Policies & Procedures
Policies & Procedures / Posting Policy

Posting Policy

Purpose: 

These posting guidelines are designed to support the advertisement of University and community events, initiatives, and requests in any university property, while also ensuring compliance with fire codes, reduction of surface damage, and clean-up costs. Postings in academic spaces fall under academic guidelines found outside this policy.

Definitions Related to this Policy:

Academic Spaces means spaces overseen by faculty for academic purposes (e.g., classrooms, labs, shops, theatres, and galleries).  In Salem, academic spaces include department hearths and any department designated bulletin boards. At PNCA, this also includes public hallway areas used for academic critique work. 

Banners means large format signage that advertises an event or initiative by a recognized student organization, administrative office, or academic department that requires hanging or a large area of space to post.

Community Bulletin Boards means bulletin boards designated by these guidelines for postings by a university affiliated organization, department or individual or approved external entity. 

Department Bulletin Boards means bulletin boards overseen by a department for that department’s use and requires department approval for posting.

Digital Media means announcements in a digital file format to be displayed on university digital media screens. 

Postings means flyers, posters, banners, chalking and digital media that are advertising university or community events, initiatives, and requests. 

Sponsoring Organization means the University-affiliated entity or approved outside entity that is organizing the event or initiative being publicized via a posting.

Policy: 

  1. Approval for Posting and Banners - Recognized University student organizations, offices, departments, and individuals may post advertisements for events, initiatives, and announcements without prior approval in accordance with this policy. Requests from University groups to post Banners or from external organizations to post on campus require prior approval. Approval requests should be directed to the following:
    1. On the Salem main campus, Office of Student Engagement and Leadership,  student-engagement-group@willamette.edu
    2. Law School, laws-comms@willamette.edu, law school room 412
    3. PNCA, Office of Student Affairs, pnca-student-life@willamette.edu
    4. Graduate and Professional Center (GPC), gpc_info-group@willamette.edu 

  2. Print Posting - On the Salem campus, Postings may be placed on Community Bulletin Boards and windows in the Bistro and in Montag. The poster distribution route indicates the location and number of Community Bulletin Boards in any given building and the location of the staff member who will post flyers. Some Department Bulletin Boards may be reserved for authorized personnel to post. At PNCA, Postings may be placed inside and around the outside of the elevators (but not on elevator doors), common areas in the Glass building, and the student lounge. GPC posting locations should be discussed with the GPC administration office.
    1. Postings are limited to one Posting per bulletin board or approved area. 
    2. Posting content must not contain language that advertises alcohol (e.g. drink or pitcher specials, kegs, etc.), promotes violence, or threatens, demeans, or harasses individuals or groups.
    3. Event advertisements should display the following information on the Posting or list a QR code, TinyURL, or comparable service if applicable: sponsor contact information, event description, date, time, location, cost, and instructions for requesting accommodations.
    4. Postings must be affixed to bulletin boards with thumbtacks, pushpins, regular staples, or blue tape if posting on approved walls. Using masking tape, paste, glue, spray adhesives, nails, heavy gauge staples, or other metal fasteners for posting is prohibited.  
    5. Postings are not allowed in the following locations or areas:
      • Fire or safety equipment
      • Inside elevators or on the walls outside and around the elevators on the Salem campus ( this is allowed at PNCA)
      • On elevator exterior doors
      • Exterior of any building
      • Trees
      • Light posts
      • Pillars
      • Sidewalks
      • Fences
      • Trash cans
      • Lockers
      • Public exits or exit signs
      • Restrooms (with the exception of pre-approved Postings, e.g. safety information, “The Toilet Paper”)
      • On vehicles
    6. Postings placed over other flyers or on displayed artwork will be removed.

  3. Banners - Recognized University student organizations, offices, and departments may hang Banners for advertisement of events with prior approval (see above for approvers).
    1. Requests should be made at least one week prior to the desired display date. The average size of Banners should be no larger than 3’ x 8’ or what is appropriate for the approved location. 
    2. The request should include the desired start and end date to be hung, a photo or description of the Banner for approval, and the requested location. 
    3. The sponsoring club or organization is responsible for installing and removing the Banner for the dates approved.
    4. Banners should be constructed of material appropriate for the weather (if being hung outside) or location, and include grommets in the corners for secure hanging. 
    5. All Banners must be hung at a height to not obstruct the flow of traffic or interfere with access.

  4. Sidewalk Chalking - University affiliated departments, organizations, and individuals may use chalk on sidewalks under the following conditions:
    1. Chalk must only be used on non-brick sidewalk areas in the interior of the Salem Campus or the steps of the 511 building at PNCA. 
    2. Only water-soluble chalk may be used. 
    3. Chalking that appears on unauthorized areas (i.e., on buildings, statues, structures) will be removed.
    4. Sidewalks on the perimeter of the Salem, PNCA, and GPC campuses are public right of way, managed by municipal and state road and transit authorities. Chalking in those areas would be subject to the regulations on public property. The PNCA parking lot is managed by the Portland Parks Department.

  5. Open Expression Space - On the Salem campus, the white glass walls outside of Ford Hall are maintained as an open expression space. Only erasable markers should be used. The walls will be cleaned at least once a month to make room for new expressions and, as needed, to advertise special events. At PNCA, the exit stairwells on the west and east sides serve as an open expression space. The use of spray paint is prohibited. Statements that violate university policies as determined by University officials (i.e., harass, threaten, defame, or target individuals or groups) will be removed.

  6. Posters On Easels - Sponsoring organizations may use display easels only on the day or week of the event(s) (if displaying a week of events). Easels may not block access to elevators, door/entrance ways, and egress or emergency exits. Accessibility to entrances, doorways, and hallways must be considered when placing easels. The University reserves the right to relocate or remove easels which limit accessibility or otherwise do not comply with these guidelines. The University is not responsible for easels left unattended.

  7. Social Media - All social media posts must follow the University Social Media Policy.

  8. Digital Media Posting - In Salem, University sponsored organizations can display community announcements, services, and events on digital screens located in the University Center, the Montag Center, and Ford Hall. The Sponsoring Organization is responsible for creating the Posting for display; the content must follow all policies outlined in the print posting section.
    To post digital messages in the University Center or Montag Center monitors, files should be emailed to the Office of Student Engagement and Leadership at student-engagement-groups@willamette.edu at least 72 hours (or three business days) in advance of the desired display date. To post digital messages in Ford Hall, files should be emailed to the Digital Learning Studio at digital-learning-studio@willamette.edu. Flyers should be 1920 x1080 pixels (16:9 ratio) and be gifs, pdfs .JPG, or .PNG file types. Short mp4 videos (20-30 seconds) can also be accepted. Please include the beginning and end dates that the content should be displayed. Postings will be displayed for a maximum of two weeks.

Effective Date: April 7, 2025
Responsible Person/Primary Contact: Vice President for Student Affairs
Responsible University Office: Academic Affairs