Project Request

We're ready to help. Submitting this form lets us know the details we need to create great things together.

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Getting Started

Every job that goes through the Marketing Office begins by submitting a Project Request Form in Workfront.

The information you need to request a job includes:

  • A project description, including project goals
  • Audience
  • Timeframe
  • Budget and budget number
  • Single point of contact for the job. This individual is responsible for collating edits and final approval from stakeholders.

Before you submit a Project Request, please be sure…

  • the?timeline is realistic.
  • the job is well thought out and has been approved by your internal stakeholders.

The Process

  1. Login to Workfront?using your Champlain Gmail username and password (please use all lowercase letters for your username).
  2. Click the blue New Request button, then Select a Request Type. Choose the following option:
    • Request a Project (Collateral, Web, Advertising, Branding, Email, Video, Photography)
  3. Complete the request form. All questions with bold headers are required. Click the symbol for additional information about select fields.
    • If you have written copy or examples of similar work you would like to share, please upload these in the drag & drop documents area of the form.
    • If you have images, please upload the original files in the drag & drop documents area rather than including them in a copy doc.
  4. Once you have submitted all the necessary information, you will receive an email confirming that the job request has been received. The more advance notice we receive, the better we’re able to brainstorm and provide you with the best possible product.
  5. Ongoing project communication will take place through Workfront, rather than email. Visit?Workfront: A Simple Guide?for more information.

Scheduling

The following lead/development times will help you anticipate how much time we require for certain kinds of projects, from the time we receive the completed Project Request and final copy. Please keep in mind that the typical print time for most projects is 2 weeks unless the job is of a small enough quantity to warrant digital printing. We can speed up outside vendor times, but this may incur rush charges.

    • Advertising (print or online) – 6 to 8 weeks lead time
    • Brochures
      • Multiple Pages – at least 6 months lead time with copy in-hand 5 months in advance of requested due date
      • Tri-Fold Brochures – 6 to 8 weeks lead time
    • Business Cards & Name Tags – 2 weeks from order date
    • One-Sheets – 6 to 8 weeks lead time
    • Postcards – 6 to 8 weeks lead time
    • Posters – 6 to 8 weeks lead time
    • Publications (significant pieces) – 9 to 12 months lead time. We will meet with you to confirm lead time.
    • Advertising (print or online) – 5 to 6 weeks lead time
    • Brochures
      • Multiple Pages – at least 3 months lead time with copy in hand 7 to 8 weeks in advance of requested due date
      • Tri-Fold Brochures – 4 to 5 weeks lead time
    • One-Sheets – 4 to 5 weeks lead time
    • Postcards – 4 to 5 weeks lead time
    • Posters – 4 to 5 weeks lead time

Cost Estimating & Delivery

  • Based on your budget and the quantity you provide, the production manager will estimate outside vendors’ costs (printing, media, mailing, etc.) and send you pricing for approval. You will be responsible for providing all mailing lists—titled to match the name of the project—and confirming delivery instructions. (Ideally, all lists are merged into one to reduce outside vendor charges to do this.)

    Upon approval of the project and the estimate, files will be sent to the vendor. If your project includes mailing, a postage invoice will be provided to you within five days of receiving your mailing list. You will need to arrange for postage to be received by the printer prior to the mail drop date. The production manager will then ensure proper delivery of the piece.

  • Once your job has been delivered, the invoice will be received by the Office of Marketing & Communication, reconciled against the estimate, and sent along to you for payment.

    Costs that are passed along to your department might include: printing, media, mailing services, postage, shipping/delivery, photo shoots for images that would only be used on your project (not those that we would typically use to market the College), and freelance costs for services we would not normally provide or cannot provide within a very specific time period. (Whenever possible, we try to have the resources available in order not to pass along freelance charges.)

Office of Marketing

Location

Miller Center Lakeside, 3rd Floor

Office Hours

Monday – Friday
9:00 AM – 5:00 PM

Contact Us