Office of Marketing & Communications

Campus Signage Posting Procedures

To maintain a consistent, clear, and clutter-free campus environment, all signage intended for display on Southwestern University’s campus must follow the procedure outlined below. This ensures materials are accurate, appropriately branded, and placed in designated areas.

Step 1: Prepare Your Signage

Before submitting signage for approval:

  • Ensure your content is clear, accurate, and appropriate for a university audience.
  • Include the event or initiative name, date, time, location, and contact information.
    Use high-resolution images and accessible design (e.g., legible fonts, sufficient contrast).
    Recommended sizes:
    • 8.5” x 11” (standard flyer)
    • 6.5” x 4” (napkin dispenser)
    • 8.5” x 11” bi-fold or tri-fold (table tent)
Step 2: Submit to Marketing & Communications

All signage must be submitted to the Office of Marketing & Communications for initial approval.

Submission Guidelines:

    • Submit a digital version (PDF or PNG) here.
    • Include the sponsoring department/organization and event details.
    • Reviews are conducted every Monday.

Marketing & Communications Will:

    • Review signage for branding, content accuracy, and alignment with university standards.
    • Approve or return with feedback for revision.
Step 3: Submit to Student Activities

Once approved by Marketing & Communications, signage will be posted within 48 hours of approval.

Student Activities Will:

    • Print and stamp the signage to indicate approval for posting.
    • Distribute and post signage on designated bulletin boards and in approved areas across campus.
    • Ensure signage is removed after the event or at the end of the posting period.

Note: Only Student Activities staff may post signage in public campus areas. Unauthorized postings may be removed.

Additional Notes
    • Timing: Submit signage at least two weeks before your event to ensure timely approval and posting.
    • Designated Posting Areas: Approved bulletin boards are located in key high-traffic areas such as academic buildings, student centers, and residence halls. Signage may not be posted on walls, windows, doors, or outdoor structures without special permission.
    • Chalking and Banners: These require separate approvals and may follow different procedures. Please visit the Student Activities page to learn more.
    • Promotional Campaigns: Need help from the Office of Marketing & Communications to develop a full promotional campaign? Submit a request. All campaign requests must be submitted at least one month before the desired due date.
Questions?