Publicity policy

Bluffton University encourages creative and effective promotion of university-sponsored events and information relevant to the campus community. In order to meet promotional needs and honor our community of respect while responsibly sharing available campus space the following policies relate to the posting of publicity and other notices on the Bluffton campus. These polices may not necessarily address every situation. Please contact the office of student involvement at involvement@bluffton.edu for additional information.

General policies

    • All publicity must have the contact information (email & department or organization name) for the sponsoring group or organization clearly printed on the publicity.
    • Publicity may range in size with posters no larger than 11x 17-inches. (See Banner policy for exceptions to the size requirement)
    • Publicity may NOT be posted on doors, glass, parked cars, trees or other plant life.
    • Publicity found in undesignated areas or violating policy will be removed.
    • Posters may be displayed 10 days in advance of a planned event, although special arrangement may be made if necessary.
    • Organizations or individuals are responsible for removing all publicity within 24 hours after the event. Non-event specific postings will be removed at the end of each semester.
    • All publicity that is intended to be displayed off-campus must be planned in consultation with the public relations office, 419- 358-3244. All off-campus publicity must be approved by public relations office.
    • Violations of the publicity policies may lead to fines and a suspension of publicity posting privileges.
    • Any publicity from outside of Bluffton University must be consistent with the values, mission and expectations of Bluffton University and not in competition with university-supported businesses.
       

Chalking policy

    • The use of chalk for publicizing events is limited to university sidewalks.
    • Only chalk that can be easily removed with water is permitted.
    • Chalk may not be applied to buildings, any vertical surface, under the overhangs of any buildings or within 10 feet of a building entrance.
    • Organizations or individuals are responsible for washing off chalk within 24 hours after the event.

 

Banner policy

    • Large banners may be used for publicizing events.
    • Locations are limited and must be approved by the office of student involvement and/or other university departments.
    • Banners may not be hung from the exterior or draped from a window or doorway of any residential building.
       

Reservable space policy

  • Several spaces are reservable for any official university organization or department. These spaces include the Upper Hallway Bulletin Boards, Bob’s Place Windows and Entryway Easels. Specific policies related to these spaces:
    • UPPER HALLWAY BULLETIN BOARDS
      • Bulletin Board reservations are limited to 2 weeks (exceptions may be made by the director of the University Event Complex or designee).
      • The reserving party is responsible for removing all materials at the end of the reservation period.
    • BOB'S PLACE WINDOWS
      • The windows in Bob's Place may be may be painted to publicize campus events or other information to the campus community within the following guidelines.
      • There are 2 sections of windows that can be reserved. The SOUTH windows are those windows at the game room end of Bob s Place. The EAST windows are those that run along the sidewalk and Little Riley Creek. Please make sure you know which windows you have reserved BEFORE you paint.
      • Windows may be reserved for up to 2 weeks.
      • Windows may only be painted with water-based paint.
      • The windows must be washed within 24 hours after the event.
      • Windows should be washed with soap and water. A bucket, soap, sponge mop, squeegee and scraper can all be provided by University Event complex staff. Please make arrangements with a University Event Complex custodian.
      • Please make sure that all paint is cleaned off of windows and window sills.
      • There will be a $50 cleaning charge assessed to the reserving organization if the above expectations are not met.
    • ENTRYWAY EASELS
      • An easel inside an entrance to Marbeck Center may be reserved to publicize campus events.
      • Easels may only be reserved for a 24 hour period prior to the start of an event.
  • Spaces may be reserved through the university reservation system at the Marbeck Center Information Desk, at marbeck@bluffton.edu, by phone at 419-358-3216 or online at www.bluffton.edu/marbeck/reservations.html.
     

Channel 2/Forum/Chapel publicity policy

  • Official university organizations or departments may publicize events and activities on the university cable Channel 2, in Forum and Chapel.
  • All Channel 2/Forum/Chapel publicity must be submitted in PowerPoint slide format.
  • All Channel 2/Forum/Chapel publicity must have the contact information (email & department or organization name) for the sponsoring group or organization clearly visible on the slide.
  • Channel 2 slide submissions should be sent to the assistant director of the University Event Complex.
  • Forum slide submissions should be sent to news@bluffton.edu.
  • Chapel slide submissions should be sent to the campus pastor
     

Mailbox stuffer policy

  • For the purposes of the policy regarding the placement of stuffers in student, faculty or staff mailboxes in Marbeck Center, a stuffer is defined as unaddressed (no name & box number) campus mail that is designated to be placed in all mailboxes or large groups of mailboxes.
  • Only stuffers or surveys from Bluffton University student organizations, academic departments or administrative offices will be placed in mailboxes through the campus mail system.
  • Stuffers must be no less than 3 inches (7.5 cm) on any one side. (Exception granted for surveys)
  • Surveys will only be distributed if they are part of a Bluffton University academic course assignment or approved by the administration.
  • All surveys must be approved by the Bluffton University Institutional Review Board (IRB). Written approval must be provided to the director of University Event Complex.
  • The director of University Event Complex or designee must approve all stuffers.
  • Individual area businesses will not be allowed to have stuffers placed in mailboxes. They may request to have materials placed in a common area for distribution to the campus community.
  • Area churches are allowed one stuffer per academic year.
     

Commons table policy

  • Limited publicity may be placed on the tables in the Commons by any official university organization or department.
  • All publicity must be approved by the director of the University Event Complex or designee.
  • Table publicity is limited to a 48 hour time period and no more than 2 pieces of publicity will be approved for the same time period.
  • Bluffton Dining Services uses the napkin dispensers to publicize their own events and programs, but may allow campus organization to use on a limited basis. Organizations interested in placing publicity in the napkin dispensers should contact Bluffton Dining Services at 419-358-3703. Additional policies may apply.
     

Department bulletin boards

  • Academic departments may have additional policies and limitations on department bulletin boards.
     

Publicity in residence halls

  • Promotional material in residence halls may only be displayed in designated areas for events that are directly related to student life. These designated areas will be communicated for each building by the hall director of that space.
  • The promotional materials must be displayed by students directly involved in the event.
  • No promotional materials are to be placed on any external doors or any other location in the halls except the approved areas.
  • Any exceptions for external events or locations must be approved by the director of residence life.
  • All promotional materials must be taken down within 24 hours of the conclusion of an event.
     

Exceptions to these policies may be granted in special situations by the assistant dean of students. Building maintenance, faculty and other staff will enforce the policies regarding placement of all publicity.

Chanel 2/Forum/Chapel publicity policy

  • Official university organizations or departments may publicize events and activities on the university cable Channel 2, in Forum and Chapel.
  • All Channel 2/Forum/Chapel publicity must be submitted in PowerPoint slide format.
  • All Channel 2/Forum/Chapel publicity must have the contact information (email & department or organization name) for the sponsoring group or organization clearly visible on the slide.
  • Channel 2 slide submissions should be sent to the assistant director of the University Event Complex.
  • Forum slide submissions should be sent to news@bluffton.edu.
  • Chapel slide submissions should be sent to the campus pastor

Some policy language used from the Calvin College publicity policy.