Approval Procedures for Banner (Vexilla) Displays

Eligible University organizations interested in displaying banners (vexilla) on approved poles or physical facilities within the University of Illinois at Urbana-Champaign campus must submit a completed request form to the Facilities & Services (F&S) Planning Division for review and approval. Individual projects will be considered on a first-come, first served basis. Request forms are available on-line or may be picked up at 1501 South Oak Street, Champaign, Illinois. Applicants may contact the Architecture Review Committee to request assistance by selecting “Architecture Review Committee” from the list of campus recipients on the Microsoft Outlook e-mail global address list.

Rationale

The purpose of the University of Illinois at Urbana-Champaign banner policy is as follows:

  1. To promote academic, artistic, athletic, cultural and other endeavors deemed relevant to University of Illinois campus constituents.
  2. To inform and promote University-hosted events and activities in the Campus area.
  3. To ensure high quality standards that will enhance and support positive brand identification of the University of Illinois and units on the Urbana-Champaign campus.
  4. To establish beautification and revitalization efforts of campus streetscapes.

The policy is designed to provide a protocol for banner displays on pole standards and other physical facilities throughout the campus area located within the corporate boundaries of the University of Illinois at Urbana-Champaign campus.

Participant Eligibility

The following groups or organizations will be eligible to display banners under the terms of the policy: all University colleges, schools, institutes, departments, divisions, and other academic administrative units and committees.

General Terms and Conditions

All applications must be approved by the F&S Planning Division in accordance with University specifications. View Illinois Guidelines for Vexilla published by the Office of Public Affairs. The following terms and conditions will apply to all applications:

  1. The Planning Division may limit the number of banners to be displayed by any one organization in order to ensure that all applicants have an opportunity to display their banners.
  2. Banner sizes are restricted to the following parameters:
    • Small: 18”w x 36”h – Pedestrian light poles –16’ and up to 23’ tall; banners mounted 10’-0” minimum to bottom
    • Medium: 30”w x 60”h – Intermediate street light poles – greater than 23’ and up to 30’ tall; banners mounted 15’-0” to bottom
    • Large: 22”w x 72”h – Tall street light poles –30’ tall and over; banners mounted 15’-0” to bottom
  3. Small banners may be permitted on designated pedestrian poles 16’-0” or less in height (installation by F&S required).
  4. Either the I mark or the Illinois wordmark logo must be clearly displayed on each banner and may not be altered per the Office of Public Affairs logo use guidelines.
  5. Banner graphics and/or text should be clear and easy to read at a distance (rule of thumb: limit of nine words for optimal reading).
  6. All banners will be provided with 1/4” grommets located at the upper and lower corners on one side to be used to secure banner in place. Medium and large size banners will be provided with appropriate wind pockets or ventilation to reduce the affect of wind stress on light standards.
  7. Banner printing shall be printed with UV-resistant materials.
  8. The proposed quantity of banners at a given location will be determined with regard to context, relevance and duration at that location.
  9. Event banners used to promote awareness of relevant campus activities are considered temporary and may replace long-term informational banners with the stipulation that said banners may be displayed up to one month preceding and one (1) week after the event.
  10. Banners intended for use at interior locations of campus facilities shall be fabricated from material with a flame-spread rating suitable for interior finish applications and in compliance with the current edition of the International Building Code, chapter 8.
  11. Eligible organizations must coordinate with the Planning Division for placement of banners to:
    • Provide control over the scheduling
    • Ensure banners are properly placed in an aesthetic manner throughout the campus area
    • Install and remove banners (Outside vendors may be used to affix banner, but insurance requirements set forth in the OBFS administrative manual – Section 6.2 must be followed.)
  12. The eligible organization is responsible for all costs related to installation and removal of banners. The organization is also responsible for banner storage and the cost to repair any damage to the pole or hardware as a result of improper ventilation.
  13. The eligible organization is responsible for making arrangements with F&S to replace or remove worn or damaged banners within three (3) days of notification by the F&S Planning Division.
  14. Applicants shall arrange for the installation and removal of banners by F&S or a contractor approved by the F&S Planning Division.

Procedure

Units requesting displaying banners should submit the completed request form, prior to production of banners, with a proposed design to the F&S Planning Division no later than one (1) month prior to desired display date. Request forms are available online or may be picked up at 1501 South Oak Street, Champaign, Illinois. Applicants may contact the Architectural Review Committee to seek assistance by selecting Architecture Review Committee from the list of campus recipients on the Microsoft Outlook e-mail global address list.

The F&S Planning Division shall review and approve, approve with modification or deny approval of applications within thirty (30) calendar days of submittal.

Denied requests may be resubmitted to the F&S Planning Division for reevaluation, if the criteria for rejection have been appropriately amended or defended.

Upon approval by the F&S Planning Division, applicants shall contract for banners supply/fabrication. Applicants shall arrange for the installation and removal of banners by F&S or a contractor approved by the F&S Planning Division. Requesting organizations are responsible for all costs associated with banner maintenance, installation, storage (if required) and removal.

Professional services and advice for campus units are available as a project is being developed. Primary sources of guidance/ assistance are:

  • Installation, removal and specifications: contact the Planning Division of Facilities & Services, 244-8817.
  • Design Compliance: Banners graphics must comply with Illinois Identity Standards and design guidelines established by the Office of Public Affairs.
  • Graphic design service: Creative Services Office at Public Affairs, 333-9200.

See Attachment, Request for Banner (Vexilla) Displays on Physical Facilities (PDF)