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Picture of Chapman campus with trees and a view of Beckman Hall
Event Operations

» Outdoor Exhibits and Displays Policy

September 2024 

Policy Statement 

As a vibrant hub of academic exploration and cultural exchange, our campus thrives on creativity and diversity. These guidelines are designed to foster an environment where displays and exhibits contribute to our community, enriching the campus experience for students, faculty, staff, and visitors alike.  

Examples of outdoor displays or exhibits include, but are not limited to, the following: 

  • Temporary Art Installations 
  • Commemorative Displays or Memorials 
  • Advocacy or Publicity Displays 
  • Extended Chalking Displays 

Reason for the Policy  

By providing clear guidelines, we aim to promote creativity and freedom of speech while maintaining safety, inclusivity, and equity for all members of our campus community. Additionally, these guidelines help to uphold the aesthetic standards of our campus.  

Policy

All outdoor displays and exhibits must adhere to the following requirements. Non-compliance may result in immediate removal: 

1. Scheduling and Sponsorship 

  • Displays/exhibits must be scheduled in advance through Event Operations. 
  • Displays/exhibits must be sponsored by a Chapman-recognized Student Organization, Administrative Department, or Academic Unit. 
  • Displays/exhibits may not be scheduled when other events are already scheduled in the desired space. 

2. Location and Size Restrictions 

  • Displays/exhibits are limited to designated areas and specific sizes depending on the space reserved (max area 30’x20’). 
  • Public areas such as sidewalks or benches are not permitted areas. 
  • Only one display/exhibit at a time per general campus area is allowed.

3. Duration and Frequency 

  • Displays/exhibits are limited in duration to 1 week (7 days).  
  • Organizations, departments, or units may host one display/exhibit per semester. 

4. Environmental Considerations 

  • Displays/exhibits must be hung or displayed in non-damaging ways, including but not limited to:  
    • painters tape only 
    • no staples in trees 
    • no stakes in grass 
    • Tarps or other damaging materials are prohibited on grassy areas. 

5. Signage  

  • Displays/exhibits must include an indicia confirming the approved space reservation and dates.
  • Displays/exhibits must be accompanied by a sign (min. 24” x 18”, legible from 20 feet) with the following: 
    • “This installation is a project of [STUDENT ORG/DEPARTMENT/UNIT]” (Min. font size 100pt). 
    •  “The views expressed may not represent Chapman University as a whole” (Min. font size 50pt). 

 6. Operational Considerations 

  • Displays/exhibits must not disrupt regular campus operations. 
  • Maintenance schedules, such as landscaping and watering, will not be altered. Using waterproof materials is recommended.   

7. Removal and Clean-Up 

  • Displays/exhibits must be fully dismantled at the end of the reservation period. Any materials left behind will be removed and discarded by Chapman administration. 
  • The space should be left in the same condition in which it was found prior to the display/exhibit.  

Exceptions to these guidelines will be reviewed and decided upon by Event Operations and/or the Events Advisory Committee. 

Failure to Follow Policy

If the University determines that an individual, department, or unit has engaged in prohibited conduct or violated any of the above guidelines, each incident will be investigated and may lead to the cancellation of the display/exhibit and/or suspension of scheduling privileges (including existing and future reservations) for an individual, department, or unit in addition to possible disciplinary action. Charges for damage or excess cleaning resulting from noncompliance may also be charged to the presenting department or unit. Individuals may also be subject to disciplinary action per the policies applicable to their status as a Faculty, Staff, or Student body member. 

Office Responsible for Policy 

Name of Office: Event Operations 

Contact information for questions about this policy: eventoperations@chapman.edu 

Website for this Policy 

https://www.chapman.edu/campus-services/event-operations/index.aspx 

Who Approved this Policy

Senior Staff member submitting the policy: Harold Hewitt 

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