Vice President for Business Affairs
Temporary Signage (including Banners, Chalking, & Yard Signs) Policy 

  1. Purpose

 The purpose of this policy is to provide Primary Users guidance on advertising Events through temporary visual markings and signage, such as banners, chalking, and yard signs, while, at the same time, maintaining the overall aesthetic appearance of the Campus. This policy also clarifies allowable Temporary Signage options for Select Users. 

  1. Applicability 

Except for the distribution of flyers and the presentation of hand held posters, see Regulation 2.003, Distribution of Printed Materials (https://regulations.ufl.edu/wp-content/uploads/2018/04/2.003.pdf), Select Users, including individual students as well as businesses, organizations, entities, and other individuals not associated with the University, are prohibited from placing Temporary Signage on Campus. Select Users do not need to reserve Space for expressive activities. Select Users may hand out printed materials and carry or have attended signs. Printed materials or signs left unattended are considered litter. 

  1. Definitions 

Campus: all University-owned, -occupied, or -controlled lands and buildings located within the state of Florida.

Chalking: refers to writing or drawing with approved types of chalk on concrete or paved sidewalks.

Event: means without limitation, any function, gathering, occasion, and party. This definition specifically excludes activities conducted by Primary Users for Academic Purposes or Administrative Purposes not requiring a risk review. For clarification of the risk review requirement see Use of University Space Policy section 3(a) (https://policy.ufl.edu/policy/use-of-university-space-policy/).

Permitting Authority: the University unit responsible for approving event and permit requests in accordance with the University’s permitting process. The Permitting Authority for events sponsored by Registered Student Organizations is the Vice President for Student Affairs or their designee. The Permitting Authority for events sponsored by Primary or Select Users other than Registered Student Organizations is the Vice President for Business Affairs or their designee.

Primary User: refers to the following types of Users:

  • Any University-recognized and officially constituted college, school, department, division, institute, center, office, or other University organizational unit;
  • Any University employee when performing functions within the scope of their employment;
  • Any University student engaged in activities directly related to their current course curricula, such as studying (individually or with a group of individuals all of whom are University students) and working on course-related projects or experiments.
  • Any University-certified direct support organization organized and operated in accordance with Section 1004.28, Florida Statutes, and their employees when performing functions within the scope of their employment;
  • Shands Teaching Hospital and Clinics, Inc. and any University Health Science Center Affiliate, and their respective employees when performing functions within the scope of their employment; and
  • Any Registered Student Organization when utilizing Space solely to conduct activities related to the Registered Student Organization’s stated mission or purpose.

Registered Student Organization (RSO): a voluntary group of students joined together by interest, cause or mission that is registered with the Department of Student Activities and Involvement (SAI). RSOs must meet SAI criteria and requirements to remain active and receive RSO benefits and campus privileges.

Select Space: Indoor and outdoor Space that is eligible for reservation and use by both Primary Users and Select Users, a current list of which is available at https://businessaffairs.ufl.edu/even ts/select-space/. This definition specifically excludes Instructional Space, Administrative Space, and Primary Outdoor Areas unless otherwise identified on such list.

Select User: any individual, group, or organization not meeting the definition of Primary User.

Space: any University-owned, -occupied or -controlled building, structure, facility, outdoor area or indoor location on Campus, but specifically excludes: fraternity and sorority houses located on Campus, and buildings, facilities and space controlled by a direct support organization.

Temporary Signage – refers to the following types of temporary markings or signage used to publicize an Event:

  • Adhesive stickers, labels, and decals;
  • Banners, whether affixed to banner poles or light poles, or hanging from the interiors or exteriors of Campus buildings;
  • Feather banners;
  • Chalking; Posters or flyers;
  • Sandwich boards or a-frames; and
  • Yard signs.

User: means both Primary Users and Select Users. 

  1. Permitting Authority

The Vice President for Student Affairs or designee and Vice President for Business Affairs or designee are the Permitting Authorities for Temporary Signage without limitation.

The Vice President for Student Affairs is responsible for Temporary Signage in the following Campus locations:

  • Within or on the exterior of the Reitz Union;
  • Within the boundaries of the Reitz Union’s North Lawn;
  • Within or on the exterior of Newell Hall;
  • Within the Plaza of the Americas;
  • Within the Turlington Plaza;
  • Within or on the exterior of RecSports facilities; and
  • Within or on the exterior of Housing facilities.

The Vice President for Business Affairs is the Permitting Authority and responsible for approving requests for Temporary Signage at all other Campus locations. 

  1. Authorized Use of Temporary Signage 

Primary Users, including Registered Student Organizations, may use Temporary Signage for the following reasons:

  • To promote and provide directions to Events held on the University Campus;
  • To promote Events or activities related to the mission of the University;
  • To celebrate the academic achievements of Primary Users, University students, or University alumni;
  • To celebrate anniversary milestones of Primary Users related to the University;
  • Celebratory anniversary milestones should begin at 50 years and continue in increments of 25 years (e.g. 75 years, 100 years, 125 years, et cetera); and
  • To recognize major donors (e.g. donors after whom a college or building will be named).

Temporary Signage containing references to the illegal use, sale, consumption, or distribution of alcohol or illegal drugs are prohibited. Temporary Signage must not sponsor commercial, off-campus vendors, unless it fully complies with all University regulations, including, without limitation, Regulation 4.006. Temporary Signage must not contain obscenity, defamation or other forms of unprotected speech. 

  1. Placement of Temporary Signage 

The placement of Temporary Signage must never:

  • Impede the free movement of foot, bicycle, or vehicular traffic on Campus;
  • Be placed on, under, or in the immediate vicinity of any light or utility (electrical or telephone) lines or facilities;
  • Be placed on any traffic signs, emergency call boxes, painted surfaces, benches, planters, utility boxes, newsstands, advertising dispensers, trees, roadways, or outdoor steps; or
  • Be placed on sidewalks or walkways (except for Chalking in certain locations, see Chalking under “Specific Types of Temporary Signage”).

Unless otherwise authorized, Temporary Signage may not be placed on building roofs, exterior or interior walls of Campus buildings or structures, the windows or doors of Campus buildings, or over Campus roads or roadways.

  1. Removal of Temporary Signage

In all cases, it is the Primary User’s responsibility to make sure the Temporary Signage is removed within 24 hours of the completion of the event or any time limitations established in this Policy for specific types of Temporary Signage.

The University will remove any Temporary Signage that does not comply with this policy. Any costs associated with removing Temporary Signage that does not comply with this policy will be charged to the individual or group placing the Temporary Signage.

  1. Specific Types of Temporary Signage and Additional Rules Without Limitation

 a) Adhesive Stickers, Labels, Static Window Clings and Decals (including Vinyl Decals) – Placement of adhesive stickers, labels, static window clings and decals on or affixed to any University-owned structure, building (or any parts thereof, including windows and doors), sidewalk, walkway, roadway or any other Space is generally prohibited. This restriction does not apply to stickers, labels, clings and decals placed by a University department for building code or operational and programmatic reasons.

b) Banners – Unless otherwise approved, all banners placed on Campus must meet the following specifications:

    • Banners must not exceed the following dimensions – 10 feet wide or 8 feet tall;
    • Banners must be constructed of heavy cloth, heavy vinyl or heavy plastic; and
    • Banners must be properly sewn and vented.

The University maintains banner poles for the exclusive use of Registered Student Organizations and the Division of Student Affairs. Banner poles are located near the Reitz Union and the Plaza of the Americas. Registered Student Organizations reserve banner poles through the Office of Event Services online reservation request form, found here: https://eventservices.ufsa.ufl.edu/. Registered Student Organizations may reserve banner poles for up to five calendar days in a thirty-day period. Registered Student Organizations can only reserve banner poles thirty days in advance of the first day of the requested reservation period. Registered Student Organizations are responsible for installing and removing their banners on banner poles. Registered Student Organizations must remove their banners from the banner poles by 5:00 pm on the final date of the Registered Student Organization’s reservation. Additional specifications for banners hung from banner poles (applies to Registered Student Organizations and University Departments uses) include:

  • Banners must be hung using the existing ropes and hardware;
  • Banners must have grommets to attach to the banner poles; and
  • Banners must not touch the ground.

The University only allows the hanging or draping of banners from the interiors or exteriors of certain Campus buildings pursuant to the following conditions:

  • Facilities Services must install and remove all hanging banners, unless a Campus Space has assigned that task to another approved unit.
  • Hanging banners may not remain on or in Campus buildings longer than five business days without written permission from the Vice President for Business Affairs.
  • The senior college or unit administrator overseeing the operations of a Campus building is authorized to decide:
    • Whether or not hanging banners will be allowed in or on their buildings;
    • Any physical specifications (such as size restrictions) for the banners; and
    • Whether to allow all Primary Users to place hanging banners in or on their building or to limit such opportunities to specific categories of Primary Users (e.g., only Registered Student Organizations or campus units and Registered Student Organizations, et cetera). If a specific category of Primary Users (e.g. Registered Student Organizations) is allowed to place hanging banners in or on a Campus building, all individuals or groups in that specific category (e.g., all Registered Student Organizations) must also be allowed to do so, except that a college can limit the banners placed in or on its building to Primary Users associated with that college (e.g., the College of Law can limit the placement of banners within or on College of Law buildings to Registered Student Organizations affiliated with the College of Law).
  • Approval process for Primary Users (excluding Registered Student Organizations) – In addition to obtaining the permission of the senior college administrator or unit administrator of the building where the banner will be placed, such Primary Users must also submit a banner permit request with the Vice President for Business Affairs using the form found here: https://businessaffairs.ufl.edu/ events/permitting/.
  • Banner designs must be approved by the senior college/unit communicator of the department submitting the request to review the banner for adherence to identity standards including images and the presentation of the university name and trademarks.

As for banners at fraternity and sorority houses, except the following safety precautions, banners at fraternities and sorority houses are exempt from these provisions.

  • Banners must not exceed 100 square feet in total area;
  • Banners must not be placed on the roofs of the houses; and
  • Banners must not be placed on, under, or in the immediate vicinity of utility lines or equipment.

c) Light Pole Banners – UF Communications is responsible for overseeing and approving any requests to erect light pole banners. Information regarding the guidelines for light pole banners is available at: http://identity.ufl.edu/signage/. The banner request form to erect light pole banners is available at: http://identity.ufl.edu/wp-content/uploads/2017/05/ LightpoleBannersForm.pdf.

d) Chalking – The only type of chalk approved for Chalking is water-soluble, dry stick chalk specifically designed for writing or drawing on concrete or paved sidewalks. The use of aerosol spray chalk, markers, paints (latex or oil-based) and similar products is prohibited.

Chalking is permitted ONLY on the following locations:

  • Concrete sidewalks on the north side of the Reitz Union, up the emergency fire lane, to the eastern most point of the North Lawn Stage, and ending at the western most point of the emergency fire lane at the Reitz Union breezeway, and
  • Concrete portions of the walkway located in the northeast corner of the Turlington Plaza (south of Union Road, west of Newell Drive, back to the northeast side of Turlington), including the tabling area.

Chalking is prohibited in or on any of the following areas or surfaces:

  • Vertical surfaces, doors, walls, sides of buildings, windows, pilings, and columns;
  • Painted surfaces, glass, benches, planters, trees, traffic signs, light posts, emergency call phones, fixtures, newsstands, ad dispensers, utility boxes, private property, and any other similar objects;
  • The concrete stairs, walls, tables, and planters on Turlington Plaza; and
  • In any areas where temporary or permanent coverings hinder rain from reaching the chalked area.

Chalking must be clear and legible, bear the name of the Registered Student Organization or University unit responsible for the chalking.

Chalking activities that comply with these rules are not subject to the permitting process and do not need an approval from a Permitting Authority.

e) Printed Materials such as Posters or Flyers[1] – In addition to Primary Users, Select Users including individual University students and non-Registered Student Organizations may distribute printed materials on Campus, (refer to Regulation 2.003, Distribution of Printed Materials, https://regulations.ufl.edu/wp-content/uploads/2018/04/2.003.pdf).

Posters or flyers placed on Campus by Registered Student Organizations must include the organization’s name and contact information.

The placement of posters or flyers is restricted to outside bulletin boards exclusively. Posters and flyers must not be placed on any other outside structures, including, but not limited to, statues, trees, walls, light posts, doors, or cars.

f) Sandwich Boards (including A-Frame signs) in Outdoor Locations – The use of sandwich boards at outdoor locations is limited to university departments, colleges, or units responsible for Select Spaces and may only be used for providing directions to or for Events occurring on Campus. Sandwich boards must not be placed in locations that will impede pedestrian traffic or vehicle visibility and must be removed upon completion of the event. There must be five feet of clearance around any sandwich board in an open paved area or sidewalk. Sandwich boards must not be placed in landscape beds or turf areas. Sandwich boards must only be secured with self-contained weighting systems. Using chains or cable locks to attach sandwich boards to University property (including, but not limited to trees, bollards, railings, street or lampposts, and buildings) is prohibited.

Sandwich board uses in compliance with these rules are not subject to the permitting process and do not need an approval from a Permitting Authority.

g) Yard Signs (including Feather Banners or Flags) – Yard signs may only be used to advertise on-Campus Events occurring within 3 calendar days, not for advertising on-Campus Events beyond that timeframe or advertising off-Campus Events, and to provide directions to on-Campus Events. Such yard signs must comply with the time restrictions covered under Temporary Directional or Way-Finding Signs for Events. Feather banners may only be placed in front of the Campus Spaces where the Events will take place and only on the days when the Events are being held.

Yard signs must be placed at least 12 inches away from sidewalks and curbs in order to avoid damage to the irrigation system. Any yard signs requiring the placement in the ground of a spike, post, or base for support (such as feather banners or flags) must be placed by Facility Services. Yard signs not requiring the placement in the ground of a spike, post, or base for the sign’s support (e.g. wire stake signs) may be placed on Campus by the Primary Users. Any User placing a yard sign in violation of this rule is responsible for costs incurred by the University to repair damages incurred by the University because of the User’s actions.

All yard signs must include the Primary User’s name (university department or Registered Student Organization) and installation/removal dates (e.g., 01/01/2021 – 01/03/2021) on both sides of the yard sign at the bottom right corner in black Times New Roman text with a minimum size 24 font on a light color background.

Yard signs that comply with these rules and placed in the following Campus locations are not subject to the permitting process and do not need an approval from a Permitting Authority:

  • Within the boundaries of the Reitz Union’s North Lawn;
  • Exterior of Newell Hall;
  • Within the Plaza of the Americas; and
  • Within the Turlington Plaza.

For yard signs to be placed anywhere else on Campus, such requests must be approved in advance by the Vice President for Business Affairs or designee using the process found at https://businessaffairs.ufl.edu/events/permitting/. Yard signs placed elsewhere on Campus must be placed in landscape beds, unless otherwise approved by the Vice President for Business Affairs or designee.

h) Temporary Directional or Way-Finding Signs for Events – Time restrictions for temporary directional and way-finding signs, designed to help guide attendees to Events, are as follows:

    • Such signs must not be placed on Campus until after 8:00 a.m. the morning prior to the Event.
    • Such signs must be removed no later than 5:00 p.m. the day after the Event.

 

  1. Temporary Political Signage – This policy does not apply to political signage, including signage supporting candidates for upcoming elections; rather the University follows all applicable federal, state, and local laws and rules regarding such signs. Political signage is addressed in the Political Campaigning on Campus Policy (https://policy.ufl.edu/policy/policy-on-political-campaigning-on-campus/).

 

[1] This rule does not regulate the posting of materials within the Department of Housing and Residence Education.  Individuals or groups wanting to place posters or flyers in areas operated by the Department of Housing and Residence Education, including its outdoor bulletin boards, should contact that department at HREConduct@ufsa.ufl.edu.