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Introduction

Organization Policies

- Student Organization Standards
- Advisory Boards
- Access to Benefits Policy
- New Club Program

Planning Events: Policies and Information

- The Planning Process
- Space, Services, & Equipment
- Publicizing Policies
- Post Event Responsibilities

Financial Policies

- The Fiscal Facts of Life

Account Codes

Vendors

Downloadable Forms

- Purchase Order
- Expense Voucher
- Petty Cash Reimbursement
- Journal Voucher

Student Organization Guide
2006-2007

Publicizing Policies

Introduction

Georgetown University encourages the community to promote their events and activities responsibly through a full range of available media.  These information and communication outlets include flyers and posters on bulletin boards, chalk messages in Red Square, banners, newspaper ads and calendars, webpages, the University electronic calendar, University radio and television stations, information tables in Red Square and the Leavey Center, and word of mouth.

Communication and publicity should be conducted in a manner that is respectful of others’ rights to share information and recognizes one’s part in the University community.  The foremost issue in this policy is the safety and security of the University community and visitors.  Georgetown also strives to be environmentally responsible.  Many of the restrictions exist to ensure safety and respect for all.

Only members of the Georgetown University academic community may hang posters or distribute handbills and pamphlets.  No student organization other than one granted access to University benefits may use Georgetown University in its name, or for any other reason except to identify the location of an event.

Interior Flyers and Posters
Posters and flyers: No more than 150 flyers may be posted for any event.  All posters and flyers placed on campus inside buildings must be in compliance with the following guidelines:

1.  All materials to be posted on campus may be placed only on unenclosed public bulletin boards or kiosks.  People may place only one flyer/poster per bulletin board to allow for ease of reading and to give others equal opportunity to post.  Flyers/posters should never be hung where they cover up any previously posted current materials.  Departmental bulletin boards are not intended for public announcements and may be used only by the appropriate department or school.

2.  Due to the distinct nature of some locations, specific requirements are posted at those sites.

3.  If posting in inappropriate locations results in damage to University property, restitution will be required from the responsible party.

4.  Interior bulletin boards exist in the following Main Campus locations: Leavey Center, Intercultural Center, Reiss Science Building, Walsh, New North, and Old North.  Residence halls also provide bulletin boards for general announcements.

5.  Due to fire and safety codes it is illegal to post flyers in stairwells and on doors.          

Exterior (outdoor) Flyers and Posters:
1.  Flyers and posters may be posted at outdoor locations up to one week before an event.   The flyers and posters should be removed immediately following the event.

2.  Materials may be posted only on walls (not windows and doors) and only in designated areas: Red Square (not on walls adjacent to the ICC main entrance), Darnall, New South, Alumni Square, and at the arches of Henle.  Flyers and posters should be posted using only masking tape.

3.  Lamp posts: Flyers/posters may be placed only within specially defined and designed places on the posts and may not be taped to the lamp posts.

4.  Flyers may not be posted on trees, benches, recycling or trash containers, on Healy Gates (or the Gatehouses), or on the pavement (including all sidewalks, streets, Red Square, etc.).

5.  Removal of flyers:  Individuals must remove their flyers/posters following an event.  Grounds staff will remove all exterior flyers/posters every Monday  before 10 a.m.

6. No flyers may be taped to pavement.  Besides being very difficult to remove, it is a serious safety hazard.  Fliers will be levied.

 Copying

SAC
Student groups may use the copier in the SAC office by submitting the flyer in the SAC office and filling out the photocopy log. When a SAC Commissioner has fulfilled your request the fliers can be found in your mailbox in the SAC office.

Lauinger
Obtain an Interdepartmental Invoice (II) to get copies made at Copying Services in Lauinger Library.

Kinkos
Obtain a card from CSP to be used at Kinko’s. CSP has an account at the store.  Make sure that you record your group’s name on your receipt & return the receipt and the card to CSP  within 24 hours to ensure that the store gets paid.

Chalking
Chalking is only permitted on the brick pavers of Red Square.  The chalk must be water-soluble “sidewalk” chalk which wears away with water or foot traffic.  Chalking on the exterior walls of any campus building (academic, administrative or residential) is prohibited. 

Banners
Banner space exists on the Leavey Center (4 banners), on the tall fence by Reiss (4-6 banners), and at Red Square (2 banners).  Banner space may be reserved by the week through the Office of Campus Activity Facilities (1507 Leavey) using the online reservation form at ocaf.georgetown.edu. 

Campus radio and television:
WGTB, the campus radio station (202-687-3702), and GUTV, the campus television station (202-687-GUTV), offer opportunities for publicity and promotion including ads, public service announcements, and special interest pieces.

Campus newspapers
Publicity and promotion can occur by utilizing the campus newspapers through advertisements, stories, and a weekly calendar.  The weekly calendar is offered free of charge by The Hoya (202-687-3415), and The Voice (202-687-6780) offers free unclassifieds.

Table Tents
Table tents are limited to one organization per day in the dining halls.  You must get prior approval from Martha Swanson in 316 Leavey Center (202-687-3704).  You may reserve space in advance.

Handbills and Pamphlets
Handbills and pamphlets may be distributed at any location on campus except classrooms or offices in use.  When handbill distribution is associated with a particular event, whether indoor or outdoor, the location of indoor handbill distribution may be restricted on occasion to preserve safety and security at events and convocation, but distribution in these cases may not be wholly prevented or unnecessarily restricted.  

Technology
Technology offers many underutilized alternatives for communication and publicity.  Technology is usually free and reaches a broad audience.

Email: If an event has appeal for a specific population (i.e., the members of a student organization, a class), an email listserv may be utilized to promote the event.  The email message will reach the people most likely to attend.  Mass emails are not acceptable.

Webpages: Individuals and groups can create a webpage to promote their events or their group. Webpages can be informative and interactive.  For more information on this option, contact www.georgetown.edu/uis/web.

Online Calendar: This allows your organization to maintain a calendar presence on the web, and input and update event information yourself. Establishing a calendar for your organization is easy; just follow these steps:

- Appoint one person in your organization to maintain the calendar.

- Have that person apply for an account with University Information Services at

            http://data.georgetown.edu/calendars/requests.cfm

- Events in your organization’s web calendar are automatically listed in the Master Calendar, unless you opt otherwise.

Broadcast Email: CSP sends out a Broadcast email every Tuesday to all students. A link can be found on our home page.