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Communications

Project Basics

The Office of Communications is here to help you with your marketing and communication needs. To help us better serve you, please read through the project basics below.

Successful communication can be tricky. There are many possible ways to tell the Carthage story. Plus, there are strict deadlines, cost considerations, and making sure we’re presenting the best of Carthage in everything we do.

It’s our job to help you determine the best approach for your project, and then make it happen. The following steps are provided so we can serve you better.

If you have a request for a specific communications service — such as a website update, a new headshot, or a news release — please visit Our Services and fill out the appropriate form.

If you have a larger project that requires multiple services, please contact us at communications@carthage.edu.

STEP 1 • First things first: What are you after?

Before we can work together to successfully share your story or promote your event, it’s important to think about your goals. Before you fill out the appropriate project request form, here are some things to think about:

What are you promoting?
Who is your audience?
What is your primary goal?
What is the key message you want to communicate?

STEP 2 • How can we help?

We offer web services, print services, writing, copywriting, event promotion, media relations, video, photography, and advertising. (Whew!) You may need just one of those services, you may need a combination of several, or you may not know what you need. Here are some questions to get you started:

Will you need a story on The Bridge?
Will you need an event added to the online Carthage Calendar?
Do you think this is a good story for the Carthaginian?
Do you think this story could be picked up by regional media?
Do you need a brochure, posters, or a printed program?

STEP 3 • Don’t delay!

We need time to complete your project, so please don’t delay in contacting us. Please keep in mind the following lead times for our services. Please note: Time requirements may change depending on other communication projects.

Product/Service Lead Time Needed
Advertisement 3 weeks
Booklet/Event Program 4-6 weeks
Brochure 4-6 weeks
Custom Letterhead 4 weeks
E-newsletter Inclusion 3 weeks
Flyers/Posters 4 weeks
Invitations 4 weeks
Multi-page Book (12+ pages) 10 weeks
Photo Shoot (event) 2 weeks
Photo Shoot (headshot) 2 weeks
Postcard 4 weeks
Press Release 3 weeks
Social Media Promotion 2 weeks
Website Created 2-6 weeks
Webpage Created 2-3 weeks
Website Update (minor) 1 week

STEP 4 • Request your project

If you have a request for a specific Office of Communications service — such as a website update, a new headshot, or a news release — please visit Our Services and fill out the appropriate form.

If you have a larger project that requires multiple services, please contact us at communications@carthage.edu.

Once you have submitted your request, the communications team will review it. The team reviews project requests weekly. Jobs will be scheduled based on strategic priorities, timing, and resources available.

Please allow 2-3 days for our staff to follow up with questions or deadlines. If your job is unable to be completed in our office, we will provide you with access to an approved freelance designer (additional costs may apply) or a template when applicable.

All projects must meet the College’s brand identity standards, as defined in our new brand book. That brand book will be available on the Office of Communications website.

STEP 5 • Gather your stuff — All of it

Once a project is approved, all copy needs to be provided electronically in one document (.doc or .docx). The copy should be proofed and vetted with your peers before submission. We will have an editor review final copy.

Copy should appear in the order in which you want it to appear on your final project, be it a brochure, invitation, or website. Please indicate where there might be page breaks, graphics, photographs, etc.

Any supplied images and graphics need to be of high quality (72 dpi for web, 300 dpi for print, at 100 percent of finished size).

If mailing lists are required for your project (for example, if it is an invitation or postcard), please submit the mailing list at this time so we can better estimate the cost of your project. Contact Amanda Robillard at arobillard@carthage.edu with questions, or fill out the Advancement Office List Request Form.

STEP 6 • Keep in touch

One representative from your department should be designated as the primary point of contact for your project. It is that person’s responsibility to get sign-off from all other parties who have approval status.

STEP 7 • Review and approve

The Office of Communications will supply the first revision electronically. The process should require no more than three rounds of drafts, with the third draft being a final approval.

All requested revisions should be concise in one email. Changes should be sent in a marked-up .pdf document. (If you do not have the ability to mark up the .pdf (Adobe Professional), indicate changes on .pdf, scan, and return to the Office of Communications. Any additional content should be typed in and sent electronically with clear indication of where new copy should be inserted.

At final review, please review your project carefully for any errors. It is your department’s responsibility to pay for any necessary reprints.

STEP 8 • Stay on track with deadlines

Please note that any delays in the project due to missing or incomplete copy, missing images, or delays in the review/approval process will result in an adjustment of the final delivery date.