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Event Advertising

Interested in advertising your event to the campus community? Here's what you need to know.

For any advertising materials to be approved, the submitting organization must be a recognized student org and the event they are advertising must be confirmed in 25Live. Advertising materials will not be approved until an event space reservation has been completely confirmed.

Please email advertising to samarketing@american.edu, and indicate whether materials should be approved for paper advertising, digital, or both. There is a 2-3 business day turnaround for approvals.

Paper Advertising Guidelines

Paper ads may only be posted on bulletin boards; materials posted elsewhere may be removed. You cannot post on trees, exteriors of buildings, on painted, wall papered, or glass surfaces, on building/classroom doors, car windshields, or on bulletin boards administered by a University department without their permission.

Printed ads must be at least half letter size (5.5" x 8.5"), and can be a maximum of legal paper size (8.5" x 11"). Due to limited bulletin board space, tabloid paper size (11" x 17") will not be accepted for posting.

For paper advertising in Mary Graydon Center, students orgs must drop off 5 copies of the approved ads at the University Center & Student Activities desk on Mary Graydon Center, Floor 2. For paper advertising in the residence halls, student orgs must drop off approved ads to the Housing & Residence Life office location in Anderson Hall, Floor 1. 

Digital Advertising Guidelines

Digital advertisements should be submitted as either PDFs or Image (PNG or JPEG) files. Due to the layout of the digital screens, ads must be formatted horizontally at the size of 11 inches by 8.5 inches (pixel formatting is 1056 px by 816 px).

  • Using Canva to design digital materials? You can create a new file size to ensure that your ad will fit the screen. When on the home page of your Canva account, select "Custom Dimensions" on the top-right and type in the sizes indicated above.

Due to limited digital realty, there are both time and quantity limitations for digital advertising.

  • Ads can only be displayed for a maximum of 2 weeks. Each ad will display for 15 seconds at a time.
  • Multiple ad formats for the same event will not be accepted. Only one ad per event will be advertised on the digital screens.

Wondering which digital screens your materials will be displayed on?

All ads submitted will be added to the University Center monitors, which are located throughout Mary Graydon Center and Butler Pavillion. While many buildings across campus have digital screens, most are not open for submissions.

At this time, departments may only request to have their ads displayed in the University Center, Residence Halls, and the College of Arts & Sciences (CAS). In order for your ad to display in locations beyond the University Center, you must copy the correct contact on your email to samarketing@american.edu. Those contacts are listed below.

Chalking must be done where it can be easily cleaned by natural rainfall.
Chalking cannot be done in the following locations:

  • Stairs and ramps.
  • Building entryways.
  • Sides of buildings and walls.
  • The 9/11 memorial section of the quad (between Kogod and Batelle).

Banners may be hung in various locations around campus with prior approval. Please contact universitycenter@american.edu for more information.

Tabling requires a 25Live reservation. Indoor space is restricted to allow egress, per fire code requirements. 

While tabling, the name of the organization that made the tabling reservation in 25Live must be prominently displayed and at least one member of the responsible organization must be present. 

For any advertising materials to be approved, the event being advertised must be confirmed in 25Live. Advertising materials will not be approved until an event space reservation has been completely confirmed.

For both paper and digital advertising, there is a 2-3 business day turnaround for approvals.

Paper Advertising Guidelines

Paper advertisements may only be posted on bulletin boards; ads posted elsewhere may be removed. You cannot post on trees, exteriors of buildings, on painted, wall papered, or glass surfaces, on building/classroom doors, car windshields, or on bulletin boards administered by a University department without their permission.

Printed ads must be at least half letter size (5.5 inches by 8.5 inches), and can be a maximum of legal paper size (8.5 inches by 11 inches). Due to limited bulletin board space, tabloid paper size (11 inches by 17 inches) will not be accepted for posting. 

Additionally, month or semester-long ads will not be approved due to limited bulletin space. In order to allow all departments and recognized student organizations equal opportunity to advertise, flyers will only be posted up to two weeks before an event is being held. 

For paper advertising in Mary Graydon Center, departments must drop off 5 copies of the approved ads at the University Center & Student Activities desk on Mary Graydon Center, Floor 2. For paper advertising in the residence halls, departments must drop off approved ads to the Housing & Residence Life office location in Anderson Hall, Floor 1. 

Digital Advertising Guidelines

All digital advertisements must be emailed to digitalsigns@american.edu, and should include the dates that you would like for the ad to be displayed. All ads must be submitted as either PDFs or Image (PNG or JPEG) files. Due to the layout of the digital screens, ads must be formatted horizontally at the size of 11 inches by 8.5 inches (pixel formatting is 1056 px by 816 px).

  • Using Canva to design digital materials? You can create a new file size to ensure that your ads will fit the screen. When on the home page of your Canva account, select "Custom Dimensions" on the top-right and type in the sizes indicated above.

Due to limited digital realty, there are both time and quantity limitations for digital advertising.

  • Ads can only be displayed for a maximum of 2 weeks. Each ad will display for 15 seconds at a time.
  • Due to this time limitation, ads that include information about monthly programming are highly discouraged. This is because they will end up being removed from the monitors before all events have occurred. If seeking to advertise multiple events on one ad, please limit it to events held within the same two week period.
  • Multiple ad formats for the same event will not be accepted. Only one ad per event will be advertised on the digital screens.

Wondering which digital screens your materials will be displayed on?

All ads submitted to digitalsigns@american.edu will be added to the University Center monitors, which are located throughout Mary Graydon Center and Butler Pavillion. While many buildings across campus have digital screens, most are not open for submissions.

At this time, departments may only request to have their ads displayed in the University Center, Residence Halls, and the College of Arts & Sciences (CAS). In order for your ad to display in locations beyond the University Center, you must copy the correct contact on your email to digitalsigns@american.edu. Those contacts are listed below.

American University Freedom of Expression

Aerial view of Bender Library and McKinley building.

American University defends the right to free expression, including the freedom to express dissent, within the context of the law and responsibility for one's actions. The university also reserves the right to specify time, manner, and place for the exercise of these freedoms, guided by factors that include safety, the rights of others, and the normal functioning of the university. 

Click here for the PDF version of American University's Freedom of Expression Policy