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Student Centers

  2. Advertising & Tabling Policies

Advertising & Tabling Policies

Advertising

Print Advertising
Only student organizations and University departments may post within the Student Centers. Display boards are available in the Commons Center, Kissam Center, Sarratt Student Center| Rand Hall, and Student Life Center. Please reference the Marketing and Communications section of the Student Handbook for more information on publicity promotions and advertising.

  • Postings cannot exceed two (2) 8.5″ x 11″ OR one (1) 11″ x 17″ up to 24″ x 36″ poster per display board.
  • No postings are permitted on walls or glass. These posters will be removed and disposed of by Student Centers.

Banners
Only approved banners, co-sponsored by the Office of Student Affairs may be hung in the Student Centers. Banners will be hung by Student Centers. All banners must be collected by their sponsors no later than 3 days after the event. Only commercially made vinyl banners are permitted inside the Student Centers. Hand-painted paper or sheet banners may be hung on the poles in front of the Rand Wall on a first-come, first-served basis with no reservation required. Please reference the Marketing and Communications section of the Student Handbook for more information on publicity promotions and advertising.

Sidewalk Stickers

Use of sidewalk stickers is prohibited, except if such use is approved by the Facilities Review Committee, which must review and approve the proposed content, locations, and posting dates of any sidewalk stickers.

Digital Signage
Student Centers manages screens in the Commons Center, Sarratt Student Center, Student Life Center, Kissam Center, E Bronson Ingram, and Zeppos College

  • Student Affairs departments and student organizations are permitted one (1) 10-second slide at a time, which will play for a minimum of three days and a maximum of 21 days. It is the responsibility of each area director to determine which slide to have posted. All signs must be submitted by a representative of the specific department, or officer of the student organization. Student Organizations in need of help creating digital signage are encouraged to use the free services of Dores Design team.
  • Please submit your digital signs by email to digitalsignage@vanderbilt.edu one week prior to your requested ‘start’ date. Include the start/end dates for running your image. All files should be in widescreen format(aspect ratio of 16:9 or 1920 x 1080) and saved as a .jpg or .png file type.

All requests for exceptions to the policies above should be directed to an Associate Director of Student Centers.

Campus Signage 

The University has guidelines related to advertising. For more information, please reference the Marketing and Communications section of the Student Handbook.

Tabling Policies

Information tables may be reserved by Registered Student Organizations and University Departments in designated locations to help promote an event or program.  Requests should be made at least 24 hours in advance. 

  • Standing reservations are not accepted.
  • The organization making the reservation must be the organization represented at the table. Organizations can’t make a reservation and allow a different organization to use the table.
  • The table must be staffed by a representative of the reserving organization at all times. The representative must be a member of the Vanderbilt community (faculty, staff, student).
  • The organization must display a printed sign with the organization name at all times when tabling.  The sign will be provided to the organization by Student Centers upon checking out the table.
  • University Departments and registered student organizations shall not use their privileges to reserve tables and “front” for a non-university group or commercial entity. Outside companies interested in recruiting students for employment may be referred to the Career Center.
  • Solicitation is not permitted from any person or organization that did not reserve a table.  
  • Goods (food, t-shirts, etc.) may not be sold. The organization may distribute such goods with a “suggested donation” associated, but a fixed price cannot be set.
  • If food is being distributed that was prepared by a non-licensed caterer, student organizations must post a sign at the table indicating this. Click this link to print the sign.
  • Items may not be taped to the wall or windows without prior approval. Groups will be charged for any damage caused.
  • Amplified sound is only allowed between Noon-1pm.
  • In the event of inclement weather, tables will be set up in the Sarratt Promenade as long as it is not in use.
  • Cancellations must be made at least one business day in advance.  Please feel free to call with any additional questions.

Commons

Tables in the atrium will be available to reserve between the hours of 7am – 11pm.  Hours are subject to change and are based on building hours.  

  • Outdoor tables may be picked up by any member of the organization at the Commons front desk and should be returned afterward. 
  • Indoor tables are permanently set up at the base of the staircase in the atrium.
  • No group may make more than five table reservations per calendar month.
  • Amplified sound is permitted at low levels to not disturb events and classes on the 2nd and 3rd floors.  
  • In the event of inclement weather, patio tables will be canceled.

Kissam STudent Center

Tables in the lobby will be available to reserve between the hours of 7am – 11pm.  Hours are subject to change and are based on building hours.  

  • No group may make more than five table reservations per calendar month.
  • Amplified sound is not allowed.

Rand Wall

Tables may only be reserved from 11am – 2 pm Monday – Friday.

  • In the event of inclement weather, groups may bring their tables inside the Sarratt Promenade if no other event is occurring on the promenade.
  • A group may only reserve a table up to a maximum of 10 days per month.
  • Tables are picked up from and returned to the Student Centers office (Rand 307). If a table is not picked up by 12pm, the table will become available for other student organizations to use for the day.
  • Rand wall ticket sales are no longer offered. 

Sarratt Promenade

Tables in the promenade will be available to reserve between the hours of 7am – 11pm.  Hours are subject to change and are based on building hours.  

  • Existing furniture cannot be moved
  • A group may reserve a table for up to a maximum of 5 consecutive days. 
  • All programs including food will require housekeeping.