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Policies for Events

Overview

For any event, performance, project, or exhibition to qualify as part of the Common Experience at Texas State University, it must meet all of the requirements listed below.

Approved events will be included on the Common Experience calendar and the University Events Calendar. The Common Experience will provide marketing and promotion for events in collaboration with event organizers.

Anyone planning a potential Common Experience event should contact the director in advance to ensure suitability and to avoid scheduling conflicts with other events.

Submission

All events to be considered for the Common Experience at Texas State must be submitted through the Common Experience website's event submission form. Exceptions will be made only for events presented by the Common Experience itself.

Submission Timing

Please submit events at least two weeks (14 days) prior to an event to allow time for review and posting. Events must be submitted for consideration no later than 10 days in advance of the proposed start date.

Approval Is Required

Events must be approved by the Common Experience to be labeled as Common Experience events. 

Organizers of approved events will be notified of the approval by email, phone, and/or in person.

Any event lacking clear achievement of the requirements will be referred to the Common Experience director, who may then forward it to a committee for further review and consideration.

Events that are submitted but not approved will be declined or sent back for revision / re-submission. The Common Experience may decline a submitted event without a response if the event is deemed inappropriate.

Crediting Common Experience on Approved Events

Printed materials for approved events must display a current Common Experience logo (available from the director). Printed materials must also meet all university requirements for branding, including logo usage, statements, inclusions, and style. Web and other media must include text or audio stating that the event is part of the Common Experience at Texas State University.

Theme

The Common Experience is Texas State's annual academic theme with related events and initiatives. Thus, qualifying Common Experience events must relate directly to the year's theme.

Exceptions are made only for events that are part of annual or ongoing partnerships with the Common Experience. Examples include Bobcat Build and the Annual Great Texas River Cleanup.

Sponsorship

All Common Experience events must have a campus sponsor. There are no exceptions.

Qualifying campus sponsors include university divisions, colleges, departments, centers, offices, programs, initiatives, and approved student organizations.

Multiple campus sponsors may partner to present a Common Experience event. Campus sponsors may also partner with off-campus businesses and organizations (with advance approval of the Common Experience).

Copyrights

Materials and images used to promote events must meet all copyright requirements. For questions concerning copyrights and permissions, contact the director of the Common Experience.

Editing

The Common Experience reserves the right to edit event submissions to address issues of style, length, clarity, grammar, punctuation, spelling, or erroneous or incomplete information. Edits may also be made to improve readability or accessibility for the audience.

Accessibility and Accommodations

Promotional materials for approved events must be accessible and must include accommodation statements. In addition, arrangements must be made at the event for anyone with a disability requiring accommodations to participate.

Off-Campus Events

Off-campus events may require additional documentation for travel, liability, or safety. Explicit approval is required for off-campus Common Experience events.