Policies

Donation Boxes

Donation boxes are allowed to be placed in Sadler and Campus Center. Reservations of donation boxes will occur on a first-come, first-served basis by student organizations and university departments. This service is provided free of charge.

Boxes may be no larger than 3’x3’x3’ . Each box must be clearly labeled with the sponsoring
organization’s name and contact info, the items being collected, and where items will be donated.
Organizations must provide their own boxes for donations.
Items that can be collected must not be perishable (fresh, prepared, or frozen food) or hazardous (highly flammable, sharp, weapons, etc.). Items must fit wholly within donation box.

Each building will allow a maximum of three donation boxes concurrently. A group may have a box in
Sadler and Campus Center simultaneously. Groups are only allowed one box at a time in each location.

Location of the boxes is as follows:

• Sadler – Inside the doors facing Cohen. Boxes must be placed on the ground only and will be removed if found on the bench seating.
• Campus Center – In the main lobby in the vicinity of the Information Desk.

reservation, the box and any contents will be thrown out.

The box must be checked no less than 3x/week by a member of the sponsoring organization. Members should ensure the collection bin is not overflowing and does not contain trash or other smelly items. If any concerns about the box arise, SUE will reach out to the contact person with questions and/or instructions for how to proceed.

Student Unions & Engagement cannot monitor boxes or take responsibility for their contents.

Indoor/Outdoor Poster Use

 Rationale: Outlines the guidelines for reserving poster spaces (indoor or outdoor) of Sadler for the purposes of advertising, awareness, etc.

Responsibility for Policy Administration: SUE Events

Policy:
This policy does not include posting on bulletin boards or other campus postings. Please see Sadler Posting Policy (policy 9) for more information.

Student Unions & Engagement provides NINE (9) indoor wall poster frames and FOUR (4) outdoor A-frame poster stands available for reservations as outlined below. Indoor wall frames are located on the wall between the entrance closest to the Cohen Career Center and the Sadler Information Desk. Outdoor A-frames are located at the entrance to Sadler closest to Cohen Career Center. Individual indoor or outdoor frames may be reserved online through Student Unions & Engagement via an online form.

• Reservations are available for university departments and Registered Student Organizations.
• Poster dimensions must be 24”x36”. We are not able to display anything larger or smaller.
• Only ONE (1) poster can be used to advertise each event or initiative at a time, regardless of the number of sponsors involved.
• Only ONE (1) frame per Department or Registered Student Organization may be reserved at a time.
• Advertising for a single event or initiative is limited to a maximum of THREE (3) occurrences per semester.
• Reservations for wall frames and A-frames open at the beginning of each semester.
• SUE Staff are responsible for placing posters in frames. Please drop off the poster at the Sadler
• Information Desk no more than ONE (1) day before your reservation begins. We are unable to accept them any sooner.
• If not picked up, all posters will be disposed of THREE (3) business days after expiration.
• Wall frames may be reserved for a half week or full week. Posters may be on display for:
  • Half Week (Sunday-Wednesday)
  • Half Week (Wednesday-Sunday)
  • Full Week (Sunday-Sunday)
• A-frames may only be used by Student Affairs departments or for events held within Sadler.
• A-frames may be reserved and displayed for no more than FIVE (5) business days. 
• A-frames will remain outdoors in all weather conditions. A covered location is not guaranteed.
• A-frames not purchased and administered through SUE are not permitted within 30 feet of any entrance to Sadler and are classified as non-traditional displays. Please see the university Posting and Chalking Policy for more information
• Reservations may not be extended. A new request must be submitted for a poster to remain longer than ONE (1) week. Availability is not guaranteed. 

Sadler Posting Policy

Public posting is allowed in and immediately around Sadler as outlined below.

Flyers may be posted on the bulletin boards located throughout public spaces in Sadler. Flyers may be
displayed for up to 2 weeks.

Posters can be reserved for display in frames by the Information Desk. Posters may be in place for 5
days.

A-frames/sandwich boards can be reserved for use outside the entrance to Sadler adjacent to the
Cohen Career Center. A-frames may be in place for 1 week.

Whiteboards are available for use throughout public spaces in Sadler. Whiteboards will be erased daily or weekly.

Staples are not allowed for any posting type. Any posting put up with staples will be removed.

Postings must be no larger than 8 ½” x 11” for flyers, and no larger than 24”x36” for posters and Aframes.

Postings should not be posted on walls, doors, windows, columns, bathroom stalls, etc.

Postings that do not adhere to the above guidelines will be removed by SUE staff.

Provisions of the campus posting policy are in effect at all times.

Note: It is a best practice for QR codes to also include a full or shortened URL address adjacent to the code for accessibility.

Instructions for use will be provided at each acceptable posting location within Sadler.

A-frames/sandwich boards

• A-frames are available for reservation only by university departments. One is reserved for Sadler
  departments/units at all times.
• Three spaces are provided at the entry of Sadler (adjacent to the Cohen Career Center) for
  display of A-frames.
•  These spaces can be reserved through [[SUEevents]]
• Spaces can be used for up to 1 week.
• Advertising can be used for a campaign or a single event.
• A-frame(s) must be removed by the reserving party no more than one business day after the
  scheduled end of the reservation.
• No auxiliary postings may be added onto the A-frame (extra flyers, handouts, balloons, etc.).

• Posters are available for reservation only by university departments and registered student organizations.
• Posters must be reserved through the poster reservation form on the Student Unions & Engagement (SUE) website.
• Reservations must be requested three (3) business days in advance.
• Reservation information must include organization name, contact information (name & email), desired display timeframe, and indicate if the poster will be picked up or not.
• The information desk attendant will send a confirmation email confirming the request.
• If the timeframe requested is not available, an information desk attendant will coordinate an alternative date.
• Please drop off the poster at Sadler Information Desk at least one (1) day before the requested date.
• Posters may be on display for five (5) business days (M-F).
• Reservation extension requests may be granted through the poster reservation form.
• Requests may only be granted if there are spaces available.
• If a different group submits a request after the initial group's display timeframe has expired and there are no other spaces available the initial poster will be removed and the group notified.
• If poster pick-up is requested, the listed contact person will be notified when the poster is ready for pick up. Otherwise, the poster will be discarded.

• White boards are available for “in the moment” use (while directly occupying a space) and for short-term advertising by student organizations and university departments.
• All advertising must follow the regulations of both the university and Sadler-specific posting policies.
• White boards in public spaces are cleared daily or weekly by SUE staff depending on location.
• Only white board-specific markers may be used. The Sadler Info Desk can lend markers out for this use.
• No postings of any other sort (flyers, posters, etc.) may be placed on white boards. Postings of this nature will be removed.

W&M Affiliated Group Tabling Rules & Guidelines

 This policy applies to groups that are affiliated with William & Mary. Tabling processes for
external vendors, companies, and associates can be found in the Vendors & Advertising policy.

The purpose of this policy is to provide students, guidelines surrounding tabling usage within
and outside of the Sadler Center for affiliated groups to include Recognized Student Organizations (RSO) and university departments/units.

Definitions: Tabling is defined by the process in which an affiliated group schedules a space whereby
SUE (Student Unions & Engagement) provides a table for the group to disseminate literature and
information, recruit members, and approved activities. Tabling is managed by the office of Student
Unions & Engagement and requires a formal reservation request and reservation confirmation.

Application: This policy applies to all RSO or University Department tabling reservations made through SUE. Exceptions can be made by the Senior Associate Director or their designee.
Responsibility for Policy Administration: Senior Associate Director, Student Unions & Engagement

Policy:

• A reservation must be made for a group to table inside OR outside the Sadler Center
  (reservations cannot be made at the same time in both locations).
  • Each reservation is permitted one (1) table and two (2) chairs, set-up and provided by
    SUE.
  • Groups will be asked to leave if found tabling without a reservation from SUE. If space is
    available, same day reservations may be honored.
• Groups cannot table at unauthorized spaces without prior approval from SUE.
• Tabling requests can be made through the RSO Space Request Form or the Faculty/Staff Space Request Form.
• Reservations for tabling must be requested at least three (3) business days in advance
• Tabling can occur Monday-Sunday anytime in which the Sadler Center is open (please see Sadler Center Building Hours as hours may vary).
• Groups are permitted to schedule tabling for 5 consecutive days to allow access for other
  groups.
• In the event of rain or severe weather, all outside tabling reservations may be moved inside the
  Sadler Center by SUE staff as space permits.
• At least one member of the sponsoring group must be present for the duration of the
  reservation.
• Amplified sound is not permitted while tabling. Music may be played on devices
  (computers/phones) so long as no external, portable, or Bluetooth speakers are used.
• Displays and activities associated with the table reservation cannot extend more than one foot
  from the perimeter of the table.
  • Examples include stands, signs, A-frames, pop-up tents etc. Items may be permitted
    with advanced notice. In some instances, these requests may result in an event
    reservation whereby the group has full and/or partial reservation of the entire space.
• All items must be removed at the conclusion of the reservation time.
• No posting is permitted on walls, windows, doors, trees, or receptacles around the tables, but
  posters may be attached to the table. Please remove all tape from tables once done.
• Group members must remain behind the table to not impede walkways and pedestrian traffic.
• No solicitation, forced handouts, or other methods of enticement (calling out to people, etc.)
  can be used. Passersby should be permitted to make their own decision on if and how they
  engage with those tabling.
• RSO’s and university departments that have tabling reserved for multiple days can store
  materials at the Information Desk for the duration of the reservation as space permits. All
  supplies must be taken with the group on their final day of tabling.
  • All stored materials must fit inside closed bins (bins measure approximately 13" x 11" x
    11"). Perishable items are not accepted. Any money must be placed in a sealed, labeled
    envelope and signed in to the safe, money can only be retrieved when professional staff
    is present (typically Monday - Friday from 8 AM to 5 PM).
• Tables are monitored by SUE staff.
• Groups or individuals found in violation of policies listed above may have their reservation
  removed and/or future privileges revoked.