Publicity Planning
A-Frames
- Also known as Sandwich Boards.
- A-Frame Reservation Guidelines Form
- Only events sponsored by registered student organizations and university departments may reserve space.
- Event Planning does not provide A-Frame boards nor will it accept responsibility for lost, stolen or damaged boards.
- The sponsoring organization must place and remove the A-Frame.
- A-frame boards can be no larger than 3’ wide and 5’ tall.
- A-Frame reservations are for one week from Tuesday to Monday with only one per a location and no more than three locations at a given time.
- A-Frames cannot block walkways, doorways or be placed under building overhangs.
- A-frames may not be placed on tables/chairs located in the approved placement location.
- All advertising, sales and solicitation policies apply.
- To reserve A-Frames please come into the Event Planning Office.
Information Booths
- There are 3 indoor Information Booths in Squires Student Center.
- Two (Information Booth A and B) are located on the first floor on either side of the Squires Information Desk and one (Haymarket Information Booth) is located on the second floor outside of the Haymarket Theatre.
- The Haymarket Information Booth is included with the reservation of Haymarket Theatre.
- There is a TV/VCR mounted inside each Information Booth and is free to use for those with Information Booth reservations. (Please see information on Copyright.)
- Bake Sales in Squires Student Center are not permitted in Information Booth A. (See information on Bake Sales.)
- Verbal Solicitation is not permitted.
- Information Booth activities must be confined to the booth and may not extend into the common areas.
- Reservations for Information Booths are accepted in the Event Planning Office as a normal reservation request.
- All Information Booths have electrical outlets.
Sales and Solicitation
- Sales activities that are occasional, non-continuous and specific in purpose may be approved for designated areas. Recurring activities are prohibited.
- Sales must be conducted by registered student organizations for the benefit of that organization or for a charitable group associated with the organization (such as a philanthropy). Sales for personal gain or commercial purposes are not permitted.
- Merchandise for sale with the Virginia Tech name or logo must be pre-approved by the Licensing and Trademark Office of Virginia Tech.
- Sales will be subject to such limitations as the approving office prescribes.
- Bake Sales are permissible providing all products are baked by organization members or are purchased from a commercial entity for resale. Advertising for the commercial producer is prohibited. Beverages are prohibited in connection with bake sales. Bakes Sales in Squires Student Center are not permitted in Information Booth A.
- Commercial activities without University affiliation are prohibited.
- Informational activities by groups without a University affiliation are prohibited in public areas.
- For more information, please see the Sales & Solicitation Guidelines.
- For more information, please see University Policy 5205.
- All advertising, sales and solicitation policies apply. For more information, consult the Event Planning Office or the Hokie Handbook
Advertising
- The advertisement, publicity, sign, banner, flier or literature must be in good taste and appropriate for its intended purpose.
- The name of the sponsoring organization, the meeting or the event date, the time and the location must be printed in English and prominently displayed. Writing not in English must feature an English translation.
- Only approved/confirmed events may be advertised.
- A non-university-affiliated entity can only appear on posted literature if they are co-sponsoring a campus activity or event with a registered student organization or university department.
- Promoting the sale or consumption of alcoholic beverages on campus or advertising alcoholic beverages in university publications is NOT allowed.
- No fliers or advertisements are to be placed under or distributed via residence hall doors.
- Markings on walkways, roadways or other structures on campus with chalk, paint, or any other material is not allowed.
- Advertisements cannot be placed on the windshields of vehicles parked on university-owned or leased property or in any university parking lot.
- The distribution of advertisements or literature must be accomplished in such a manner as to avoid litter or disruption.
- Non-university groups may not advertise on campus.
- Postings in Squires and Johnston Student Centers must be pre-approved by the building Information Desk attendant prior to placement.
- For more information, please see Advertising on Campus and Campus Advertising Avenues
- A more complete listing of University advertising guidelines is available in the Event Planning Office and in the Hokie Handbook
Banners
- Banner Space Guidelines & Request forms are available in the Event Planning Office.
- Banners may only advertise events sponsored by registered student organizations or University departments.
- With the exception of the Squires Atrium, all banners are hung for a minimum one-week period, Tuesday through Monday. The maximum hanging time is two weeks at one location with no more than two locations at one time.
- Banners in the Squires Atrium are permitted only in conjunction with a major venue reservation and must meet specific dimensions and regulations. Please see the Banner Space Guidelines & Request for more information.
- Event Planning will not be responsible for lost, stolen or damaged banners.
- Damage to buildings that result from a banner being hung or removed incorrectly or from any inappropriate materials used to make the banner are to be repaired by University personnel only. All costs associated with the repair will be charged directly to the sponsoring organization/department. Please see Tips for Hanging Banners at Virginia Tech for helpful information on banner hangings for specific campus buildings.
- Banners must meet specific facility dimension requirements to be hung. Please refer to the “Making Your Banner” section on the back of the Banner Space Guidelines & Request.
- All advertising, sales and solicitation policies apply.
- To reserve Banner space please come into the Event Planning Office.
- The sponsoring organization must place and remove the Banner with the exception of Squires Student Center or McBryde Hall. Banners for Squires Student Center or McBryde Hall must be turned into the Event Planning Office by Monday at 3:00pm
Display Cases
- 12 Display Cases, all located in Squires Student Center, are available to registered student organizations and University departments to advertise events and services.
- Display Case requests can be made as late as the day the organization wishes to begin the display, assuming space is available. Due to the limited number of cases, it is recommended that sponsors make requests a minimum of 4 weeks prior to the date they wish their reservation to begin.
- Display Case reservations will be for a minimum one-week or maximum two-week period beginning each Tuesday at 3:00pm. The case must be cleared by noon on the Monday the reservation ends.
- To reserve Display Cases please come into the Event Planning Office
- If a Display Case items are not removed by noon on the Monday the reservation ends, the Sponsoring Organization will be charged a $20.00 cleaning fee.
- Display Cases are limited to one case per sponsor/event at any given time.
- Display Case dimensions are 37”x 61”.
- Display Cases must contain a substantial display. A poster or flyer does not constitute a substantial display.
- Food and beverage, weapons, alcoholic beverage bottles, materials that may be considered offensive or items of a questionable nature are not permitted in Display Cases.
- Display Cases must be in good taste, suitable to the purpose, and must clearly display the name of the organization reserving the space. Access to the display case is available only during Event Planning office hours.
- All advertising, sales and solicitation policies apply.
- For additional information, please see the Display Case Guidelines.