Planning Your Project

We want to present the best of Westfield State in everything we do. Because of that, communication is key to success.

Our team can help identify the best approach to executing your project. Please read these project guidelines carefully to help us better serve you. Depending on the scope of your project, we will need a certain amount of time to complete your piece. So we can prepare and do our best work, please fill out a Marketing Work Request at least 6-8 weeks in advance.

Project Guidelines

Identify your goals

  • What are you promoting?
  • Who is your target audience?
  • What is your goal?
  • What is the key message you want to articulate?

We want your project to succeed and we’re here to help.

Among the services we provide intended for external audiences are graphic design, web, social media, video production, photography, copy editing, event promotion, and advertising. Do you know what you need? For those who aren't sure where to begin, here are some questions to get you started:

  • Do you need a postcard, brochure, rack card, posters, social media graphics, or a printed program?
  • Do you need to update a current website or do you need to create a new web page or website?
  • What is your budget?
  • What is your timeline?

Plan ahead

Planning ahead is critical to a successful project. Please contact us early rather than waiting until the last minute. A project you think is simple will often have to wait behind other prioritized projects. Please note the following lead times for our services. Time requirements may change depending on other priority projects. We define these in terms of business days and weeks. Printing and delivery may take longer depending on the complexity of the project.

Marketing materials (creating or editing) Lead time required
Ad 3-4 weeks
Booklet/Event Program (2-4 pages) 4-6 weeks
Brochure (4-12 pages) 4-6 weeks
Posters 4 weeks
Invitations 4 weeks
Photography 2-4 weeks
Postcard 4 weeks
Rackcard 2-4 weeks
Social Media Promotion 2 weeks
Video (less than 2 minutes) 3-4 weeks
Video (more than 2 minutes)  6-8 weeks
Website (Created in CMS) 14+ weeks
Webpage (Created) 4-6 weeks
Website Update (Minor) 2-3 weeks

Request your project through a Marketing Work Request 

Upon receiving your request, our team will review it. Depending on strategic priorities, the timing of the project, and resources available, projects will be scheduled accordingly. Our staff will follow up with questions and deadlines within 2–3 business days. If your project cannot be completed in our office we will notify you as soon as possible. Brand standards must be followed for all projects.

Collect your content

All content must be provided in one document (.docx or .doc) and be submitted with the Marketing Work Request. Before submitting the copy, it should be proofread and vetted by your peers. We will review the final copy and notify you if edits need to be made.

If you are creating a postcard, brochure, invitation, or website, please arrange your copy according to how you would like it to appear there. If you plan to include images, graphics, page breaks, etc., please indicate where they should be included.

Submitted images and graphics should be as high in resolution as possible (72 dpi for web, 300 dpi for print at 100% of the finished size).

If mailing lists are required for your project (for example, if it is an invitation or postcard), please submit the mailing list to the Mail Room and Copy Center at this time so they can better estimate the cost of your project.

Always follow up with us

It is best to assign one member of your department to be the project's primary contact. They are responsible for obtaining sign-off from all parties who have approval authority.

Review and approval process

Our designers will supply the first proof electronically. The process should require no more than 3 rounds of edits, with the third draft being a final approval.

All requested revisions should be consolidated concisely in one email. Changes need to be sent in a marked-up PDF document using sticky notes. In the event that you have made other arrangements with your assigned designer, the proper procedure for adding new content should be typed and sent electronically with a clear description of where the content needs to appear.

At the final review stage, check your project carefully for errors. Keep in mind reprints are the responsibility of your department.

Follow deadlines

If there is a delay in the project due to missing or incomplete copy, missing images, or delays in the review/approval process, the final delivery date may have to be adjusted.