Once you and your marketing communications manager have established your general goals and marketing direction, please follow these operational procedures.
To begin a project with Public Affairs:
- Contact your marketing communications manager. We will initiate your project request with a Public Affairs Requisition. We can’t get started until we create a requisition form.
- When you receive the requisition, fill in signature, account number for billing purposes, budget and deadline.
- Keep a copy for your records and deliver the original - signed copy to Public Affairs to get the process moving quickly. Having a budget and deadline from the start of the project will minimize any confusion later on.
Providing Copy and Graphics
At the same time you return your requisition form, please submit all content electronically. We need:
Approved, proofread content for your project contained in a Word document.
Background information, research and content ideas.
Photos you may have onhand. (If photos are needed, your Marketing Communications Manager can coordinate photography shoots on your behalf.)
We assume that all names and places are spelled correctly and that dates, times, place, phone numbers, Web addresses and email contacts are correct.
We cannot initiate work on your project until a budget number is assigned, a Public Affairs requisition form is signed, and all copy and photographs are submitted.
How We Work with You
Your marketing communications manager will review your content for accuracy, clarity and completeness and will edit for grammar, style and readability.
Our graphic designers will create an appealing, brand-consistent design and appropriate format for the project, based on your goals and budget.
Once a proof is developed, you will have a chance to review it, make corrections and request changes.
Your project may go through several rounds of proofs to make sure the information is correct and precise before you approve a final proof.
Once a final proof is approved and submitted for printing, additional edits will delay the project and increase your costs.
Production Schedules and Delivery Deadlines
- 4 weeks minimum - You should allow 4 weeks for projects that require design, editing and print production. This timeframe includes enough time to provide you with drafts for your review, revision and approval.
- This timeline varies, depending on project size and time of the year.
- Projects that are started less than 4 weeks from an event date can often be completed faster, but may be assigned a 30% RUSH charge.
- Production time for “copy jobs” or straight reprints average 3-5 working days.
Delays in reviewing and returning proofs will result in delays in delivery and/or additional costs.