Individual University Units may implement rules and procedures consistent with this policy to govern the use of that University Unit’s Affinity Marks. Any use of Affinity Marks must be related to a Brown purpose, and all University Unit rules and procedures are supplemental to and not in lieu of this policy. To the extent any rules or procedures conflict with this policy, this policy will govern. Any person or entity wishing to use an Affinity Mark must consult the respective University Unit for rules and procedures specific to the Affinity Mark before using the Affinity Mark. See the Related Policies section of this policy for academic and administrative unit logo policies and procedures available online, and contact other University Units directly for those not posted.

The use of all logo files must comply with the most up-to-date, digital-ready Brown logo files provided by the University. To ensure alignment with Brown’s current visual identity, Members of the Brown Community must download the correct logo files from Brown’s secure website. (Authentication with Brown University username and password is required to secure legitimate logo files.)

The Trademarks, including Affinity Marks, can be used by University Units without prior approval from the Office of University Communications in the usual and ordinary conduct of University operations as needed (e.g., on letterhead, on documents regarding University business, in email signatures, etc.). A University Unit may use or authorize others to use that University Unit’s specific Affinity Marks outside the usual and ordinary conduct of University business only with prior written approval from the Office of University Communications. The University Unit is not authorized to permit others to use the Affinity Marks of any other University Unit. University Units may use the Trademarks in relation to University-sponsored activities and collaborative efforts between the University and External Third Parties only in accordance with this policy (see section 3.3).

Individual Members of the Brown Community may use the Trademarks in the ordinary course of University operations and for the specific purpose of executing their official job responsibilities for the University. For example, Members of the Brown Community may use Trademarks in Brown-related print, digital, or news media; in communications and marketing directly related to the University and University activities; and for academic and administrative programs, events, and activities hosted, supported, sponsored or otherwise affiliated with Brown. Brown alumni may likewise use the Trademarks in communications and marketing directly related to the University, University-sponsored activities, and their responsibilities directly related to activities hosted, supported, or sponsored by or otherwise affiliated with Brown. Members of the Brown Community and alumni cannot use Trademarks or authorize any other individual to use Trademarks on any social media platform, merchandise, item, publication, or publicity materials that are personal or not officially or formally affiliated with Brown.

All Athletics Teams may use Trademarks in relation to University-sponsored activities. Athletics Trademarks associated with Brown Athletics or Athletics Teams are managed through the University’s designated licensing agent. All goods or products that display Trademarks must be produced and/or sold only by licensed vendors as set forth in section 3.4. Use of Trademarks or Brown’s name by student-athletes at Brown is governed by the Brown University Student-Athlete Name, Image, and Likeness (NIL) Policy.

Use of the University’s name as part of the name of a Student Organization must be approved in writing by the Student Activities Office or the University Unit that oversees a Student Organization. Use of the University’s name as part of the name of an Alumni Group must be approved in writing by the Office of Alumni Relations. Consideration will be given only to Student Organizations or Alumni Groups registered and approved in accordance with the policies, practices, and procedures of the University and the Student Activities Office, relevant University Unit, or the Office of Alumni Relations.

If approved, the name of any new Student Organization will be “____________________ at Brown University.” Except for the University’s name as it is used in the Student Organization or Alumni Group’s name, no Student Organization or Alumni Group may use any of the Trademarks in any Student Organization or Alumni Group’s name or logo, or on merchandise or products manufactured, distributed, or sold by or for the Student Organization or Alumni Group without the prior written permission of the Student Activities Office, the University Unit that oversees the Student Organization, or the Office of Alumni Relations. No Student Organization or alumni group — whether or not the Student Organization or Alumni Group is a duly registered organization that has been approved to use the University’s name — may use the University name or other Trademarks in any manner to incorporate or apply for tax-exempt status. Student Organizations and Alumni Groups may use only the University’s name (but not its Logos or Affinity Marks) in association with activities and events in which the University is not directly involved for factual purposes in the context of written or oral communications, and only to identify themselves in a manner that does not imply or lead others to infer that the University endorses, sponsors, or approves the activity or event. Students may not, either individually or on behalf of a Student Organization, nor may alumni, either individually or on behalf of an Alumni Group, use or authorize for use the Trademarks on any merchandise, items, publications or publicity materials for any purpose without the prior written permission of the appropriate office referenced in this policy.

University Units may permit non-Brown vendors or contracted individuals to use the Trademarks when needed to perform work under the relevant vendor agreement or contract with Brown and when the deliverable with the Trademark will be owned by Brown. For example, University Units may permit non-Brown vendors or contracted individuals to use the Trademarks on, in, or for curricular or extracurricular materials, facilities, signage, communications, marketing and publicity, presentations, and other works that are the subject of the relevant vendor agreement or contract with Brown. In all cases, a signed contract executed by the authorized signatory at Brown must be in place. Work product bearing the Brown Trademarks for which an external party retains rights and ownership must be approved in accordance with this policy (see section 3.3).

No Trademark Users may register a domain name that incorporates the Brown name. Student Organizations and Alumni Groups with the word “Brown” in the name must include conspicuously on the Student Organization’s or Alumni Group’s home page, all landing pages of any websites, and on all forms of social media, the actual name of the Student Organization or Alumni Group and a notation that it is a Student Organization or an Alumni Group.

Contractual research agreements between Brown and any funding agency or entity including but not limited to federal, governmental, international, private, or corporate sponsors, must include standard University- or University-Unit-approved language governing the use of the Trademarks. This language will be subject to appropriate and necessary alterations to be approved by the Office of the Vice President for Research (OVPR). OVPR may use or authorize others to use the Trademarks in connection with funding agencies or entities only in accordance with this policy and with the prior written approval of the Provost and/or the University Unit. The use of the Trademarks is only permitted for inventions, technology, or early-stage commercial ventures for which there is a written agreement with Brown that includes approved language governing the use of the Trademarks. University Units may use or authorize others to use the Trademarks in connection with Brown-owned intellectual property only in accordance with this policy and with the written approval of the Provost or OVPR.

University Units may use or authorize the use of the Trademarks in connection with collaborative efforts, activities, conferences, and events in the usual and ordinary conduct of University business as needed. No external individual or person may use the Trademarks in any circumstance where a conference or event is taking place on the University’s campus and is not sponsored by the University, except that the University’s name may be used solely for identifying the location of the conference or event provided. Where approved to use the Trademarks in conjunction with another party’s trademarks, Trademarks must not be more conspicuous in placement or otherwise draw special attention or take precedence over the other entity’s name and/or trademark, except in instances where the University is the primary sponsor of an activity or event. In the event of co-sponsored activities or events, the Trademarks must not be overshadowed or diminished by the other entity’s name and/or trademarks. The Trademarks and the other entity’s trademarks must be distinct and separate from each other in accordance with the Brown University Visual Identity Policy and Strategy. Prior written approval from the Office of the Executive Vice President for Finance and Administration or the Office of the Provost is required for use of the Trademarks in any case that the use is in relation to activities or events that are revenue-producing for Brown.

Testimonials about goods, products, or services that use the University’s Trademarks must be approved in writing by the Office of University Communications prior to publishing. Testimonials that use the University’s Trademarks must be written such that they cannot be understood to be endorsements by Brown of a product, service, or organization. For example, testimonials cannot include value statements, praise, or ratings of the vendor, service, or product. This applies whether the content is intended for an external entity’s client or customer portfolio, meetings, or public consumption. Testimonials must describe the factual nature of the relationship between the University and the product or service. These may include comments on the features that determined the selection of the vendor, product or service, how it was used, and the extent to which it met the goals. Testimonials that use the University’s Trademarks must not make claims or guarantees of quality or performance. Case studies and testimonials should be offered only for vendors that have a contractual relationship with Brown and with the consultation of Brown’s Office of Strategic Procurement and Contracts upon the completion of a vendor relationship or delivery of a product or service to ensure that the Brown user of that service is sufficiently satisfied with the product or service delivery before offering the use of Trademarks as a satisfied client of that product or service. The University Unit is responsible for approving the final copy and terms of distribution or dissemination of the case study or testimonial, including ensuring the integrity and accuracy of all content.

The University Unit is responsible for providing permission in advance and in writing for third-party use of Brown’s Trademarks in marketing materials reflecting a relationship with an External Third Party, whether for one-time use or through an agreement establishing parameters for ongoing use. Any description of Brown’s relationship with the External Third Party (or any description of Brown’s use of the External Third Party’s services, goods, or programs) appearing in any print, online, social, digital, or other electronic media require review and approval by the relevant University Unit. The University Unit is responsible for ensuring alignment with this policy, including ensuring that representations of and about Brown accurately reflect the relationship between the University Unit and the External Third Party.

At the discretion of the University Unit, the External Third Party may be granted permission to include Brown on client lists for agreed-upon and approved relationships without the University Unit’s prior review, with the requirement that Brown’s name must appear with (e.g., on the same page as) language that accurately describes the relationship (e.g., whether Brown is a client, partner, sponsor, etc.).

Iconic Images showing historic elements of the University’s physical campus are considered representative images of Brown and are subject to this policy. Iconic Images owned by an External Third Party that are to be sold or used for business or profit are subject to the University’s Trademark Licensing program (see Section 3.4). In addition, the following conditions apply:

• External Third Parties must follow and comply with the University’s Image Use Policy for motion and still photography.
• Photographers or their contract employees wishing to capture images of the University for promotional or publicity purposes must receive written agreement from Brown for the specific intended use. Permission to capture images does not constitute approval of their use, which is subject to review by the University Unit granting permission.
• Iconic Images constitute long-established representations of Brown and cannot be photographed for any External Third-Party marketing materials.

External Third Parties contracting with Brown to use Brown-owned or controlled facilities as a location for non-Brown activities through the Use of Campus Space by External Third Parties policy cannot use the Trademarks in their materials without express written permission from Brown’s Office of Event Strategy and Management. Marketing materials must make it clear that the External Third Party is the sponsor or organizer of the event. The External Third Party’s logo and/or group name should be prevalent throughout the materials. References to Brown are restricted to indicating that the event is happening at the University.

The External Third Party must follow the below requirements for marketing materials:

• The External Third Party’s contact information must be prevalent in all marketing materials. Brown’s contact information cannot be included in materials without prior written approval from Brown’s Office of Event Strategy and Management.
• Links and references to Brown University website(s) may be used only to inform readers about the campus or area where the event will be taking place (i.e., driving directions, general information, etc.). They cannot be a source of information for the event.
• Language and/or titles that are similar to pre-existing Brown University entities or events are not allowed without prior written approval from Brown.
• Visual images of Brown cannot be prominent in the External Third Party’s marketing materials. The content and purpose of the External Third Party’s event or meeting must remain the focus throughout the marketing materials, not the location where the event is taking place.
• All External Third Party photo and video shoots at Brown University must be approved in writing by the Office of University Communications prior to groups coming to campus.
• The External Third Party is responsible for ensuring that all materials for the relevant event at Brown adhere to laws and statutes governing privacy, copyright, and trademarks.