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General Event Guidelines
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Advertising Guidelines
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Reservation Guidelines
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Solicitation in the SAC
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General Event Policy & Guidelines
Events that are to be held on campus and/or are funded (in whole or part) by University funds must be registered with the Office of Student Involvement at least 21 days in advance of the event. Organizations that fail to register their events may have their reservations cancelled.
DPS Guidelines
The University may require that at least one Department of Public Safety (DPS) officer is present at events that meet one or more of the following criteria:
· Take place on campus (Belknap or Health Science)
· Are funded in any way by University funds (SGA funding, CPC, co-sponsorship with a department, etc.)
· If the expected attendance exceeds 100 people
· If it is advertised to the general public
· If it is a party or dance open to the general public
· If it is an evening event after 6 pm
Events with Alcohol
The Alcohol Policy applies to any event ON CAMPUS including Papa John’s Stadium and the University Club, or at Off campus events sponsored by or funded in whole or in part by the University.**
** These guidelines currently do not apply to Organization sponsored tailgates. The tailgates are expected to comply with Athletic policies on tailgating as well as local and state laws.
The full Alcohol Policy can be found on the Dean of Students website at:
http://louisville.edu/dos/students/studentorgnizations/alcohol-policy
Weapons Policy
Possession or storage of a “deadly weapon” or “destructive device” is prohibited on any University of Louisville campus or in any facility owned, leased, or operated by the University. This policy applies to University housing, University parking areas, and private vehicles parked or operated either on campus or at any off-campus facility owned, leased or operated by the University. This policy shall not apply to police officers directly employed by the government, to Federal agents, or to ROTC equipment. The Chief of the University Police department may grant exceptions to this policy in writing for the convenience of the University.
“Deadly weapon” as applied in this policy is:
1. any weapon from which a shot readily capable of producing death or serious physical injury may be discharged;
2. any knife other than an ordinary pocket knife;
3. billy or nightstick;
4. blackjack or slapstick;
5. nunchaku karate stick;
6. shuriken or death star;
7. artificial knuckles made from metal, plastic or similar hard material.
A “destructive device” means any explosive, incendiary, or poison gas bomb, grenade, mine, rocket, missile, or similar device and includes the unassembled components from which such a device can be made.
Any University faculty, staff, student, or administrator determined to have violated this policy is subject to disciplinary action, up to and including termination or expulsion, under procedures of The Redbook, Staff Handbook, and The Code of Student Conduct.
Information Tables/Guidelines for Table Set-ups in the SAC
The University of Louisville Swain Student Activities Center has set aside areas in the Student Activities Center for RSO’s, Staff Organizations and University Departments to set-up tables to promote their organizations. These areas will be reserved and administered by the Office of Student Involvement at http://louisville.edu/studentactivities/forms/reservation/view under the following guidelines:
Speech and Literature Distribution Procedures
The University of Louisville will allow a group of up to five off-campus persons from one organization at any one time to distribute literature on campus. Up to two off-campus persons from one organization are allowed to speak publicly on campus at any one time.
Required Registration Process:
Organizations or individuals external to the University of Louisville must complete and submit a required Registration Request Form to the Office of the Dean of Students and the Office of Public Safety, before 5:00 p.m. at least five full business days prior to the date requested on the Registration Request Form. Forms can be completed online at http://campuslife.louisville.edu/cloffice/speach/speachrequest.html. or in person at the Office of the Dean of Students in room W301 of the Student Activities Center. Office hours are 8:30 a.m. to 5:00 p.m. Monday through Friday. Electronic registrations will be routed to both the Dean of Students Office and the University of Louisville Police Department simultaneously. Electronic registration is available around the clock but must still meet the 5:00 p.m. deadline for date requests.
The University will provide security if it deems that the speaker or distributor of literature may engender a strong or hostile response. The University is not liable for any injury or destruction of property the individual or organization may incur as a result of the lack of failure of any such security measures.
Public Area
Public areas include the grass and sidewalk areas of the University and do not include buildings and outdoor instructional, athletic or sports venues.
Place
The University has identified campus locations where public speakers and distribution of literature will be permitted. All non-student speakers and distributors of literature will be assigned to those areas.
Manner
Because of the proximity of public areas to classrooms, no amplification is permitted.
The University requires that public speech and discourse on campus shall be civil. Defamation, incitement to violence, obscenity, and illegal speech (as defined below) are prohibited. An essential value of higher education is learning how to separate substantive argument from personal offense and how to express even the deepest disagreements within standards of civility that demonstrate mutual respect, understanding, and sensitivity to the diverse populations of the University community.
Speech
Individuals are allowed to express their views on any topic, provided that they neither impinge upon the equal rights of others nor interfere with the educational process of the University.
Literature
Literature means any printed material, including any newspaper, magazine or other publication, and any leaflet, flyer, or other informal printed matter intended for distribution or actually distributed to members of the campus community.
Date and Time
The registration form will allow the individual or group to propose the date and time of a visit of up to three hours. Distribution of literature and public speaking will occur during weekday business hours, 9:00 a.m. – 5:00 p.m., when most students are on campus. The University reserves the right to substitute another date and time frame. E-mail shall be considered the preferred form of communication between the University and the requestor, so that a written record of all communication is maintained.
Obscenity
No person or organization shall distribute or display on the campus any writing or visual image that is obscene, as defined in KRS 525.010 or successor provisions, and is within the constitutional definition of obscenity as set forth in decisions of the United States Supreme Court.
Defamation
No person shall make, distribute, or display on the campus any statement that defames any other person. A statement unlawfully defames another person if it is false, if the false portion of the statement injures the reputation of the other person, and if the speaker has the constitutionally required state of mind as set forth in decisions of the United States Supreme Court.
Incitement to imminent violations of the law
No person shall make, distribute, or display on the campus any statements directed to inciting or producing imminent violations of the law under circumstances such that the statements are likely to actually and imminently incite or produce violations of the law.
Harassment (KRS 525.070)
No speaker or distributor of literature shall harass anyone.
A person is guilty of harassment when with intent to harass, annoy or alarm another person he/she:
No person shall, while wearing any mask whereby a substantial portion of the face is hidden or covered so as to conceal the identity of the wearer, enter, be or appear on the University campus consistent with metro Government general Provision 130.01.
Impediment of movement
No person may deliberately impede the flow of pedestrians or vehicular traffic on campus.
Coercion
No person may attempt to coerce, intimidate, or badger any other person into listening to speech or into reviewing or accepting a copy of any literature.
Demanding Attention
No person may persist in requesting or demanding the attention of any other person after that individual has attempted to walk away from or has clearly refused to listen to the speaker or has not accepted the distributed literature.
No Sales
No literature may be for sale or dispersed with the expectation of a donation.
Identify Distributor
All literature distributed on campus must include the identity of the registered person(s) or organization as well as a valid and complete contact address and telephone number.
No Litter
Any person distributing literature on campus must remove all copies from the ground within 30 feet of the designated area before leaving campus. Failure to do so will result in some period of restriction from campus.
Signage
Persons registered to distribute literature or speak on campus may carry or wear signs but must exercise care not to bump, injure or hit any other person. Signs may not promote items for sale. Sign handles must be made of cardboard or other pliable material. In cases of marginal disruption, administrators and law enforcement officials will clearly state what they consider to be disruptive and seek voluntary compliance before stopping the speech or leafleting or resorting to charges and/or arrest.
When unregistered individuals either speaking or distributing literature come to the attention of the University, they will be asked to leave campus and will be allowed to return only after complying with this document.
Failure to register will result in the removal by law enforcement of any persons who arrive on campus to speak or to distribute literature. Registering for a time slot to speak or distribute literature on campus and then not showing up to do so on at least three occasions will result in some period of restriction from campus. Failure to abide by the terms of this document will result in the Dean of Students (or designee) or law enforcement employee directing the individual(s) to leave campus. The Dean of Students will schedule a meeting with the individual or organization representative within 20 workdays to impose a restriction from campus for a period of up to six months. Appeals in writing may be made to the Dean of Students within 10 workdays of imposition of the restriction from campus. The Dean of Students will review the appeal and will make a written response to the appeal with 15 working days.
ChalkingChalking is permitted only on sidewalks using light colored chalk in open, horizontal areas to allow for eventual removal by rainfall. Do not chalk under an overhang on the buildings, the side of a building or under ramps. Chalking is not permitted directly in front of doorways or on stairs to the building. Chalking is also not permitted on the sidewalks around the Speed Art Museum and within 50 feet of any of the Residence Halls. The use of industrial chalk, spray chalk or paint on sidewalks or buildings is prohibited.
Hazing
The following regulations are in effect regarding hazing or initiation activities:
All University-affiliated organizations, students or groups of students, members of the University faculty or staff, other persons anywhere on University faculty and staff, or other persons anywhere on University campuses are prohibited from taking any action or creating any situation which recklessly or intentionally endangers mental or physical health or involves the forced consumption of liquor or drugs for the purpose of initiation into or affiliation with any organization.
Violation of this policy by any student or member of the University faculty or staff shall result in disciplinary action under the provisions of the Redbook, including dismissal from the University in any case where there is clear and convincing evidence of direction violation of this policy.
For more information please go to:
https://louisville.edu/dos/students/studentpoliciesandprocedures/student-handbook/studenthandbook/#hazingandinitionactivitiespolicy
Discriminatory Harassment Policy
The University of Louisville's Discriminatory Harassment Policy reflects our commitment to maintain a community that is free from harassment of any kind. Harassment of any kind is not acceptable at the university. It is inconsistent with the university's commitment to excellence and respect for all individuals. The university is also committed to protecting the academic freedom and freedom of expression of all members of the university community. Academic freedom and freedom of expression includes, but is not limited to, the expression of ideas, however controversial, in the classroom, residence hall, and in keeping with different responsibilities, in work places elsewhere in the university community. This policy does not attempt to address behaviors that do not constitute discriminatory harassment. Offensive behavior that does not violate this policy should be addressed by the appropriate supervisor or office as outlined in the Staff Handbook, Redbook, or Student Handbook.
For more detailed information please go to the UofL website:
http://louisville.edu/hr/policies/PER110.html
Events that are to be held on campus and/or are funded (in whole or part) by University funds must be registered with the Office of Student Involvement at least 21 days in advance of the event. Organizations that fail to register their events may have their reservations cancelled.
DPS Guidelines
The University may require that at least one Department of Public Safety (DPS) officer is present at events that meet one or more of the following criteria:
· Take place on campus (Belknap or Health Science)
· Are funded in any way by University funds (SGA funding, CPC, co-sponsorship with a department, etc.)
· If the expected attendance exceeds 100 people
· If it is advertised to the general public
· If it is a party or dance open to the general public
· If it is an evening event after 6 pm
- Serve or provide alcoholic beverages
- Utilize lawn or outdoor space on campus
- Have subject matter that may be contentious (controversial).
Events with Alcohol
The Alcohol Policy applies to any event ON CAMPUS including Papa John’s Stadium and the University Club, or at Off campus events sponsored by or funded in whole or in part by the University.**
** These guidelines currently do not apply to Organization sponsored tailgates. The tailgates are expected to comply with Athletic policies on tailgating as well as local and state laws.
The full Alcohol Policy can be found on the Dean of Students website at:
http://louisville.edu/dos/students/studentorgnizations/alcohol-policy
Weapons Policy
Possession or storage of a “deadly weapon” or “destructive device” is prohibited on any University of Louisville campus or in any facility owned, leased, or operated by the University. This policy applies to University housing, University parking areas, and private vehicles parked or operated either on campus or at any off-campus facility owned, leased or operated by the University. This policy shall not apply to police officers directly employed by the government, to Federal agents, or to ROTC equipment. The Chief of the University Police department may grant exceptions to this policy in writing for the convenience of the University.
“Deadly weapon” as applied in this policy is:
1. any weapon from which a shot readily capable of producing death or serious physical injury may be discharged;
2. any knife other than an ordinary pocket knife;
3. billy or nightstick;
4. blackjack or slapstick;
5. nunchaku karate stick;
6. shuriken or death star;
7. artificial knuckles made from metal, plastic or similar hard material.
A “destructive device” means any explosive, incendiary, or poison gas bomb, grenade, mine, rocket, missile, or similar device and includes the unassembled components from which such a device can be made.
Any University faculty, staff, student, or administrator determined to have violated this policy is subject to disciplinary action, up to and including termination or expulsion, under procedures of The Redbook, Staff Handbook, and The Code of Student Conduct.
Information Tables/Guidelines for Table Set-ups in the SAC
The University of Louisville Swain Student Activities Center has set aside areas in the Student Activities Center for RSO’s, Staff Organizations and University Departments to set-up tables to promote their organizations. These areas will be reserved and administered by the Office of Student Involvement at http://louisville.edu/studentactivities/forms/reservation/view under the following guidelines:
- The purpose of the table must be to provide information about the group to the University community, promote activities sponsored and produced by the group, or to promote a special project sponsored and produced by the group. Activities and special projects might include fundraising for their own group or other non-profit groups.
- Groups may not use the table to promote or represent commercial interests. In addition, any products or items sold must be the groups’ own property. Samples of all items to be distributed or sold must be approved by the Director of Student Involvement and/or designee at least 10 working days prior to the event.
- Reservation requests shall be made in writing to the Office of Student Involvement stating the name of the group, the dates desired, a brief description of the purpose of the setup, the activity being promoted, and a complete listing and description of any items to be sold. The Office of Student Involvement will then determine if the setup meets the guidelines and then take the appropriate action. Setups will be restricted to three consecutive days per reservation with only one setup per group per month.
- RSO’s may NOT accept monetary donations for charitable organizations at reserved tables in the Swain Student Activities Center or other approved locations. Approval for alternative locations must be given by the Office of Student Involvement. The sale of items as a fundraiser for the Department or RSO is acceptable for their organization or other charitable cause. Samples of all items to be distributed or sold must be approved by the Director of Student Involvement and/or designee at least 10 working days prior to the event.
- Potential employers must coordinate the use of the tables in the Swain Student Activities Center through the University Career Development Center. No other commercial businesses can accompany employers on campus search for employees at these tables.
- Political Parties must be sponsored by a RSO to reserve a table or to utilize a facility for political expression or candidate endorsement. Political candidates or representatives must remain at the table or facility. They cannot roam around campus. University Departments may not sponsor a political candidate.
Speech and Literature Distribution Procedures
The University of Louisville will allow a group of up to five off-campus persons from one organization at any one time to distribute literature on campus. Up to two off-campus persons from one organization are allowed to speak publicly on campus at any one time.
Required Registration Process:
Organizations or individuals external to the University of Louisville must complete and submit a required Registration Request Form to the Office of the Dean of Students and the Office of Public Safety, before 5:00 p.m. at least five full business days prior to the date requested on the Registration Request Form. Forms can be completed online at http://campuslife.louisville.edu/cloffice/speach/speachrequest.html. or in person at the Office of the Dean of Students in room W301 of the Student Activities Center. Office hours are 8:30 a.m. to 5:00 p.m. Monday through Friday. Electronic registrations will be routed to both the Dean of Students Office and the University of Louisville Police Department simultaneously. Electronic registration is available around the clock but must still meet the 5:00 p.m. deadline for date requests.
The University will provide security if it deems that the speaker or distributor of literature may engender a strong or hostile response. The University is not liable for any injury or destruction of property the individual or organization may incur as a result of the lack of failure of any such security measures.
Public Area
Public areas include the grass and sidewalk areas of the University and do not include buildings and outdoor instructional, athletic or sports venues.
Place
The University has identified campus locations where public speakers and distribution of literature will be permitted. All non-student speakers and distributors of literature will be assigned to those areas.
Manner
Because of the proximity of public areas to classrooms, no amplification is permitted.
The University requires that public speech and discourse on campus shall be civil. Defamation, incitement to violence, obscenity, and illegal speech (as defined below) are prohibited. An essential value of higher education is learning how to separate substantive argument from personal offense and how to express even the deepest disagreements within standards of civility that demonstrate mutual respect, understanding, and sensitivity to the diverse populations of the University community.
Speech
Individuals are allowed to express their views on any topic, provided that they neither impinge upon the equal rights of others nor interfere with the educational process of the University.
Literature
Literature means any printed material, including any newspaper, magazine or other publication, and any leaflet, flyer, or other informal printed matter intended for distribution or actually distributed to members of the campus community.
Date and Time
The registration form will allow the individual or group to propose the date and time of a visit of up to three hours. Distribution of literature and public speaking will occur during weekday business hours, 9:00 a.m. – 5:00 p.m., when most students are on campus. The University reserves the right to substitute another date and time frame. E-mail shall be considered the preferred form of communication between the University and the requestor, so that a written record of all communication is maintained.
Obscenity
No person or organization shall distribute or display on the campus any writing or visual image that is obscene, as defined in KRS 525.010 or successor provisions, and is within the constitutional definition of obscenity as set forth in decisions of the United States Supreme Court.
Defamation
No person shall make, distribute, or display on the campus any statement that defames any other person. A statement unlawfully defames another person if it is false, if the false portion of the statement injures the reputation of the other person, and if the speaker has the constitutionally required state of mind as set forth in decisions of the United States Supreme Court.
Incitement to imminent violations of the law
No person shall make, distribute, or display on the campus any statements directed to inciting or producing imminent violations of the law under circumstances such that the statements are likely to actually and imminently incite or produce violations of the law.
Harassment (KRS 525.070)
No speaker or distributor of literature shall harass anyone.
A person is guilty of harassment when with intent to harass, annoy or alarm another person he/she:
- Strikes, shoves, kicks, or otherwise subjects him to physical contact; or
- Attempts or threatens to strike, shove, kick, or otherwise subject the person to physical contact; or
- In a public place, makes an offensively coarse utterance, gesture, or display, or addresses abusive language to any person present; or
- Follows a person in or about a public place or places; or
- Engages in a course of conduct or repeatedly commits acts which alarm or seriously annoy.
No person shall, while wearing any mask whereby a substantial portion of the face is hidden or covered so as to conceal the identity of the wearer, enter, be or appear on the University campus consistent with metro Government general Provision 130.01.
Impediment of movement
No person may deliberately impede the flow of pedestrians or vehicular traffic on campus.
Coercion
No person may attempt to coerce, intimidate, or badger any other person into listening to speech or into reviewing or accepting a copy of any literature.
Demanding Attention
No person may persist in requesting or demanding the attention of any other person after that individual has attempted to walk away from or has clearly refused to listen to the speaker or has not accepted the distributed literature.
No Sales
No literature may be for sale or dispersed with the expectation of a donation.
Identify Distributor
All literature distributed on campus must include the identity of the registered person(s) or organization as well as a valid and complete contact address and telephone number.
No Litter
Any person distributing literature on campus must remove all copies from the ground within 30 feet of the designated area before leaving campus. Failure to do so will result in some period of restriction from campus.
Signage
Persons registered to distribute literature or speak on campus may carry or wear signs but must exercise care not to bump, injure or hit any other person. Signs may not promote items for sale. Sign handles must be made of cardboard or other pliable material. In cases of marginal disruption, administrators and law enforcement officials will clearly state what they consider to be disruptive and seek voluntary compliance before stopping the speech or leafleting or resorting to charges and/or arrest.
When unregistered individuals either speaking or distributing literature come to the attention of the University, they will be asked to leave campus and will be allowed to return only after complying with this document.
Failure to register will result in the removal by law enforcement of any persons who arrive on campus to speak or to distribute literature. Registering for a time slot to speak or distribute literature on campus and then not showing up to do so on at least three occasions will result in some period of restriction from campus. Failure to abide by the terms of this document will result in the Dean of Students (or designee) or law enforcement employee directing the individual(s) to leave campus. The Dean of Students will schedule a meeting with the individual or organization representative within 20 workdays to impose a restriction from campus for a period of up to six months. Appeals in writing may be made to the Dean of Students within 10 workdays of imposition of the restriction from campus. The Dean of Students will review the appeal and will make a written response to the appeal with 15 working days.
ChalkingChalking is permitted only on sidewalks using light colored chalk in open, horizontal areas to allow for eventual removal by rainfall. Do not chalk under an overhang on the buildings, the side of a building or under ramps. Chalking is not permitted directly in front of doorways or on stairs to the building. Chalking is also not permitted on the sidewalks around the Speed Art Museum and within 50 feet of any of the Residence Halls. The use of industrial chalk, spray chalk or paint on sidewalks or buildings is prohibited.
Hazing
The following regulations are in effect regarding hazing or initiation activities:
All University-affiliated organizations, students or groups of students, members of the University faculty or staff, other persons anywhere on University faculty and staff, or other persons anywhere on University campuses are prohibited from taking any action or creating any situation which recklessly or intentionally endangers mental or physical health or involves the forced consumption of liquor or drugs for the purpose of initiation into or affiliation with any organization.
Violation of this policy by any student or member of the University faculty or staff shall result in disciplinary action under the provisions of the Redbook, including dismissal from the University in any case where there is clear and convincing evidence of direction violation of this policy.
For more information please go to:
https://louisville.edu/dos/students/studentpoliciesandprocedures/student-handbook/studenthandbook/#hazingandinitionactivitiespolicy
Discriminatory Harassment Policy
The University of Louisville's Discriminatory Harassment Policy reflects our commitment to maintain a community that is free from harassment of any kind. Harassment of any kind is not acceptable at the university. It is inconsistent with the university's commitment to excellence and respect for all individuals. The university is also committed to protecting the academic freedom and freedom of expression of all members of the university community. Academic freedom and freedom of expression includes, but is not limited to, the expression of ideas, however controversial, in the classroom, residence hall, and in keeping with different responsibilities, in work places elsewhere in the university community. This policy does not attempt to address behaviors that do not constitute discriminatory harassment. Offensive behavior that does not violate this policy should be addressed by the appropriate supervisor or office as outlined in the Staff Handbook, Redbook, or Student Handbook.
For more detailed information please go to the UofL website:
http://louisville.edu/hr/policies/PER110.html
Advertising Rules
Posting Guidelines in the Student Activities Center
Postings on the SAC display board MUST have the Office of Student Involvement Seal Of Approval on the document. This seal authorizes the posting to remain for a maximum of two weeks. If you would like to post something on this board, submit your material to the Office of Student Involvement in Suite W310 of the SAC. If approved, the posting will be placed on the board as soon as possible. All unapproved items posted on the board will be removed and destroyed.
Posting Guidelines beyond the Student Activities Center
Posting in University buildings is only permitted on community bulletin boards. Please do not tape anything to light poles, doors, or windows. Posters, Handbills, and Notices: Non-commercial announcements may be posted on behalf of Recognized Student Organizations on bulletin boards and kiosks on university property. Under no circumstances are announcements to be posted on any glass surface. Announcements shall indicate the name of the Recognized Student Organization on whose behalf the announcement is posted and should also include the date posted. It shall be the responsibility of the Recognized Student Organization to remove all such announcements within ten days following the program, event, or election to which the announcements are related.
No poster, handbill, or any other form of announcement may be posted in such a manner as to cause damage (i.e. glue). No announcement may be written or painted upon any building, sidewalk, or other natural feature of the campus.
Chalking Guidelines
Chalking is permitted on sidewalks only using light colored chalk in open, horizontal areas so as to allow for eventual removal by rainfall. Chalking is prohibited under overhangs where natural rainwater cannot remove the chalk. Chalking is also not permitted on the sidewalks around the Speed Art Museum and within 50 feet of any of the Residence Hall. The use of paint or chalk paint on sidewalks or buildings is prohibited.
Yard Sign Guidelines
Yard signs are permitted as long as you are using the wire rack to insert the sign into the ground. No one can drive stakes or any metal or wood more than 6 inches long into the ground without approval and observance of the Physical Plant grounds crew. Yard signs are not allowed in front of the Residence halls. During the mowing season the Grounds departments ask that you place the yard signs in the mulch near the base of the trees so they are not in the way of the mowers. Once the event is over it is your responsibility to remove the signs.
Distribution of Handbills Guidelines
Members of the student body, faculty, and/or staff of the University may distribute, on behalf of Recognized Student Organizations, free-of-charge, non-commercial announcements, statements, or materials at any reasonable outdoor area on the campus. Such distribution shall be consistent with the orderly conduct of University affairs, the maintenance of University property, and the free flow of traffic and persons. Efforts must be made to avoid litter. Student organizations are discouraged from attaching paper fliers or announcements to the windshields of the cars in campus parking lots. Distribution by means of accosting individuals or by hawking or shouting is prohibited. Announcements or statements shall indicate the name of the Recognized Student Organization on whose behalf the distribution is made.
Banner Guidelines
Interested organizations can reserve banner space (SAC ramp, above stairs and Escalators, etc.) through the Office of Student Involvement. Banners must conform to the size and materials set up by the SAC Administration. Banners are not permitted to be hung on the railroad trestles, unless written permission is secured from CSX and reviewed by the university. Banners may not be displayed on the viaduct (3rd street and Eastern parkway), unless written permission has been obtained from the city of Louisville, Inspection, Permits, and Licenses, and reviewed by the university.
The Dean of Students Office reserves the right to ask Physical Plant to remove any posters or announcements on unapproved surfaces and bill the Recognized Student Organization for the time and labor charged by Physical Plant. Furthermore, the University reserves the right to remove any posters or announcements that are not deemed appropriate.
In accordance with the Guidelines for Alcohol Use by Recognized Student Organizations, no advertising of alcohol is allowed.
Posting Guidelines in the Student Activities Center
Postings on the SAC display board MUST have the Office of Student Involvement Seal Of Approval on the document. This seal authorizes the posting to remain for a maximum of two weeks. If you would like to post something on this board, submit your material to the Office of Student Involvement in Suite W310 of the SAC. If approved, the posting will be placed on the board as soon as possible. All unapproved items posted on the board will be removed and destroyed.
Posting Guidelines beyond the Student Activities Center
Posting in University buildings is only permitted on community bulletin boards. Please do not tape anything to light poles, doors, or windows. Posters, Handbills, and Notices: Non-commercial announcements may be posted on behalf of Recognized Student Organizations on bulletin boards and kiosks on university property. Under no circumstances are announcements to be posted on any glass surface. Announcements shall indicate the name of the Recognized Student Organization on whose behalf the announcement is posted and should also include the date posted. It shall be the responsibility of the Recognized Student Organization to remove all such announcements within ten days following the program, event, or election to which the announcements are related.
No poster, handbill, or any other form of announcement may be posted in such a manner as to cause damage (i.e. glue). No announcement may be written or painted upon any building, sidewalk, or other natural feature of the campus.
Chalking Guidelines
Chalking is permitted on sidewalks only using light colored chalk in open, horizontal areas so as to allow for eventual removal by rainfall. Chalking is prohibited under overhangs where natural rainwater cannot remove the chalk. Chalking is also not permitted on the sidewalks around the Speed Art Museum and within 50 feet of any of the Residence Hall. The use of paint or chalk paint on sidewalks or buildings is prohibited.
Yard Sign Guidelines
Yard signs are permitted as long as you are using the wire rack to insert the sign into the ground. No one can drive stakes or any metal or wood more than 6 inches long into the ground without approval and observance of the Physical Plant grounds crew. Yard signs are not allowed in front of the Residence halls. During the mowing season the Grounds departments ask that you place the yard signs in the mulch near the base of the trees so they are not in the way of the mowers. Once the event is over it is your responsibility to remove the signs.
Distribution of Handbills Guidelines
Members of the student body, faculty, and/or staff of the University may distribute, on behalf of Recognized Student Organizations, free-of-charge, non-commercial announcements, statements, or materials at any reasonable outdoor area on the campus. Such distribution shall be consistent with the orderly conduct of University affairs, the maintenance of University property, and the free flow of traffic and persons. Efforts must be made to avoid litter. Student organizations are discouraged from attaching paper fliers or announcements to the windshields of the cars in campus parking lots. Distribution by means of accosting individuals or by hawking or shouting is prohibited. Announcements or statements shall indicate the name of the Recognized Student Organization on whose behalf the distribution is made.
Banner Guidelines
Interested organizations can reserve banner space (SAC ramp, above stairs and Escalators, etc.) through the Office of Student Involvement. Banners must conform to the size and materials set up by the SAC Administration. Banners are not permitted to be hung on the railroad trestles, unless written permission is secured from CSX and reviewed by the university. Banners may not be displayed on the viaduct (3rd street and Eastern parkway), unless written permission has been obtained from the city of Louisville, Inspection, Permits, and Licenses, and reviewed by the university.
The Dean of Students Office reserves the right to ask Physical Plant to remove any posters or announcements on unapproved surfaces and bill the Recognized Student Organization for the time and labor charged by Physical Plant. Furthermore, the University reserves the right to remove any posters or announcements that are not deemed appropriate.
In accordance with the Guidelines for Alcohol Use by Recognized Student Organizations, no advertising of alcohol is allowed.
Reservation Guidelines
When submitting any reservation you must be the approved member from your organization to make the requests. Also you must use your UofL e-mail address. We will no longer be accepting outside email addresses (ie gmail or yahoo). If you are submitting a request to Resource 25 you must first make an account in r25. https://25live.collegenet.com/louisville/
The reservation systems are not automated at the University. When you submit a reservation you do not automatically receive your space. You must wait until you receive a confirmation e-mail. This could take 1 to 2 days depending on the volume of pending reservations.
When reserving you will need to submit the exact times you will be using the room and the exact number of members who will be at your meeting.
You must reserve the room each semester. Just because you had a meeting room for the Fall Semester does not mean you have that room for the Spring Semester.
Organizations who are requesting classroom space for meetings or practice where music and singing is taking place are asked that they reserve after 8:45 pm when the classes are concluded.
Until you receive a confirmation from the reservationist you do not have the room. It is not acceptable to show up and use the room without a confirmation.
Resource 25 requires 2 weeks advance notice for events and meetings. SAC and Red Barn require 48 business hours for meetings and 2 weeks for events.
Keep in mind if your event is on campus and using University funds you need to submit the RSO Event Form 21 days prior to your event. Failure to submit this form may result in the cancellation of your space.
The larger facilities, like Strickler Hall’s large auditorium, are for event s only. You may reserve for a dress rehearsal or practice but the Maximum length of reservation will be 3 days.
When submitting any reservation you must be the approved member from your organization to make the requests. Also you must use your UofL e-mail address. We will no longer be accepting outside email addresses (ie gmail or yahoo). If you are submitting a request to Resource 25 you must first make an account in r25. https://25live.collegenet.com/louisville/
The reservation systems are not automated at the University. When you submit a reservation you do not automatically receive your space. You must wait until you receive a confirmation e-mail. This could take 1 to 2 days depending on the volume of pending reservations.
When reserving you will need to submit the exact times you will be using the room and the exact number of members who will be at your meeting.
You must reserve the room each semester. Just because you had a meeting room for the Fall Semester does not mean you have that room for the Spring Semester.
Organizations who are requesting classroom space for meetings or practice where music and singing is taking place are asked that they reserve after 8:45 pm when the classes are concluded.
Until you receive a confirmation from the reservationist you do not have the room. It is not acceptable to show up and use the room without a confirmation.
Resource 25 requires 2 weeks advance notice for events and meetings. SAC and Red Barn require 48 business hours for meetings and 2 weeks for events.
Keep in mind if your event is on campus and using University funds you need to submit the RSO Event Form 21 days prior to your event. Failure to submit this form may result in the cancellation of your space.
The larger facilities, like Strickler Hall’s large auditorium, are for event s only. You may reserve for a dress rehearsal or practice but the Maximum length of reservation will be 3 days.
Regulations for Solicitation in the Student Activities Center
Sales by Student Organizations
The state Revenue Department has advised that sales by student organizations are subject to Kentucky sales tax. Student organizations making sales need to obtain a tax I.D. from the Internal Revenue Service. If the organization obtains a tax-exempt I.D., only sales in excess of $1,000 are subject to sales tax in accordance with the state sales tax code.
Contracts
There may be occasions when your RSO will be planning events on university property that involve contracts with outside vendors. Including but not limited to: rental of equipment, food services, soft drink trailers, and games. Prior to authorizing or signing contracts for services on university property, contact the Advisor to RSOs at 852-0317. You should provide a written proposal of your event for approval at least 10 working days prior to the event. The University maintains contracts with several companies that may prohibit a competing company from having a presence on the university property.
Please allow time in planning your event for submission and review of your proposal. Some items, such as the rental of equipment or games, may necessitate the Risk Management Office contacting the University’s insurance carrier for approval.
Ticket Sales for Events
RSO’s and University Departments must administer ticket sales for events sponsored by the university group from a table reserved at the Student Activities Center, at the event, or through an approved ticket office. No third party representatives are allowed to be present during On-Campus ticket sales.
Concessions
Sales of concessions are allowed at university-sponsored events with approval of the university staff person overseeing the event. All concessions are subject to review by university staff and the university may choose to curtail the sale of any concessions as appropriate.
Sales of items for university groups
RSO’s and University Departments may offer items for purchase that are either produced or sponsored by the group. Groups may not offer commercial products or services as part of these items. Groups may offer items for resale that have either been purchased or donated to the group for such purpose. These sales cannot be accompanied by representatives of the items being offered and must be sold by the group members exclusively for the benefit of the group itself.
Sales of all items must be approved by the Director of Student Involvement and /or designee prior to the sale or distribution of items. Samples of all items to be distributed or sold must be approved by at least 10 working days prior to the event.
The University of Louisville does not allow the solicitation of credit cards on campus under any circumstances.
University staff may prohibit the sale or distribution of items on a case by case basis.
The University has contracted through various companies to provide specific sales and services at the University of Louisville. These contracts are not affected by this policy and are herein exempt. The university may have entered into contracts that prohibit competing companies from having a presence on university property. Examples of these types of contracts are as follows:
Door to door sales are not allowed at the University of Louisville at any time.
Electronic Mail
A. Distribution of chain letters, solicitation for commercial or personal gain, obscene language, and harassment would be examples of misuse of the University's electronic communication.
B. The University of Louisville’s electronic mail services should not be used to send: unauthorized mass mailings of any type; rude obscene, harassing or illegal material; material that in any way conflicts with the regulations of the university; material that in any way conflicts with state or federal law; or perform an operation or activity that degrades the performance of the University of Louisville’s IT systems and/or network.
Campus Mail
Only University business is transacted through interdepartmental mail – campus delivery is not for personal use. Chain letters are an improper use of campus mail as well as a violation of university and postal regulations.
Catalog or Party Sales
Individual students are not allowed to use university resources to assist in catalog or party sales, promotions, or other business efforts.
Sales by Student Organizations
The state Revenue Department has advised that sales by student organizations are subject to Kentucky sales tax. Student organizations making sales need to obtain a tax I.D. from the Internal Revenue Service. If the organization obtains a tax-exempt I.D., only sales in excess of $1,000 are subject to sales tax in accordance with the state sales tax code.
Contracts
There may be occasions when your RSO will be planning events on university property that involve contracts with outside vendors. Including but not limited to: rental of equipment, food services, soft drink trailers, and games. Prior to authorizing or signing contracts for services on university property, contact the Advisor to RSOs at 852-0317. You should provide a written proposal of your event for approval at least 10 working days prior to the event. The University maintains contracts with several companies that may prohibit a competing company from having a presence on the university property.
Please allow time in planning your event for submission and review of your proposal. Some items, such as the rental of equipment or games, may necessitate the Risk Management Office contacting the University’s insurance carrier for approval.
Ticket Sales for Events
RSO’s and University Departments must administer ticket sales for events sponsored by the university group from a table reserved at the Student Activities Center, at the event, or through an approved ticket office. No third party representatives are allowed to be present during On-Campus ticket sales.
Concessions
Sales of concessions are allowed at university-sponsored events with approval of the university staff person overseeing the event. All concessions are subject to review by university staff and the university may choose to curtail the sale of any concessions as appropriate.
Sales of items for university groups
RSO’s and University Departments may offer items for purchase that are either produced or sponsored by the group. Groups may not offer commercial products or services as part of these items. Groups may offer items for resale that have either been purchased or donated to the group for such purpose. These sales cannot be accompanied by representatives of the items being offered and must be sold by the group members exclusively for the benefit of the group itself.
Sales of all items must be approved by the Director of Student Involvement and /or designee prior to the sale or distribution of items. Samples of all items to be distributed or sold must be approved by at least 10 working days prior to the event.
The University of Louisville does not allow the solicitation of credit cards on campus under any circumstances.
University staff may prohibit the sale or distribution of items on a case by case basis.
The University has contracted through various companies to provide specific sales and services at the University of Louisville. These contracts are not affected by this policy and are herein exempt. The university may have entered into contracts that prohibit competing companies from having a presence on university property. Examples of these types of contracts are as follows:
- University Bookstore
- University Dining Services
- Beverage Vending
- Food Vending
- Postage Stamp Vending
- Newspaper Racks
- Other University Contracts not listed herein
Door to door sales are not allowed at the University of Louisville at any time.
Electronic Mail
A. Distribution of chain letters, solicitation for commercial or personal gain, obscene language, and harassment would be examples of misuse of the University's electronic communication.
B. The University of Louisville’s electronic mail services should not be used to send: unauthorized mass mailings of any type; rude obscene, harassing or illegal material; material that in any way conflicts with the regulations of the university; material that in any way conflicts with state or federal law; or perform an operation or activity that degrades the performance of the University of Louisville’s IT systems and/or network.
Campus Mail
Only University business is transacted through interdepartmental mail – campus delivery is not for personal use. Chain letters are an improper use of campus mail as well as a violation of university and postal regulations.
Catalog or Party Sales
Individual students are not allowed to use university resources to assist in catalog or party sales, promotions, or other business efforts.
