Organization Publicity, Marketing and Communications

Registered student organizations may display posters that promote an event, exhibit, or activity; recruit members; or express an opinion. The university’s Poster Policy sets forth the criteria and responsibilities for the temporary display of posters on university-owned or leased property.

The term “poster” for purposes of this policy includes, but is not limited to banners, flags, sandwich boards, leaflets, and chalking.

The approval of a poster or use of the university name or logo on a poster does not constitute an endorsement by the university of the program, event, activity.

Review the Poster Policy for the full university policy.

Below are key points outlined in the policy:

• Event-related posters can be displayed a maximum of 15 days before the event. Non-event posters are limited to a 17-day display period.
• Exterior and interior posting locations on university-owned or leased property are restricted to Identified Display Areas. One poster per poster location.
• The name and contact information for the student organization must be clearly displayed.
• The following are the allotted size dimensions for printed materials:
  • No larger than 8.5” by 11” for flyers (allotted size for bulletin boards)
  • No larger than 11" by 17" for posters
• Chalking on university- owned or leased property may only be done on horizontal concrete, granite, or asphalt surfaces where the rain will wash away the residue completely.
• Pushpins can be used to hang a poster on a bulletin board. Tape, preferably kinds that do not leave behind residue, should be used to hang all other posters.
• Organizations may not project words or images onto the interior or exterior surfaces of any university-owned or leased property.

Student organizations must also adhere to the following:

• Content must not promote alcohol or other drug consumption.
• When an event is hosted by a registered student organization in partnership with an external organization, the name of all the participating organizations must be included. The registered student organization name must be the most prominent in size and placement on all signage, promotions, and associated materials.

GW residential, recreational, academic, support, administrative, or leased buildings may have additional policies and procedures for displaying posters in their areas.

Organizations may be financially responsible for damage or cleaning fees that result from hanging posters or chalking in unauthorized locations or using unapproved hanging methods.
 

Student organizations may reserve outdoor space and indoor space in the University Student Center, Kogan Plaza, Mid-campus Quad, and District House for the purposes of tabling. Tabling is commonly used to promote an organization or conduct fundraising activities. To reserve table space, visit the Student Center website.

GW Organization Email Address

Registered student organizations are eligible to create an organizational email address via GW IT. It is recommended that organizations use an @gwu.edu email address which better allows the university to help transition the account over time and address security and privacy concerns.

The organization is responsible for maintaining the account and updating authorized users. Student Involvement does not monitor or maintain student organization email accounts or passwords; however, GWIT can assist with access issues, password resets, and functionality issues. 

Before requesting an email account, read the Code of Conduct for Users of Computing Systems and Services and the Network Usage and Security Policy.

Visit the GWIT Organizational Email Account website for more information or to submit an email request form. You will be asked to list the name and email of a sponsor that authorized the creation of an account. Student organizations may list their assigned Staff Advisor or Org Help (orghelpgwu [dot] edu) for assistance.

GW Listserv

GW provides an email list management service using the L-Soft Listserv product. Listserv provides the means to manage all of your opt-in email lists, including email newsletters, announcements, discussion groups, and email communities. Student organizations with a GW organizational email address and Staff Advisor or Org Help approval may own a Listserv. 

All list owners are required to adhere to the GW Email Policy and  and Acceptable Use of IT Resources Policy. Visit the GWIT Listserv website to learn more or to request a new list.

Additionally, organizations may utilize Engage to email its members or officers.

Student organizations are permitted to speak to the media, both internal and external to the university. Organizations are encouraged to consult their Staff Advisor or Org Help for guidance upon receiving a media inquiry. Students may speak on behalf of their student organization, but may not represent the university or a GW department without written permission from the university’s Media Relations team. Media Relations may be contacted at GWMediagwu [dot] edu for guidance on media requests.

Student Media

Student organizations can submit letters to the editor, opinion pieces, and story ideas, as well as place advertisements in the GW Hatchet. Visit the GW Hatchet website for more information.

GW’s campus radio station has a strong and devoted followership. Capitalize on this by working with WRGW on your event, pitching a blog, or advertising with WRGW. For more information on WRGW District Radio advertising, visit the WRGW website.

Also consider tapping into other student media organizations on campus such as GWTV.

University Calendar

The University Calendar pulls events from Engage so it is important for student organizations to add events to Engage. Also, the University Calendar is used to populate several GW websites, campus social media accounts, as well as official university communications to the student body. 

Again, adding events in Engage remains the best way of getting them advertised to the community but if you want to add an event to the University Calendar without Engage complete this online form. Log in using your GW UserID.

GWToday

GW Today is the official online news source for the university. The newsletter typically publishes interesting stories that highlight the accomplishments or activities of a wide variety of campus community members. In order to be considered for a story in GWToday, contact External Relations at gwtodaygwu [dot] edu.