Publicity Guidelines for all Registered Student Organizations

Rationale for Posting Policy
The number of student organizations at GW has grown significantly in the past few years.  Due to the large number of student organizations, it is encouraged that organizations limit the number of posters created for each event. This is encouraged in order to limit the amount of clutter on campus as well as to reduce waste.  In this time where we are focused on sustainability and the environment, it is important to consider how best to advertise events while being aware of the waste created by these posters. Organizations should remove their posters and dispose of them properly by recycling them after the event has concluded.

Standard Operating Procedures
* University buildings are private and in general, publications may not be distributed within the building without permission of the University.
* Events and space must be confirmed before postings are permitted.
* Postings on bulletin boards cannot exceed 11'x17' size.
* No more than one type/style of poster is allowed per event.

Guidelines
* All posters, flyers, palmcards, etc. must have the official GW logo and student organization logo, name/contact information of the organization sponsoring the event (phone, email, website), the date, time, and location of the event, and an English translation of any information in another language. For GW logos, go to http://gwired.gwu.edu/ltp/logos/ .
* All materials may not be displayed until 20 days before the event, and all postings relating to an event must be removed within 48 hours of the event's completion. Posters advertising a seires of events may stay up until the series is completed.
* Materials may be posted only in the following approved areas: Marvin Center posting areas (Ground Floor, H Street Stairwell, 2nd Floor Lobby, 4th Floor), Residence Hall posting areas (Ground Floor Lobby only), Academic Building bulletin boards, Ross Hall and Law School posting areas, Smith Center posting areas and Academic Center windows.
* No posters, flyers, or announcmeents may be attached to unapproved areas, such as: trees, bathroom stalls, doors, sidewalks, benches, walkways, stairs, trash cans, newspaper boxes, recycling bins, GW signs or statues, or the Professors and University Gates.  Posting to painted, wallpapered, plastic, metal, or glass surfaces is prohibited, with the exception of the large glass windows in the Academic Center.
* Postings may not advertise personal messages or promote or emphasize illegal activity, drugs, alcohol, sexual situations, or sexual innuendos.
* Note that some University spaces have their own posting policies; many of these are listed below, but for Duques Hall and 1957  E Street, consult their respective Academic Deans' Offices.
* Posting policy during the Elections season will be coordinated between the Joint Elections Committee and the Student Activities Center.
* Only the sponsoring organization may remove postings from authorized posting locations prior to the start of the advertised event. Student organizations removing other organizations' posters prior to the event advertised for any reason will be referred to Student Judicial Services and may be subject to loss of posting privileges at GW.

Definition of Terms
Personal Messages - any content that are statements of opinion or messages to individuals or groups not connected with advertising an event. Examples include birthday messages, opinions, expressions regarding individuals, etc.
Posting - any form of advertisement that is handed out, hung, left in a public space, etc. that is meant to convey a message, advertise an event or function as any form of PR.

Posting Guidelines for Specific Areas at GW
Advertising in the Marvin Center
* Organizations may not distribure or solicit information on any indoor or outdoor property under the Marvin Center/University Conference's jurisdiction without reserving the appropriate space; those organizations not complying with this policy will be escorted off-campus by UPD. Repeared violations could result in permanent barring from all campus property.  The Marvin Center offers a variety of publicity options including:
-Stanchions are permitted in the lobbies of the Ground, 2nd, 4th, and 5th floors only. Organizations are limited to 3 stanchions per week; all stanchion postings must comply with the poster regulations previously listed. All signs larger than 11"x17" must pave a poster board backing.
-Display advertising space is available on the 1st floor H Street entrance and in the Ground Floor Lobby of the Marvin Center. Advertising in these spaces cannot exceed 8.5"x11" and must be in portrait layout. These postings must be submitted to Marvin Center Scheduling/ University Conferences (204) for approval.
-Elevator Display Cases are available for the advertisement of events occurring within 7 days of the date the advertisement is posted. Organizations wishing to post in these display cases should bring 3 copies of an 8.5"x11" poster, printed in portrait layout, to Marvin Center Scheduling (204) for approval and posting. All posters must adhere to the guidelines listed above.
-Bulletin Boards are located on the Ground Floor, the H Street entrance, the 2nd floor lobby, and throughout the 4th floor. Student organizations can post advertisements on any of these boards. All postings must comply with the regulations previoiusly listed.
-Display Cases are located on the 4th floor for organizations to use for advertising. Cases are scheduled for periods of time ranging from 2 weeks to no more than 6 weeks. All materials must be contained within the display case and the organization name and contact information must also be displayed. Any  materials remianing in the case when the reservation ends will be discarded.
-Palm Cards distributed in any area under Marvin Center jurisiction must adhere to the regulations previously listed. Any organization found to have littered with palm cards is subject to DC fines of up to $5 per card.

Posting in University Residence Halls
* Bring a copy of your poster to GW Housing Programs, located at the John Quincy Adams House (2129 "Eye" Street). The front desk staff will approve the poster, and an "all access" GWorld card can then be signed out. The organization is responsible to go to all GW Residence Halls and post the advertisements. The card must be returned to GW housing by 4:00pm, or a $300 fine will occur.
* The following Residence Halls are approved for posting: the Aston, City Hall, Crawford Hall, the Dakota, 1959 E Street, Fulbright hall, F.S. Key Hall, 2109 F Street, 2034 G Street, Guthridge Hall, International House, Ivory Tower, JBKO Hall, Building JJ Hall, Lafayette Hall, Madison Hall, Mitchell Hall, Munson Hall, New Hall, Potomac House, Schenley Hall, Strong Hall, Thurston Hall, The West End, Clark Hall, Cole Hall, Merriweather House, Hensley Hall, Pelham Hall, and Somers House.

Posting on the Mount Vernon Campus
*To post on Mount Vernon Campus bulletin boards, including Residence Halls, bring 25-30 copies of the poster to Mount Vernon Campus Life (MVCL) in Academic Building 115. Copies can also be left in the MVCL mailbox in the SAC office.
* To post on the Vern Express, bring 15 copies of the flyer to MVCL. Copies can also be left in the MVCL mailbox in the SAC office with a note that they are for the Vern Express. Be advised that 15 copies will accommodate one day of posting on the Vern Express.
* To post palmcards in residents' mailboxes (8.5"x11" or smaller), create 530 copies and get stuffing time approved by Mount Vernon Campus Mail Services (202-242-6660) at least 2 days prior to stuffing. Plan on stuffing mailboxes between 3:30pm and 5:00pm on a weekday. These steps can also be arranged by emailing mvcl@gwu.edu. All previous posting regulations and rules apply, and posters may not be printed on orange paper as this is reserved for UPD emergency announcements.
* Events taking place at Mount Vernon can be advertised on the weekly email to the Campus Listserv, "What's Happening @ Mount Vernon". To have your event included, submit your event information to mvcl@gwu.edu with "What's Happening @ Mount Vernon" in the subject line. Be advised that WH@MV  is sent on Friday mornings. Submissions will not be included unless they are received by 10am on the preceding Thursday. Submissions should include the name ofthe event, date, time, place, cost, email address, phone number and sponsor(s).