University Communications
Event Strategy and Management

Event Policies

Understanding the University’s event policies and protocols is an important step toward a successful event.

By hosting a Brown event, on or off campus, all members of the Brown community have a responsibility to be aware of and abide by all applicable University policies. Below is a list of frequently referenced event-related policies. Additional University policies can be found on

Access to Campus for News Media
Brown's policies for news media provide information to news media on how to appropriately access campus for coverage.
Alcoholic Beverages
This policy establishes the requirements for the use of alcoholic beverages in the conduct of University business.
Brown Image Use
Any speakers or guests whose image will be captured and used for publicity purposes must specify in writing what permission is granted for use of the image(s). Brown’s Image Usage Policy establishes standards for use of still or motion images in Brown communications that include recognizable individuals in these images, and the University offers an Image Release Form for securing permissions.
Brown Insurance Requirements for Suppliers
This policy outlines standards for minimum coverage levels of specific types of liability and other insurance for University suppliers of goods and services.
Brown University Name, Trademark and Licensing
The Brown University name and logo are registered trademarks of Brown University. The Brown Name Use Policy outlines rules for the use of the institution's name and likeness for the internal campus community and external individuals and organizations.
Commercial Photography or Filming
Any filming of photography of Brown's campus for commercial use must be approved. Individuals wishing to capture photography for commercial purposes should email to learn more about the policy and approval process.
Competitive Bid Requirements and Sole Source Purchases
The Brown University policy on competitive bids provides guidance to ensure that all procurement activity meets applicable regulatory requirements and that the University maintains a competitive sourcing environment.
Designated Vendors for Marketing Services
Brown has a Designated Vendor Program (DVP) to provide creative choice for offices and departments across campus that work with external vendors for various marketing communications needs, while also ensuring Brown meets statutory requirements and other regulations related to marketing communications. The DVP responds to the growing need that universities maintain safeguards to ensure that marketing projects are completed only by vendors knowledgeable about laws governing areas such as accessibility, privacy and copyright. This policy establishes the requirement to use a pool of approved vendors that are knowledgeable about web accessibility standards; privacy laws related to photographing or disseminating images of individuals; the use of Brown's logo and trademarked identity, and other associated University policies.
Event Disruption Protocol
In keeping with Brown’s commitment to academic freedom and a spirit of free inquiry, all members of the Brown University campus community are free to advance and debate ideas, hold forums for discussion, and invite speakers of their choice to campus. This policy outlines the required protocol for events that have the potential for disruption (and therefore the potential for infringement on Brown’s commitment to academic freedom and free inquiry and/or threats to personal safety). Please be sure to also review the Checklist for Brown Event Sponsors.
External Print Vendor Program
This policy establishes the requirements for members of the Brown community to work with University-approved vendors for print projects sponsored by a Brown University academic or administrative unit, activity or program that meet the External Print Vendor Program criteria.
Gift Card Policy
This policy states the circumstances under which Gift Cards may be purchased and distributed, as well as the tax implications for recipients.
Gift and Donations
This policy states the requirements for gifts to faculty, staff, students, volunteers and others outside of the University.
Invited Speakers and Guests Policy and Guest Agreement Form
This policy aggregates the standards, requirements and associated responsibilities when external invited speakers and guests are engaged by Brown community members to participate in public events or programs. The policy calls for the host department and the guest to affirm in writing the terms of the Brown speaking engagement, as well as attesting to the terms of the policy. The Brown University Guest Speaker Agreement is a resource for this purpose (when another form of written agreement is not available or desired).
Political Activity Policy
The purpose of this policy is to specify permitted use and restrictions of University facilities and resources for politically-related activity on campus by students and employees.
Poster and Banner Policy
This Policy sets forth the criteria and responsibilities for the temporary display of posters and banners on campus and other Brown property by student organizations, departments, offices, centers and other Brown units.
Raffle Policy
This policy outlines the requirements, standards and limitations for holding a raffle at Brown University.
Use of Campus Space By External Third Parties
This policy affirms that University-owned facilities are critical resources dedicated to advancing the University’s mission and are primarily reserved for use by students, faculty and staff to support teaching, research and campus life. Ownership of all Brown University space/facilities belongs to the University, and the policy outlines that, under specific circumstances and conditions, events, conferences, seminars, and talks by external third-party users may be accommodated if appropriate on-campus space is available.