On-Campus Event Promotion Guide
This guide is intended to help the Rutgers community publicize events that they are sponsoring to audiences within the university.
HOW CAN I CHALK ON CAMPUS?
Rutgers affiliates are allowed to chalk on designated areas on campus, however they must be affiliated with a student organization or department, and must be chalking for that particular affiliation. Furthermore, prior approval is required and must occur at least one week before the date of the requested chalking. First, review the rules outlined in the Chalking Guidlines [PDF]. Then, access the Chalking Request Form on the Rutgers Student Affairs' Student Involvement Quick Links & Forms webpage. Rutgers affiliates should also complete a Chalking Request Form and submit it to:
- College Avenue Campus: Student Activities Center, Student Involvement Office (lower level)
- College Avenue Student Center: Operations Office, Room 243
WHAT METHODS ARE AVAILABLE TO DISTRIBUTE INFORMATION TO THE COMMUNITY BY MASS EMAIL?
New Brunswick Official Student Listserv
The New Brunswick Official Student Listserv is a weekly message of official notices sent every Tuesday to all students at Rutgers University–New Brunswick. Official notices are those that are financial, student life, or academic in nature. Event information is typically not approved for posting on the New Brunswick Official Student Listserv. For more information, including a copy of the guidelines, procedures for submitting a notice, and a sample message, contact 848-445-1918 or email the New Brunswick Official Student Listserv.
- School of Environmental and Biological Sciences: Submit information online to the Cook Campus Weekly Newsletter at http://www.rci.rutgers.edu/~acampbel/ccwn.htm or send them an email.
- Ernest Mario School of Pharmacy: Email Marianne Shen.
- Rutgers Business School: Undergraduate–New Brunswick: Email Dean Martin Markowitz.
- School of Engineering: Email Dean Thomas N. Farris.
- School of Arts and Sciences: Email Dean Lenore Neigeborn.
Rutgers Events Listserv
Does your organization have great events happening on campus? Looking for another marketing tool? List your events on the Rutgers Events Listserv. The purpose of this Listserv is to encourage students, faculty, and staff to take advantage of the diverse social, educational, and cultural events that occur within the Rutgers community and to aid in disseminating information about events and programs that may be of benefit to those within the Rutgers community. Events and programs may be used to further promote and recognize Rutgers organizations and causes. The Listserv includes specific information about upcoming events and programs that may be of interest to those who opt into the Listserv. To ensure consistent readership, submissions must stay focused in event description and relevant to the reader population. The requirements for submission are:
- Each item is limited to 75 words or less, with contact information and/or website address provided.
- The heading of an item should read the name of the event or a short descriptive phrase (no more than five words).
- All items must be formatted in plain text only, as to maintain fair publicity for each event and to ensure legibility for readers.
- Listserv will be distributed through email weekly and will therefore include information that must be received at least two weekdays prior to circulation (sent by Thursday to be distributed Monday). It is best to submit program or event details as early as possible to ensure that the item will be included.
- All submissions must be sent to https://megr.wufoo.com/forms/getinvolved-listserv/
- The number of items included in the Listserv will be determined according to a first come, first served basis in consideration of spatial limitations.
- As a service to the Rutgers community, the Listserv does not assume responsibility for the publication or implementation of any events. The final decision to include an item in the Listserv will be made by the Listserv administrator.
Recognized and registered student organizations and departments may reserve tables for the distribution of information relevant to the mission of the organization or the department. A Soliciting Permit Form must be completed and submitted to the Office of the Executive Director, Division of Dining Services (Records Hall, Room 104). Promotional information for events, literature distribution, displayed or distributed material must be confined to the surface of the table. Reservations are granted on a first come, first served basis. Hours of operation: Monday–Friday 8:30 a.m.–4:30 p.m. No items are to be displayed on the floor or walls. Hanging or taping materials on walls, windows, columns, painted surfaces, and doorways is strictly prohibited. The name of the sponsoring student organization/department must be displayed on the table. Signs must be professionally printed or computer generated, of reasonable size (no smaller than 8.5 by 11 inches), and must be in English, or if written in another language, must provide an English translation. All walkways and hallways must be kept clear. All personnel at a table must stay to the sides or behind the table. No active solicitation is permitted. A representative from the sponsoring organization/department must be present at all times. No tabling allowed the first and last two weeks of the semester. For general information and policies, visit the Dining Services website.
Tables are available in the student centers for information distribution, fundraising, ticket sales, and employee recruitment. Student organizations and university departments are permitted a maximum of 10 (ten) dates each semester. After the third week of each semester, student organizations may reserve additional tables as available. Affiliated congregations may reserve 4 (four) dates each semester. The name of the sponsoring organization or group must be displayed clearly somewhere above or on the table.
Student center table reservations should be made through the Meetings and Events office at 848-932-8821 or online at http://centerres.rutgers.edu/.
Tables are available at the Honors College Coffee Bar for current students to distribute information. There are designated times available for tabling at the Coffee Bar:
- Thursdays from 10am-11am during Coffee with the Deans
- Every third Thursday of each month from 8pm-10pm during the Honors College Coffeehouse
Honors College table reservations should be made online at https://rutgers.qualtrics.com/jfe/form/SV_ddjLCK3BtH8f4ZT. For general information, visit Honors College Flyer Posting and Tabling Guidelines.
HOW CAN I DISTRIBUTE INFORMATION BY MAIL TO FACULTY AND STAFF?
If you are interested in distributing information by mail to faculty and staff, contact Mail Services at 848-932-2143. Based on who you are interested in reaching (example: all full-time faculty, deans, directors, all full-time staff, etc.), they can provide you with information regarding how many people are in that category and the cost for the various types of addressing services they provide. Mail Services can print addresses directly on pieces or can provide address labels that you can use to address your piece yourself. There is a cost associated with purchasing the addresses, and this varies depending on what options you choose. However, campus mail distribution is free. Distribution usually takes place the next day after labeling. Be sure to contact Mail Services in advance to discuss options and to leave plenty of time for addressing and distribution.
In order to post flyers or posters in the residence halls, you will need to email an electronic copy of your flyer or poster to Joan D'Orvilliers (firstname.lastname@example.org). If your flyer or poster is approved, she will provide you with information on how many copies are needed and where to deliver the copies so that they can be distributed.
Rutgers affiliates (sponsoring department or organization) who would like to advertise on campus by using flyers must go to the following location(s) to have their flyer stamped and approved:
College Avenue Campus:
Student Activities Center, Student Involvement Office (lower level)
College Avenue Student Center, Room 243
Busch Student Center, Welcome Desk
According to the date of the event, Rutgers affiliates are allowed to post their flyers in appropriate locations on campus no more than five (5) days prior to the date of their event. Rutgers affiliates who would like their flyers approved to be posted must bring one copy of the flyer to either of the locations listed above. Upon approval, the flyer will be stamped, dated (start date, end date), and initialed. Copies of the flyer can also be made within the building. Different rules may apply when making copies (such as quantity, selection of paper, etc.). In order to aid the environment, and to make sure that Rutgers’ campuses remain appealing to visitors, students, and workers, only three (3) flyers will be permitted for posting per area.
- College Avenue Student Center: Email Michelle Smith (Student Center Manager) or call 848-932-8070
- Cook Student Center: Email the Student Center Meetings & Event Office, call 848-932-8821, or visit http://studentcenters.rutgers.edu/meo/
- Douglass Student Center: Reservations Office, 848-932-9374, located upstairs in Douglass Student Center
- Student Activities Center: Call 848-932-8821
- Busch Student Center: No display cases, only bulletin boards are available for postings; get approval from Student Involvement in Student Activites Center or call 848-445-4724
- Livingston Student Center: Call 848-445-3561
- Also visit: http://studentcenters.rutgers.edu/reservations/student-center-policies/
The following places have been deemed appropriate for flyer postings: Bus stops that provide a bulletin board or posting site.
The following areas are strictly prohibited from being posted on: Bus stops that are glass enclosed.
Signs that have been officially approved by university officials will be torn down tri-weekly (Monday, Wednesday, and Friday) between the hours of 6:00 a.m. and 8:00 a.m. only and will be strictly enforced. Flyers that have not been approved for posting will be removed immediately. See the above section on posting at student centers for getting a flyer approved.
The Daily Targum is a student-written and student-managed, nonprofit, incorporated newspaper published Monday through Friday while classes are in session during the fall and spring semesters, and online at http://www.dailytargum.com.
- For information on retail advertising rates, visit http://www.dailytargum.com/page/advertise. You can also contact 732-932-7051.
- The Daily Targum publishes letters to the editor. Anonymous letters will not be considered. Please email the Daily Targum or call 732-932-2012 to learn more about submitting materials for the editorial section.
- The Daily Targum welcomes news tips and calendar listings. For news, email the Daily Targum News. For entertainment, email Inside Beat.
The Medium is a satirical universitywide weekly newspaper run out of the Student Activities Center on the College Avenue Campus. The submission deadline is Sunday at noon for the following Wednesday’s issue. Visit https://rutgersthemedium.wordpress.com/ or email the Medium for more information.
Rutgers Magazine is published three times a year. The magazine’s audience is alumni, faculty, and friends of Rutgers University. For more information about Rutgers Magazine, visit magazine.rutgers.edu; to submit letters to the editor, email, fax 732-445-5925, or mail Rutgers Magazine, 96 Davidson Road, Piscataway, NJ 08854-8062.
Rutgers Magazine accepts advertising for goods and services of interest. If you are interested in advertising, please visit http://magazine.rutgers.edu/advertising for information or download the Media Kit [PDF] for rates. For more information, please email Pam Blumenson using our contact form.
If you would like to submit a story idea for consideration in Rutgers Magazine or other alumni publications, please email RU Alumni using our contact form.
HOW CAN I HOLD AN OUTDOOR PUBLIC FORUM ON ANY OF THE CAMPUSES?
Anyone planning to hold an outdoor public forum, such as a rally or candlelight vigil, is encouraged to file a Public Forum Notification Form with Rutgers University Student Centers Student Involvement Office. The process is applicable to all registered organizations at Rutgers University that wish to hold public forums at Rutgers University. Although not required, the filing of a Public Forum Notification is encouraged by all organizations. Nonuniversity entities are not given nor do they have implied priority on university property in the public forum area. No commercial entities (university affiliated or otherwise) are permitted to sell merchandise and services in the public forum area. For more information on public forums, see your student organization's administrative adviser or visit http://involvement.rutgers.edu/organization-officer-materials/public-for....
Designated Public Forum Area Locations:
- College Avenue Campus: A designated public forum area is located on the steps between the main entrance of Brower Commons Dining Hall and Stonier Hall on College Avenue. The space also extends back to the Records Hall courtyard.
- Cook Campus: A designated public forum area is located in the middle of the Newell Apartments.
- Livingston Campus: A designated public forum area is located on the portico of Tillett Hall (facing Kilmer Library).
- Douglass Campus: A designated public forum area is the patio and grass area on the Nichol Avenue side of the Douglass Student Center.
- Busch Campus: Designated public forum areas are located on the lawn in front of the Allison Road Classroom Building and on the lawn in front of the School of Engineering.
WRSU 88.7 FM
WRSU is a college radio station that is noncommercial; it is funded by Rutgers University by program grants from local record stores and by underwriting from local businesses. For more information, contact WRSU at 732-932-7800 or by email using our contact form.
RLC-WVPH 90.3 FM (THE CORE)
RLC-WVPH 90.3 FM (THE CORE) is the Livingston Campus radio station bringing the campus and beyond a wide array of music all hours of the day and night. For more information, contact THE CORE at 732-445-4100 ext. 7 or by email using our contact form.
WRNU (The Campus Beat)
WRNU is the student-run internet radio station for Rutgers University–Newark. WRNU has been established since 1967 and they continue to carry the long lasting legacy of having a free-form approach to our music and content. For more information, email The Campus Beat using our contact form.
The RU-info Channel (Channel 3 on RU-tv) is a 24-hour, text-based forum for sharing information about campus activities, programs, services, and events. Inform the university community of your events or announcements by visiting http://rutv.rutgers.edu/get-involved/promote-your-organization-or-event. Submissions should be made at least two weeks in advance of the desired time of posting.
Inside Rutgers is a student-produced program that provides informative glimpses of campus life, explores student interests and concerns, and showcases student-oriented events. You can submit feedback and share ideas for Inside Rutgers on RU-tv Channel 8 & 60. For more information, email Inside Rutgers.
You can submit a video project for possible airing on RU-tv. For submission guidelines and more information, visit http://rutv.rutgers.edu/get-involved/submit-video or contact Jeff Arban, Chief Engineer.
RU-tv is able to produce a limited number of promotional announcements for Rutgers groups and organizations. For information about how your club or organization can get involved, visit this page to submit a request to RU-tv.
The Online Calendar of Events can be accessed by students, faculty, staff, visitors, and the public. The system contains events universitywide and is located at http://ruevents.rutgers.edu. Organizations and departments affiliated with Rutgers can join the Online Calendar of Events so that they can submit events.
The Faculty & Staff Bulletin contains official and timely information for employees at Rutgers. Submissions must be received by noon on Thursday in order to be considered for inclusion in the following Wednesday's bulletin. Submission categories include Announcements, Community Information, Awards & Honors, Events, and more. Email the Faculty & Staff Bulletin with any questions, or visit http://bulletin.rutgers.edu for submission forms.
The RU-info Update is a daily video posted on the RU-info Facebook page, RU-info Twitter, aired on RU-tv Channel 6, and the RU-info YouTube channel. It provides students with information about upcoming events, as well as reminders regarding schedule changes, registration, and other academic information. To submit a request, email RU-info using our contact form.