Published August PLAYBOOK Creative Services

Transcription

1 Published August PLAYBOOK Creative Services

2 Introduction Creating Printed Marketing Materials for Events Local events are an integral part of raising funds, reaching new supporters and increasing visibility of the Arthritis Foundation. The marketing department has created tools to make it easy for local offices to produce turnkey materials for signature events and professional, on-brand marketing pieces that reflect the individuality of non-signature events. Our goal is for you to focus your energy on the event, not the creative design. Local Event Marketing Materials The marketing department will provide the tools, templates and guidelines to ensure a consistent brand. The local office staff can personalize the available materials, writing the text for materials, enlisting and working with designers and getting materials printed when needed. Marketing Department will Create signature event templates and upload materials to the FTP and the Graphic Solutions Print-On-Demand Portal Create pre-designed templates for non-signature events Write and maintain style guides and tools for using the materials templates Provide consultative and/or design services when you need support Perform a bi-annual brand audit Local Office will Signature Events Write local event text for materials Use provided templates and designated print vendor Order signature event materials from the Print-On-Demand Portal and review proofs Non-Signature Events Identify and work with a designer to modify existing templates or to produce new materials (if pre-approved by RVP) Write text for materials Enlist and send files to the print vendor to produce materials Review materials from designer and printer for accuracy and to ensure that it follows the templates Save the final files to the SharePoint MarCom Materials Library. 2

3 Process for Producing Marketing Materials Signature Events Standard marketing materials have been designed for Jingle Bell Run, Walk to Cure Arthritis and JA Camps. Off the Shelf Materials: Already printed and available to be shipped directly to the local office from the special events team. Build Your Own Materials: Word doc and PPT templates are available to customize for presentations, letters and documents and print at the office, found in the event s respective folder on the FTP site. Username: artftp (case sensitive); Password: arth101 (case sensitive) Personalize Print Materials: Newly designed materials are available to personalize with local event text and sponsors. For a link to the print portal and steps for using it, visit the Signature Event Design page within the Working with MarCom webpages. (Branding and Design Support/Design Support/Signature Event Design) Graphic Solutions Group is our preferred print vendor offering bulk pricing. Materials may be ordered through an easy-to-use Print-On-Demand Portal. Orders take 1 week to print and will ship from Kennesaw, GA, via FedEx. Please reference FedEx s Ground Service Map here to determine how long it will take to ship to you once ready. The Origin ZIP is Please allow plenty of time to receive your order. Non-signature Events The marketing department has created sets of templated materials for a variety of event types based on all 2016 events with three or more like-events. There are also two generic event template sets. These templates can be modified to update text and add sponsor logos. There are two options to modify these templates: 1. Outsource: Hire (and pay for) an outside designer to update the templated materials and a printer to print. You can use a designer and printer that you have previously worked with. If you need suggestions, a list of trusted partners is in the resource section. For projects with print costs more than $5,000, obtain price quotes from three print vendors before selecting a vendor in accordance with the Foundation s competitive bidding policy. 2. In-House: Request the creative service department s support to update the information and add sponsors to templated materials. Submit a Service Desk ticket using the Print Graphics Creative Services form. Once a job is submitted and reviewed, you will receive a timeline within 2 to 3 business days. For simple projects, like updating rack card content, turnaround time for print ready art will be 3-5 business days from when the 3

4 content and specifications are complete, accurate and approved. More complex projects, like printed programs, will likely require more days. Consult the Workflow and Turnaround Times document for more details and information. MarCom will provide print ready art for use by a printer. You will be responsible for managing and paying for the printing. Save the final versions of non-signature event marketing materials to the SharePoint MarCom Materials Library. If none of the available templates will work for your event, contact your regional vice president to obtain written permission to produce your own materials. The local office is responsible for budgeting and hiring an outside designer to create these one-of-a-kind materials and the designer must follow the brand guidelines outlined in the One-of-a-Kind Events section of the Style Guide. Contact information for recommended designers can be found in the Playbook below. The MarCom team is available to review materials as they are being designed to ensure that layouts are on brand. Either submit a Samanage review request via the Review Materials form or graphics@arthritis.org. Twice a year, the marketing team will conduct an audit to ensure that all materials are on-brand. When using the provided event templates, please ensure that the finished materials are replicated with the same colors, fonts, photos, design elements and layouts. For One-of-a-Kind events, materials must align with the One-of-a-Kind section of the Style Guide. Third-Party Events For events hosted by outside organizations and businesses where (a portion of) the proceeds benefit the Arthritis Foundation, the design work should be managed by the host organization. Per the Third-Party Event Agreement Guidelines, third-party benefit organizers may not use the Arthritis Foundation logo unless approved in advance, in writing, and organizers must follow the Arthritis Foundation Style Guide. 4

5 Resources You may use any designer and printer for non-signature event materials. Below are recommendations from the marketing department of trusted partners. 5

6 Standard Sizes and Materials for Printed Pieces and Cost Estimates Here are the standard print and paper specs for non-signature event materials for your use when enlisting a print vendor. Note, prices can vary based on paper costs and location, so bids within 10% are reasonable. Basic Printed Pieces Standard Sizes Standard Materials Quantity Estimated Pricing Postcards & 7 w x 5 h 80# Gloss Cover 100 $105 Handouts If mailing, 100# Uncoated Cover 250 $125 Colors: 4/4 with bleed 500 $170 Invite 5 w x 7 h 80# Gloss Cover 100 $190 If mailing, 100# Uncoated Cover 250 $245 Colors: 4/4 with bleed 500 $335 RSVP Card 4.5 w x 6.25 h 80# Gloss Cover 100 $90 If mailing, 80# Uncoated Cover 250 $95 Colors: K/0 with bleed 500 $100 Poster 11 w x 17 h 80# Gloss Text 100 $115 If printing as a shell, 80# Uncoated Text 250 $170 Colors: 4/0 with bleed 500 $260 Rack Card 4 w x 9 h 80# Gloss Cover 100 $95 If mailing, 100# Uncoated Cover 250 $ $190 Brochure 3 panel 80# Gloss Text 100 $ w x 9 h flat If mailing, 100# Uncoated Text 250 $310 4 w x 9 h folded Colors: 4/4 with bleed 500 $480 Flyer 8.5 w x 11 h 80# Gloss Text 100 $105 1 or 2 up on a page Colors: 4/0 with bleed 250 $ $170 Program Finished Size: 80# Gloss Text For both cover and text 100 $280 (pricing assumes w x 8.5 h (can do 80# Cover for cover pages) 250 $445 page saddle stitch book) Colors: 4/4 with bleed 500 $815 Large Format 6 w x 2 h 13oz matter vinyl 1 $125 Banners Grommets in all corners and every 10 w x 3 h 2 on the long ends 4/0 with bleed 1 $160 Signage Small 18 w x 12 h 1 use: 3/16 white foam board 1 $90 (pricing assumes each Multi use: 3/16 white ultra board or 5 $165 sign is unique art & 3mm bright white sintra foam board) Colors: 4/0 with bleed 10 $255 Signage Large 36 w x 24 h 1 use: 3/16 white foam board 1 $90 (pricing assumes each Multi use: 3/16 white ultra board or 5 $235 sign is unique art & foam board) 3mm bright white sintra Colors: 4/0 with bleed For One-Of-A-Kind Events, you may retain a designer and printer to produce unique materials that fall outside of the listings above. Work with your regional vice president to build a design and print budget prior to retaining partners and follow the financial process to receive approval on all estimates and invoices. 10 $405 6

7 Designer Guidance You are encouraged to find volunteer designers, to use the design programs that your office has access to and to affordably update templated material. The below table includes the estimated time to complete a variety of marketing materials to help you ensure that you receive competitive pricing from an outside designer. Non-Signature event estimates assume that a designer will update the existing templates with your local text and sponsors. One-Of-A-Kind event materials assumes that a designer will need time to create designs from scratch, often producing a few options for you to review before choosing a look and feel, and then apply it to the different materials. To reduce the cost of One-Of-A-Kind events, consider asking a designer to modify an existing template versus create artwork from scratch. Freelance pricing: $25 - $110 per hour. Rates vary depending on the level of experience a designer has and geographic location. For quality, trusted freelance designers, you should expect to pay between $40 and $65 per hour. Some junior designers or production designers charge as low as $25 per hour. In some metro areas, rates could be as much as $100+/hour. It is industry standard for designers to charge hours in quarter increments. It is best practice to ask a designer if they have nonprofit rate. When you receive an estimate, try to negotiate with a designer. Item Estimated Time to Complete in Hours Non-Signature Event (hrs.) One of a Kind Event (hrs.) Look and Feel Concepts N/A Half Page Ad 2 5 Full Page Ad 2 5 Header Facebook Images (per image) Flyer 2 5 Greater Giving Header Greater Giving Background N/A 2 Invite 6 8 RSVP 1 2 Letterhead N/A 1.5 Postcard Poster PowerPoint Template N/A 3 Program (assumes 12 pages) Signage (per sign) 2 3 7

8 N/A is listed for templates that should be modified in Microsoft programs and do not require a designer s expertise, or for items that don t have a need to be altered. 8