Need a new marketing tactic or publication? Just need to revise an existing piece? Or maybe you need a little guidance in staying on brand? Let's work together to identify your project needs and goals.
Planning Your Project
Whether you need to create a newsletter, brochure or a custom project, we're here to help guide you through the planning and production process. Start with these questions to help organize your ideas and identify the purpose and audience of your publication.
- Why is this piece needed?
- Who will interact with it?
- What is my budget?
- What information must be included?
- Do I have all of the information that must be included?
- What else would I like to include if space allows?
- What do I want the audience to do as a result of interacting with this piece?
- If printed, should the publication be a specific size or shape? (For example, does it need to fit in a business-size envelope, be a self-mailer or be the same size as other publications with which it will be used?)
- How many copies do I need?
- When will it need to be reprinted?
- Will photographs need to be taken or other artwork produced?
- Who should write the copy?
- When do I want the finished project delivered?
- Have I planned enough lead time into my request?
- How might this information be shared on digital platforms?
- If you want a reprint of a previous piece, which elements, if any, should be changed before reprinting?
You will need to provide the following information on the request form, so be sure to have it on hand:
- The account number the project is being billed to (get any approvals you need prior to submitting the form)
- Note: Unless otherwise noted, Marketing and Communications does not process your invoices; invoices are sent to us and we record them, then forward them to you for processing
- The name of the person who is our main contact for feedback
- Project budget
- Content outline or copy
- Main tactics that you envision (ex, email, print postcard, etc)
Below are standard lead times for most projects. Please use these as a guide when planning your budget and forming expectations about delivery timing.
Mass communications copy editing
Example: division head parent emails, athletic announcements, all parent communication, all alumni communication. *Emergency communication will be fast-tracked as necessary.
Time Estimate: 1-2 business days based on content and overall queue
Reprint to existing project
Example: Small changes to text or photos in brochures, programs, forms, website
Time Estimate: 3 weeks (15 Business days)
Minor alterations to existing projects
Example: Brochures, advertisements, invitations, simple brochures, fliers, postcards
Time Estimate: 5 weeks (25 Business days)
Moderate/significant changes to existing projects or small new projects
Example: View books, annual reports, new/large website or print
Time Estimate: 9 weeks (45 Business days)
Medium/large new projects and other writing- and design-intensive projects
Example: View books, annual reports, magazines, new/large websites, sub branding and identity projects
Time Estimate: 14 weeks (70 Business days)
Once you submit your request
We will contact you if we have questions or need to speak with you about the request. In many cases, once we receive your request a member of our team will contact you to discuss the project in more detail.
A look at the review process
Once your project has been submitted and confirmed, the Marketing & Communications team will reach out to you to plan next steps.
Expect the following as part of the kick off and review process:
- Once your submission is received, the Marketing & Communications team will review the scope of your request and assign a lead time based on the lead time category your project best fits.
- A kick off meeting will be scheduled by the Marketing & Communications team with you, the creative team and any other necessary stakeholders including divisional leaders, administrative, student, parent, donor or alumni audience representatives.
- Creative reviews will vary based on the scope of the project. Expect anywhere from 1 to 3 concepts for your project - if scope allows.
- Final concepts will be translated across the piece and copy will be written or proofed based on scope.
- Copyediting will take place in 3 rounds:
- Marketing & Communications will provide 1st pass copyediting for grammar and tone.
- ‘Expert eyes’ (stakeholder and one other person) can review copy once for grammar and to confirm the identity of individuals in piece.
- Final copyediting review by Marketing & Communications
Project Fit
Wellington Marketing & Communications produces work that has the potential to make the largest impact for the school. This includes projects that affect recruitment, admissions and development, as well as those that raise Wellington’s image on both a local and national level.
Creative Authority
To ensure consistent, cohesive design that best advances the school’s image, as well as content that adheres to Wellington brand style guidelines, Wellington Marketing & Communications retains creative authority on all projects we develop.
By submitting a project request to our department, you agree that you understand Wellington Marketing & Communications has creative authority on the project.
Lead Times
The sooner we hear from you, the better. Sufficient time is needed to allow for the creative process as well as to manage the volume of project requests we receive. Production times vary depending on the nature of the project and our workload. Consider the following general guidelines when submitting your project request. No new projects will be onboarded after January 1, unless urgent circumstances arise and budget extensions are confirmed.