Policies

Publicizing

Getting the Word Out
A brief guide to publicity at Marquette.

Posters

All posters need to be stamped by the Office of Student Development before they go up around campus (including to residence halls). The good news is it generally takes no longer than 24 hours. We won’t stamp posters or fliers until the event is approved, so be sure to register the event early.

AXIS-TV

AXIS-TV is the system that publicizes events on AMU screens. Plan ahead because space is limited. Visit the Center for Leadership, Service, and Involvement for details.

Organizations Update

This update is sent to over 750 student organization leaders and advisors via an e mail distribution list. Email the text to the Coordinator for Student Organizations and Leadership to be included in the next email.

Tribune

The Tribune charges for actual advertisements, but sometimes a well written press release with a good amount of advanced warning will encourage one of the reporters to cover your event. Though you pay for advertising, having them write an article is FREE! Also, consider writing a Viewpoints letter to get published a couple days in advance of your event.

AMU Display Cases and Stairwell Banners

The Event Management Office (AMU 245 or (414) 288-7202) is the place to reserve 1st floor display cases and banner space in the main stairwell. Banners should be professionally done. Stop by the Office of Student
Development (AMU 121) for information on how to design a banner that can be printed for free.

Table Tents

For tents in both the AMU and the Residence Halls, be sure to have them stamped by the Office of Student Development (approvals generally take 24 hours.) To reserve space, contact the Event Management Office
(AMU 245) for the AMU, Rick Arcuri (Carpenter Tower 203) for the Residence Halls. NOTE: Unlike the approval of flyers on which only one stamp is necessary, table tents placed in residence halls must be approved
by the Office of Residence Life and the Office of Student Development.

Sidewalk/Classroom Chalking

All chalking is approved by the Office of Student Development. Stop in AMU 121 and fill out a bright pink post-it note with the information you would like to chalk and we’ll review it for approval. Please remember to check with academic departments before chalking their classrooms!

University Calendar

If you would like your event posted on the Marquette University Event Calendar, go to http://www.marquette.edu/cgi-bin/suite/calendar/mucalendar.cgi and click on Free Registration and follow the instructions.

NewsBriefs

NewsBriefs are sent to students via email twice a week during the academic year. An event can be submitted to NewsBriefs at the following website: http://www.marquette.edu/omc/communication/newsbriefs.shtml. Please be aware there are submission deadlines that must be met. The Office of Marketing and Communication reserves the right to select which events are included in NewsBriefs.

Buttons!

Supplies are available in the LEAD Center.

For more information, see additional resource pages in this handbook.

Advertising and Publicity Policies

Various types of posting areas and bulletin boards are provided throughout the Marquette University campus to provide information to students, faculty and staff. The Office of Student Development must stamp all posted materials for approval. This stamp is certification that the sponsoring organization has met the following applicable conditions established by the Office of Student Development. Authorization may be refused if one or more of these conditions have not been met. This authorization is neither an endorsement of the activities nor of the subjective quality of the publicity, but rather allows the sponsoring organization to publicize events
in accordance with these procedures.

Material to be posted must be submitted to the Office of Student Development no later than three (3) working days prior to the proposed date of posting, and events must be approved before publicity can be approved. When posting in any area, local regulations supersede those set by the Office of Student Development. It is the responsibility of the organization initiating the publicity to comply with such regulations.

Students wishing to post advertisements and notices in buildings other than in the AMU facilities are urged to check with the appropriate college or departmental secretaries or building supervisors for rules governing posting in that building or area.

The following must be indicated on all materials to be posted:

1. the full name of the sponsoring organization

2. the time, date and place of the event

3. any entrance fees or costs to participate

Note: For all dances, parties, concerts the following must be on the publicity and tickets: Must have valid college ID, and 18 years of age with proper identification.

Only officially recognized Marquette University student organizations may advertise functions or activities within the campus area. Occasionally, when the interest to Marquette students would be great, small notices, either commercial or from other universities, may be posted if authorized.

Any organization failing to comply with these policies and procedures may lose their posting privileges as well as other privileges for a stated period of time. In addition, the organization may be charged the cost for the removal of the posters from the unauthorized location(s)

1. Posters must be removed within 24 hours of the completion of the event.

2. Activities which are open to members and non-members of the organization may be publicized through general advertising media. However, notification of a meeting or event that is only open to organization members should be made by mail or by announcement at meetings.

3. Flyers and posters must be confined to bulletin boards and designated posting areas, such as kiosks, classroom announcement boards with faculty approval, and posting boards. Posting on walls, windows, doors, sidewalks, fences, buildings and grounds is strictly prohibited and all publicity placed there, with or without an approval stamp, will be removed. There may be only one poster or flyer publicizing a given activity on a bulletin board.

4. The maximum allowable size for posters is 11 x 17 inches. The Office of Student Development may grant special consideration for special events that may require larger posters.

5. Posters for Milwaukee, State, and Federal elections must conform to the stated posting requirements, including the student organization’s sponsorship. (See Sponsorship of Non-University Political Activities for more information).

6. College, Hall Council, RHA, and MUSG general election campaign posters need not be approved, but they must meet all other criteria specified for posting. While campaign materials for all-university general elections may be distributed throughout the university, it is required that individual college elections be publicized only in those buildings used by the college holding an election. (Buildings considered to be part of the College of Arts and Sciences: Cudahy Hall, Johnston Hall, Marquette Hall, Wehr Life Sciences, Todd Wehr Chemistry, and Lalumiere Language Hall).

7. If a student organization wishes to distribute literature within the AMU, a lobby table may be secured through the AMU Event Management Office. A single copy of each item to be distributed must be submitted to and approved by the Office of Student Development at least five (5) working days prior to the proposed distribution of materials (See Policy on the Distribution of Non-Academic Literature for more information.)

8. Banners may be displayed on campus and in the AMU only in certain designated areas. Reservations for banner space should be made well in advance by contacting the Event Management Office.

9. If commercial posters are to be used, only those specifically designed for Marquette University will be permitted to be posted. All commercial posters must comply with all Advertising and Publication Procedures.

10. No posters will be approved advertising or implying the sale or use of alcoholic beverages.

11. Table tents in residence halls must be approved through the Office of Residence Life AND the Office of Student Development. (See Advertising with Table Tents policies in this handbook).

12. Any organization wishing to chalk sidewalks and walkways must submit a written copy of the proposed chalking message for approval to the Office of Student Development at least 4 working days prior to the proposed date of chalking. However, chalking is not allowed on the sidewalk between the AMU and the Parking Structure, within 50 feet of any door, under any overhang (i.e. Olin Engineering or the AMU/Weasler walkway), on every sidewalk block or on any wall.

13. All advertising and publicity that contravenes the moral teachings of the Catholic faith or is contrary to Marquette’s Jesuit mission and philosophy will not be approved.

Marquette University Logo Usage

There are guidelines for using the Marquette University logos, including the Marquette Logo, Seal, Eagle, and Athletic Monogram. Student organizations may not use these logos without express permission from the Office of Student Development to do so. Please refer to the Office of Marketing and Communication website for further information: http://www.marquette.edu/omc/styleguides/logos.shtml. All recognized club sports are welcomed and encouraged to use the MU monogram for their teams. The monogram may not be used by intramural sports teams or divisions of the university not directly related to intercollegiate athletics (Only Marquette varsity and recognized club athletics may use the monogram logo).

When using the monogram, teams must adhere to the guidelines that have been put in place:



Chalking Announcements on Campus

Any organization wishing to chalk sidewalks and walkways must submit a written copy of the proposed chalking message for approval to the Office of Student Development at least three working days prior to the proposed date of chalking.

When chalking on campus, please remember: If you are already submitting a flyer for your event, and the message you plan to chalk is identical to what is on the flyer, simply notify the front desk staff. No additional submissions are required.

Printing Posters through the Office of Student Development

The Office of Student Development will print posters for any registered student organization at no cost to the organization. Printing generally takes five working days to complete, and the following limits apply:

1. Quantity is limited to the number of residence halls (9), university owned apartments (2), and easel, banner, and display case space reserved in the AMU (1-5).

2. Residence hall posters can only be 11 x 17 inches, though exceptions may be granted in special circumstances.

3. OSD will not print flyers, tabletents, and posters for academic buildings. To request printing, an organization must fill out a Student Organization Publicity Work Order. No posters will be printed until an event is approved. Files should be emailed to Danny Manson (danny.manson@marquette.edu) in PDF or jpeg format.

Hosting Web Pages on the Marquette Site

Student organizations may host a web site on a Marquette server or through an external server. Please note that the Office of Student Development does not provide web design services, only the space to host the site.

Host Your Organization’s Site on the Marquette Web Server

Any student organization that wishes to have a homepage linked with the Marquette University homepage in conjunction with the Office of Student Development and other student organizations must complete a Student Organization Homepage Agreement form (located in AMU 121 or online at http://www.marquette.edu/osd/organizations/forms/Homepage_Agreement.pdf). The homepage creator agrees to read and abide by the rules, guidelines, and policies set forth in the Guidelines for Official Student Organization Homepages and the Marquette University Web Publishing Guidelines for Official Homepages. This policy can be found at the following website: www.marquette.edu/upp/documents/upp1-21.pdf. Failure to abide by these policies can result in having your organizations pages pulled from the server, and further disciplinary action may result. Once the Student Organization Homepage Agreement form has been completed, the organization’s web page creator will be contacted by Danny Manson, Student Affairs Communications Coordinator, to discuss the next steps in publishing your organizations website.

Host your Organization’s Site Externally

If your recognized organization’s web site is hosted through an external host (such as Shutterfly or GoDaddy), contact the Office of Student Development to request that your site be linked to the Office of Student Development’s organizations page.

To ensure that student organization pages continue to be updated and accurate, those organizations with web pages linked to the Office of Student Development and University web sites are required to submit a Web Page Agreement Form annually.

Those organizations who have not completed a new Agreement Form by October 1st will have their links removed until an Agreement Form is submitted.

Posting Flyers in the Rec Center

Flyers posted in the Rec Center and/or Rec Plex may be posted by Rec Center/Rec Plex staff only. Bring 5 copies (three for the main hallway and one for each locker room) of your approved publicity and give it to the
front desk. They will post the flyers for you.

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