: whether and other campus events)
• Provide the following to the Center for Student Involvement  in 5 working days in advance:
• All locations where the chalking will take place
• The information will be included in each location
• Contact information for the organization member responsible for coordinating the chalking
• An index to be charged for cleaning services
• The Center for Student Involvement will provide the above information to the Facilities and Planning Department for final approval.
• Special arrangements may need to be made
• Not all chalking will be approved due to other campus events taking place, limited staff for clean-up, etc.

Tabling on-campus:

All tabling activity (outside the Campus Activity Fair and Mountaineer Days) on campus must be registered through the Center for Student Involvement and work with the Facilities and Scheduling Office to reserve an appropriate space. Tabling activity is described as activity where recruitment for an event or program happens, flyers and handouts are distributed and/or campaigning for a cause takes place and the like.

For safety, groups are not permitted to block any exit or entry of any campus building, stairwell or elevator. Extension cords should not be in any egress pathways and voice amplification systems may only be used with advance permission of the Center for Student Involvement.