Marketing and Communications has a set of guidelines for print or electronic projects on which you would like to use our services. Please review our general guidelines below, as well as specific timeframes and steps for each type of project:

GENERAL GUIDELINES

DEADLINES

We understand that occasionally you can’t meet a deadline or don’t know about a project far enough in advance. In these cases, Marketing and Communications is happy to work with you to determine what needs can be supported given a shortened timeframe, to adjust a delivery date, or to locate freelance resources to help you with your project.

SUBMITTING COPY

Be sure that the information in the copy you submit is correct and spell-checked. Watch out for:

  • Dates matching days of the week
  • Correct venue names
  • Correct venue addresses and phone numbers
  • Names spelled correctly and accurate class years
  • For more information, refer to the University style guide.

Guidelines will vary from project to project, but a general rule for biography lengths is:

  • Single speaker or recipient: 250 words
  • Multiple speakers or recipients: 150 words
  • Sponsor or donor: 300 words

PROOFREADING COPY

When deadlines are tight, Marketing and Communications may proofread the copy at the same time that you are reviewing the layout. We will let you know when this is the case.

PROVIDING FEEDBACK

  • When you receive a layout or design from Marketing and Communications, you’ll be given a due date for your feedback.
  • Please provide all your feedback at one time, rather than piecemeal.
  • Please resolve any questions or conflicting feedback from your team before returning to Marketing and Communications.

PRINTED MATERIALS

 12 weeks (or more) from delivery date

  • Alert Marketing and Communications about your project using our project request form.
    • You don’t have to know details at this point, but we require this notice so that we can work your project into our production schedules.
    • Let us know at the outset if you will require approvals from volunteers or from a VP-level SMU approver. We must build extra time into the schedule to allow for this.
  • Schedule a kickoff and/or brainstorming meeting with your team and Marketing and Communications for new projects or major revisions to existing projects.

6 weeks from delivery date

  • Submit copy and any other details for your project.
    • Submit copy 7 weeks in advance if you need volunteer or VP-level approvals.
    • Include delivery information, budget, org #, and quantity.
  • Submit photos, logos, or any other visual assets for your project.
    • Photos that you submit should be high-resolution images (300 dpi JPG files). Do not use photos found on the web (unless they are high-resolution). Be sure you have permission to use any photos you submit.
    • Logos should be Illustrator EPS (vector) files.
    • If you need the SMU Photography Department to shoot images for your project, you must schedule your shoot 4 weeks in advance.
  • Select and order preprinted card stock (if needed for your project). Choose multiple options in case a design is discontinued or out of stock.

3 weeks from delivery date

  • Submit any lists of names (donors, boards, alumni, etc.) to be included in the printed piece. You are responsible for ensuring the accuracy of the lists you submit, including proofreading, ensuring class years are correct, and getting reviews by appropriate parties.

12 business days from delivery date

  • Submit any final changes (typos and factual changes only at this stage) to Marketing and Communications.

9 business days from delivery date

  • Provide your final approval to Marketing and Communications and confirm quantity and delivery instructions.

8 business days from delivery date

  • Marketing and Communications will release your job to the printer. Be prepared to review the printer proof, if there is one.
Request Print Project

WEBSITES

12 weeks (or more) from launch date

  • Alert Marketing and Communications about your project using our project request form.
    • You don’t have to know details at this point, but we require this notice so that we can work your project into our production schedules.
    • Let us know at the outset if you will require approvals from volunteers or from a VP-level SMU approver. We must build extra time into the schedule to allow for this.
  • Schedule a kickoff and/or brainstorming meeting with your team and Marketing and Communications for new projects or major revisions to existing projects.

4 weeks from launch date

  • Submit all website copy and details for your project, including (if applicable):
    • Copy for all pages, stories, and sections on your site
    • Copy for thank-you, confirmation, and receipt pages
    • Specific giving fund names/BBEC ID numbers
    • Source codes, BBEC marketing efforts, or other tracking information
    • Donor name lists (does not have to be final version yet)
  • Submit photos, logos, and any other visual assets for your project.
    • Photos that you submit should be high-resolution images (300 dpi JPG files). Do not use photos found on the web (unless they are high-resolution). Be sure you have permission to use any photos you submit.
    • Logos should be Illustrator EPS (vector) files.
    • If you need the SMU Photography Department to shoot images for your project, you must schedule your shoot 4 weeks in advance.

1 week from launch date

Request Website Project

EMAILS

4 weeks from send date

  • Alert Marketing and Communications about your project using our project request form.
    • You don’t have to know details at this point, but we require this notice so that we can work your project into our production schedules.
    • Let us know at the outset if you will require approvals from volunteers or from a VP-level SMU approver. We must build extra time into the schedule to allow for this.
  • Determine whether the email will be sent:
    • Through our email service (for off-campus addresses)
    • Using an SMU Listserv (for on-campus addresses to specific subscription lists)
    • Through Outlook (for on and off-campus addresses, sent by you on your own computer)

2 weeks from send date

  • Submit copy and any other details for your project, including:
    • Subject line
    • Sender’s name
    • Sender’s email address

1 week from send date

  • Submit email list to Marketing and Communications. You are responsible for ensuring the accuracy of the lists you submit, including proofreading, ensuring that email addresses are included, and ensuring that names and any other personalized information is correct.

1 day before send date

  • You will receive a test of the email. Please forward your approval to Marketing and Communications.
Request Email Project

ONLINE FORMS

The following timeline is for simple one-page forms. More complex or multi-page/multi-event forms (such as Homecoming or Founders’ Day) will require eight weeks’ lead time instead of four.

4 weeks from launch date

  • Alert Marketing and Communications about your project using our project request form.
    • You don’t have to know details at this point, but we require this notice so that we can work your project into our production schedules.
    • Let us know at the outset if you will require approvals from volunteers or from a VP-level SMU approver. We must build extra time into the schedule to allow for this.
  • Determine whether your form will require any of the following options:
    • A payment component
    • An optional gift/donation component
    • Inclusion of a giveaway item, with or without taxable value

3 weeks from launch date

  • Submit copy and any other details for your form, including:
    • Introductory copy
    • Any graphics or photos (although these are not generally recommended on forms)
    • What information you need to collect through form fields
    • Org# that payments should route to
    • Thank-you/confirmation page copy
    • Receipt copy
    • What date and time the form should stop accepting responses

1 week from launch date

  • Be prepared to test out the functionality your form, working in conjunction with Marketing and Communications’ web developers.
  • Submit names, email addresses, and SMU ID#s of anyone who needs access to log in and view entries.
Request Online Form Project

PHOTOGRAPHY AND VIDEOGRAPHY

4 weeks from event date

  • Alert Marketing and Communications about your project using our project request form.
  • Marketing and Communications will let you know if a staff photographer or videographer is available for your event date. Hired freelancers may be needed to cover your event if staff is unavailable.

3 days from event date

  • Confirm your event details with Marketing and Communications
    • Photographer/videographer arrival time
    • Room layout
    • Dress code
    • Run of show
    • Any specific shots needed
Request Photography

PROOFREADING-ONLY JOBS

For projects like letters, solicitations, or emails where Marketing and Communications’ only provided service is proofreading.

3 days (or more) from date needed

  • Alert Marketing and Communications about your project by emailing Karen Shoholm directly.
  • Include the URL of your email or attach the Word document of your letter or solicitation, if applicable.
Request Proofreading

DIGITAL GRAPHICS OR PRESENTATIONS

12 weeks (or more) from launch date

  • Alert Marketing and Communications about your project using our project request form.
    • You don’t have to know details at this point, but we require this notice so that we can work your project into our production schedules.
    • Let us know at the outset if you will require approvals from volunteers or from a VP-level SMU approver. We must build extra time into the schedule to allow for this.
  • Schedule a kickoff and/or brainstorming meeting with your team and Marketing and Communications for new projects or major revisions to existing projects.

3 weeks from event date

  • Submit copy, data, images, logos, charts, videos, and any other content for your presentation slides or digital graphics.
Request Presentation or Digital Graphic

WEB ALIASES

1 week (or more) from date needed

  • Alert Marketing and Communications about your project using our project request form.
  • Be sure that you know:
    • The alias you would like to use
    • The actual URL of your web page
    • The source code, BBEC marketing effort, or any other tracking information that needs to be included in the link
    • The date it’s needed by
Request Alias