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CALIFORNIA STATE UNIVERSITY, SAN BERNARDINO
POLICY ON GUIDELINES FOR
INFORMATION GENERATED ON THE ELECTRONIC MARQUEE

APPROVED BY ADMINISTRATIVE COUNCIL:
June 29, 2010
APPROVED BY PRESIDENT KARNIG:
July 1, 2010
For interpretation of this policy, please contact the responsible department: Office of Events Scheduling (909) 537-5236

Background

The Event Scheduling Office is responsible for maintaining timely and accurate information about university activities and events that are of general interest to the campus community as well as the public at large. The office routinely researches, verifies and generates information about activities and events, which are publicized on the campus listserv as well as the web page, and shared with the campus community. Therefore, it is natural for the office to assume responsibility for coordinating and executing information for the electronic marquee situated at the foreground of the campus.

Policy

Each proposal for an electronic billboard posting will be considered on its own merits. Submission of information to the Event Scheduling Office will not constitute a commitment to publicize an event or activity on the marquee. The required Marquee Request Form for an event to be posted on the marquee should not circumvent proper submittal of a lease and/or space reservation agreement for use of campus facilities as outlined in the Facility Use Policy. The Event Scheduling Office, after consulting with the Public Affairs office, reserves the right to determine whether an event is sufficiently newsworthy to warrant a posting on the electronic billboard.

The Event Scheduling Office will retain the accountability for gathering, verifying and generating information for the electronic marquee. The office will coordinate with a variety of campus offices and committees that plan and organize university activities and events, including, but not limited to, the Associated Students, Inc.; the art, music and theatre arts departments; Athletics, Student Leadership and Development; the Housing Office; and the Santos Manuel Student Union.

Moreover, the Event Scheduling Office may be required to limit events publicity to major attractions when the marquee has space constraints. For the purposes of this policy, a major event shall be defined as: an occasion that is open to the public and has an anticipated audience of 150 or more. An exception to this definition would include events having a significant interest to the university.

Information submitted for the marquee should meet the following criteria:

  1. The event, activity or topic must be university funded or revenue generating for the university.
  2. The event, activity or topic must be of widespread interest or importance to the campus community as well as the general public visiting the campus.
  3. "Welcome" message to groups visiting CSUSB may be posted for the day of the visit, space permitting.

EMERGENCY MESSAGES:

Emergency messages may be posted to the campus marquee by the office of Public Affairs and may displace other posted messages. Public Affairs will assume responsibility for moderating the posting, which is critical to the mission and safety of the university.

PARKING/UNIVERSITY POLICE:

Parking Services and/or University Police may post messages indicating critical information such as road and parking lot closures as well as event parking information.

Procedure

With the exception of Parking Services and Public Affairs (Emergency messages), the following procedure should be used when submitting information for inclusion on the electronic marquee:

  1. Information about an activity or event should be submitted electronically by completing the required Marquee Request Form located at https://admina.csusb.edu/eventforms/Marquee.aspx. The Event Scheduling Office will date-stamp the material upon receipt.

    Each request for marquee publicity must:

    • Be received by Event Scheduling at least three weeks prior to the desired publicity period on the marquee. For dated events, material should be submitted at least one month in advance of the date of the activity in order to permit proper verification of the information submitted.
    • Include the following essential data for Event Scheduling usage:
      • Date
      • Time
      • Place
      • A list of activities that will take place, speakers and their credentials/backgrounds,
      • A person and telephone number to contact for further information,
      • And any information that may encourage the public and the campus community to attend an event, if the marquee message is intended to attract an audience.
  2. Upon receipt of the marquee publicity request, the Event Scheduling Office will be responsible for confirming the data submitted and rewriting the information in a readable billboard-type format.

    The Event Scheduling Office will make every attempt to publicize major events for at least a week prior to the activity, provided that all of the necessary information has been received in a timely fashion and remains accurate.

  3. The activity sponsor will be responsible for contacting the Event Scheduling Office immediately of any information resulting in changes i.e. date, time, cancellation, so that the marquee will always reflect accurate and up-to-date information.
  4. Fees: A minimum-processing fee of $60 is charged for off-campus rental users. Postings are not guaranteed and are subject upon space availability.
  5. Questions and/or concerns about marquee publicity should be channeled to the Director of Event Scheduling.