Statement of Policy & Text
Promotional signs in the public areas of the King Library must publicize library programs or services, introduce or promote the use of a collection or service, advertise a library exhibit or event, or otherwise seek to enlist public participation in the library. Promotional signs may only be placed in designated sign holders and must be created using one of the approved templates.
Community information flyers may only be placed in sign holders in designated locations on the third floor in the General Collections Area; on the first floor in the Children’s Room. University information may only be placed in areas designated for campus information (right now that area is on the First Floor – at the free table).
Exceptions to this policy must be approved by the King Library co-managers or their designees (the Outreach and Marketing Coordinator (SJPL) and Outreach Librarian (SJSU)). This policy does not apply to facilities signage, which is covered elsewhere in PL_242 King Library Facilities Signage Policy.
Need for the Policy
Promotional signs play an essential and ongoing role in creating awareness of the many ways that the library serves the community. Signs must communicate information specifically of interest to library users or otherwise support the library’s mission. Sign holders that are available for promotional signs within the building are extremely limited and must be used optimally. Signs not in appropriate holders or locations, or that are not of a professional quality, detract from the building’s appearance.
Requirements & Guidelines
On-site publicity takes multiple forms, both print and electronic.
Electronic
Both web event pages and the LCD display units are fed by content entered into the web events database. To maximize publicity opportunities, staff should strive to enter program information two months prior to the month of the program.
Print
Promotional flyers may only be displayed using designated sign holders. See KL On-site Publicity Facilities chart for more detail. The size of the flyer will be determined by the size of the sign holder where the flyer will be displayed. Flyers/Posters must be the full size of the sign holder or mounted on another piece of paper that is correctly sized.
Print publicity may take any one of the following formats:
- large format signage near the library entrances that list “today’s events” may include a list of special exhibits if there is space available
- individual 11” x 17” and 19” x 30” posters
- individual letter-size flyers 8-1/2” x 11”, 9-1/2” x 12”
- handouts of varying sizes
Program sponsors are encouraged to be selective in what they post in print. Print postings should be reserved for “featured” programs and may only be placed in designated areas. All flyers should include as text: For more information or additional opportunities, visit our Events page at SJLibrary.org or call 1-408-808-2000.
Units shall designate a single staff member to be responsible for displaying promotional flyers and removing them within 24 hours of when the event has concluded. That staff member will designate a back-up for vacation or other planned absences.
Promotional signage must use one of the following templates:
- SJPL flyer template: the announcement is for a program that is sponsored by the public library systemwide (e.g. Summer Reading Celebration)
- SJSU flyer template: the announcement is for a program that is sponsored individually by the University library
- Special custom design; e.g.:
- Announcement of a program for which the library is acting as host (e.g., programs sponsored by a City or University department)
- Announcement of an event with its own identity that the library co-sponsors with other organizations (e.g., Silicon Valley Reads, Campus Reading Program)
- Announcement that is part of an educational or public awareness campaign that the library has elected to support (e.g., Free2, Traffic Calming)
- Other exceptions as approved by the King Library co-managers or their designees
Applicable Personnel/Departments
All King Library employees, especially:
- Managers'' Groups: KMT, KOST
- Service Level Groups: Access Services, Gen/Ref, Special Collections, Youth Services, etc.
Distributions
INTRANET
Approval(s)
Reviewed and approved by:
Signature/Name
Date of Approval
KMT
Gordon Yusko, Mary Nino
7/31/08
KMT
Ruth Kifer, Jill Bourne, Rae Ann Stahl, Mary Nino, Luann Budd, Neil Rufino, and Katie DuPraw
06/2/14
History & Dates
Category of Policy & WBS#: Administration/ Operations
Author(s): SJPL Marketing Communications Director: Lorraine Oback; SJSU Campus Outreach Librarian: Elisabeth Thomas; SJPL Youth Services & Programming Manager: Sandra Stewart; SJSU Exhibit & Meeting Room Coordinator: Candice McGee
Authorized by:
Date Written: 4/15/08
Date Effective: 7/31/08
Date(s) of Revision(s): 8/23/10gd, 06/2/14
References
A. This Week @ King (Pedestal Sign Template)
B. KL_ ProgramFlyer Template
C. King Library ProgramPoster Template
D. SJSU Library Event Flyer Template
E. Web Events Database