Authorized Groups

Brock-affiliated groups, including recognized departments, student organizations, and official university offices, may post signage, distribute promotional materials, and advertise on campus or through university platforms, provided that all materials follow Brock University policies and the Campus Promotions Procedures.

Non-Brock groups may promote on campus only when directly partnering with a Brock department, faculty, or student organization on the event or initiative. The Brock partner must have a clear and relevant connection to the content being promoted and is responsible for ensuring all materials comply with university policies and procedures, and is responsible for submitting the material for approval as outlined below.

Identification

All materials posted or distributed on campus in accordance with these procedures must clearly display the sponsoring group’s name, logo, or contact email.

The following content is not permitted on any campus promotional materials:

1. Violations of any University policy
2. Commercial solicitations. Groups having made contractual arrangements with either Brock University, the Brock University Students’ Union or the Graduate Students Association are exempt.
3. Inappropriate, harmful, or illegal content, including but not limited to:
   • Use of trademarks or copyrighted material without authorization
   • Obscene, pornographic, vulgar, libelous, discriminatory, or threatening language or imagery, or any words or imagery that threaten, harass, or undermine an open and respectful learning environment.
4. References that encourage or promote the use or excessive consumption of substances such alcohol, cannabis, or other legal or illegal drugs.
5. Rental accommodations. Individuals interested in advertising a rental property can do so at brocku.ca/ocl
6. Off-campus employment opportunities. Individuals wishing to advertise off-campus employment opportunities can visit brocku.ca/ccee/hirebrocku for more information.

All requests must be submitted through the Campus Promotions Submission Form (linked above)

• Submission Deadline: Submit at least 5 business days before your intended posting or distribution date for any promotional material (e.g., posters, banners, flyers, chalking).

• Review & Response: The Campus Promotions team will review your request and respond via email within 2 business days of submission.

You must receive official approval before posting or distributing any materials.

Location and Size

• Banners are only permitted in the Thistle Corridor and may only be placed in the vertical banner boxes along the main corridor.
• Each banner box measures 23” wide by 82” long.
• Banners are not permitted on walls, ceilings, or in any other location on campus.

Priority and Space Allocation

• Priority is given to banners that highlight student services and support, which may remain in place for the entire academic year.
• A portion of banner box space will be reserved for short-term or rotational content that promotes events, initiatives, or campaigns.

Limits and Availability

• Due to limited space, each organization/group may one banner approved and displayed at any given time, unless additional space is available.
• Banners for short-term or rotational content may be displayed for a maximum of 28 days. After this period, banners may be resubmitted for consideration; however, priority will be given to new banners or banners highlighting student services.
• To confirm availability, groups may email [email protected] before printing their banner.

Banner Process

1. Complete theCampus Promotions Submission Form (link above)with the banner design and details
2. Approval: Banners will be review will receive a follow-up email within 2 business days.
3. Post: Banners will be hung by Campus Promotions staff
4. Removal: Once expired or rotated out, banners will be removed by Campus Promotions staff and submitter will be notified. Banners will be held for up to one week before being recycled

Posters must be no larger than 11” x 17” and used for the purpose of advertising or promoting Brock events, initiatives, or information.

The specific rules for each type of material (e.g., posting timelines, quantity limits, and removal requirements) are outlined in the sections below:

Event Posters

• Purpose: Promotes a specific event with a defined date and time, or a series of events with clear start and end dates that do not extend beyond 30 days.
• Quantity Limit*: Up to 20 posters across all campus promotion areas.
• Posting Window: May be posted up to 14 days before the event (or first event in the series) and will be removed within 3 days after the event.

Ongoing Campaign or Initiative Posters

• Purpose: Promotes services, programs, or awareness campaigns that run over an extended period.
• Quantity Limit*: Up to 15 posters across all campus promotion areas
• Posting Window: Approved for up to 30 days at a time, with the option to renew on a case-by-case basis depending on the nature of the initiative. A clear removal date will be assigned at the time of approval.

Note: Exceptions to the posting timelines or poster limits may be made at the discretion of the Campus Promotions team, based on the nature of the initiative and available space.

*In all cases, only one poster is allowed per Campus Promotions Poster Area

There are 26 designated Campus Promotions Poster Areas across campus. Please see the Campus Promotions Poster Areas document for a list with photos of the approved areas.

• Campus Promotions Poster Areas are identified by a Brock University Campus Promotions sign on the board.
• Each area may include multiple boards; however, only one poster for the same service, initiative, activity, or event is permitted per area.
• Boards are first-come, first-served. If full, new posters may not be added until space is available.

*In all cases, only one poster is allowed per Campus Promotions Poster Area (regardless of the number of boards in the area)

To ensure equitable use of the 26 Campus Promotions Poster Areas, each group, department, or student organization may display a maximum 60 active posters across all areas at one time. This includes all types of posters (event and initiative posters). Groups may choose to divide their posters across multiple designs or campaigns (e.g., 3 sets of 20 posters, 4 sets of 15, etc.), as long as the overall total does not exceed 60 posters and each individual event or campaign does not exceed the quantity limit per type (20 for event posters and 15 for campaign/initiative posters).

Campus Promotions staff reserve the right to request removal of excess posters to maintain fair access to posting space.

Once approval has been received, groups can proceed with posting/distributing their materials in accordance with the timelines and requirements outlined in the Campus Promotions Procedures. Campus Promotions staff will remove posters at the end of the approved posting window. If groups wish to save their posters or help with removal, they are welcome to do so before the expiry date.

Campus buildings and Campus Promotions Areas are inspected on a regular basis. Posters that have expired, have not been approved, are posted incorrectly, or are placed in unauthorized locations will be removed and discarded without notice.

All Campus Promotions Poster Areas will be completely cleared at the end of each academic term (the day after the final exam period ends). Only posters that have received specific approval to remain during the period between semesters will be allowed to stay up. New posters must be re-submitted for approval and re-posted after boards have been cleared.