INVITATION STYLE GUIDE: Chancellor s Promotional Materials Process and Invitation Design Components JULY 2011 Provided by UC Irvine s Office of Special Events Special thanks to UCLA Special Events for providing much of the content.
Table of Contents Promotional Materials Approval Process Promotional Materials Approval Instructions 2 Tierney University House Events 3 Photographs 3 Messaging/Letters/Remarks 3 Biographies 3 Environmental Responsibility 3 Forwarding Final Printed Event Invitations or Save the Date Pieces 3 Forwarding Final Electronic Event Invitations or Save the Date Pieces 4 Parts of an Invitation and Basic Design Guidelines General Guidelines 5 Name of Host 5 Invitational 5 Event Type/Name/Purpose 5 Date 6 Time 6 Place 6 Reply Instructions 6 Attire Instructions 7 Event Directions/Map 7 Reply Card Components Event Name 8 Date 8 Lines for Guest Name(s) 8 Daytime Telephone Number 8 Attendance Indicator 8 Special Instructions 9 Reply Card Envelope 9 Assembling the Invitation 10 Print Material Samples Invitation Sample 11 Reply Card Sample 12 Map Sample 13 1
Promotional Materials Approval Process For events hosted by the Chancellor, the Associate of the Chancellor, Executive Vice Chancellor and Provost, or Vice Chancellor of University Advancement All event-related printed materials that include the name and/or the presence of the Chancellor, Associate of the Chancellor, Executive Vice Chancellor and Provost, or Vice Chancellor of University of Advancement REQUIRE approval prior to publication and/or distribution. Examples of printed materials include but are not limited to the following: Save-the-date cards and invitations (electronic or printed) Programs, brochures, tribute journals Commemorative language on awards and plaques to be given to donor/speaker/guest (presented by Chancellor Drake during an event) Promotional, event-related advertisements Chancellor Michael V. Drake, M.D. and Brenda Drake biographical information Use of the UC Seal, Chancellor s, UC Regents, or UC Office of the President s name on ANY event-related documents (i.e., invitation, program, etc.). GUIDELINES FOR SUBMISSION University Advancement Events MATERIALS MAY NOT GO TO PRINT UNTIL APPROVAL HAS BEEN RECEIVED. Office of Special Events coordinates the approval process. Submit materials via e-mail to events@uci.edu or deliver materials to the Office of Special Events (Zot 5601). All materials (design and text) should be provided in electronic format (JPEG or PDF), with a mock-up if the design and layout is complex. Please allow 3 to 5 business days for all approvals. Special Events Office will provide you with feedback/and or approval. Note the above schedule presumes the printed materials have been reviewed and approved by your department prior to their submission. Non-University Advancement Events MATERIALS MAY NOT GO TO PRINT UNTIL APPROVAL HAS BEEN RECEIVED. Submit materials via e-mail to Executive Communications Director Christine Byrd cbyrd@uci.edu (Zot 1900) All materials (design and text) should be provided in electronic format (JPEG or PDF), with a mock-up if the design and layout is complex. Please allow 3 to 5 business days for all approvals. The Office of the Chancellor will provide you with feedback/and or approval. Note the above schedule presumes the printed materials have been reviewed and approved by your department prior to their submission. 2
Tierney University House Events All events held at Tierney University House are designed and coordinated by the Event and Residence Manager, Ann DiPlacito, adiplaci@uci.edu. Photographs Photographs of the chancellor and/or his spouse used in event promotional materials must be approved in advance. Contact Christine Byrd, Executive Communications Director, cbyrd@uci.edu, for photos. Official approved portraits can be downloaded at http://www.chancellor.uci.edu/about/photos.php. Messaging/Letters/Remarks All messages/letters from the chancellor or his spouse must be reviewed by Christine Byrd, Executive Communications Director, cbyrd@uci.edu,for tone, style and grammar. All messages/letters from the executive vice chancellor and provost must be reviewed by Maria Rubio, rubiom@uci.edu. Biographies Biographies of the Chancellor and/or his spouse must be obtained and approved in advance. Contact Christine Byrd, Executive Communications Director, cbyrd@uci.edu, for the most recent and appropriate biography for your event needs. A biography of the Executive Vice Chancellor and provost may be obtained from Maria Rubio, rubiom@uci.edu. A biography for the Vice Chancellor of University Advancement may be obtained from Nina Sideris, rsideris@uci.edu. Forwarding Final Printed Event Invitations or Save-the-Date Pieces For the Chancellor Send one copy to Chancellor Michael V. Drake and one copy to Anne DeMarie, Executive Assistant to the Chancellor to: UC Irvine Office of the Chancellor 510 Aldrich Hall ZOT Code 1900 For Mrs. Drake Send one copy to Mrs. Brenda Drake and one copy to Anne DeMarie, Executive Assistant to the Associate of the Chancellor to: UC Irvine Office of the Chancellor 510 Aldrich Hall ZOT Code 1900 For the Executive Vice Chancellor and Provost Send one copy to Michael Gottfredson and one copy to Maria Rubio, Executive Assistant to the EVC & Provost to: 509 Aldrich Hall ZOT Code 1000 3
Forwarding Final Electronic Event Invitations or Save-the-Date Pieces For the Chancellor Send to Anne DeMarie, Executive Assistant to the Chancellor: ademarie@uci.edu For Mrs. Drake Send to Anne DeMarie, Executive Assistant to the Associate of the Chancellor: ademarie@uci.edu. For the Executive Vice Chancellor and Provost Send a copy to Maria Rubio, Executive Assistant to the Executive Vice Chancellor and Provost at: mrubio@uci.edu. 4
Parts of an Invitation and Basic Design Guidelines General Guidelines of Good Invitation Design: In general, UC Irvine encourages the use of electronic invitations instead of print. The UC Irvine name or logo should be prominently listed throughout the invitation. Limit font styles to no more than two. No more than four font sizes should be included in the same invitation. Spell out all words - do not abbreviate. Do not include periods to close sentences, unless in a paragraph format. Consult the University Communications Nomenclature Guidelines and Communications Style Guide to assist in communicating about the university in a manner consistent with the graphic identity standards. Consult UC Irvine s graphic identity guidelines www.uci.edu/graphic_identity/index.php. Standard parts of a formal invitation include: Name of host Invitational Event type/name/purpose Date Time Place Reply instructions Disabled instructions Attire instructions (if black tie only) Event directions/map. Name of Host The host s name is always listed first. The host s name(s) should be no more than four points larger than the body text. For co-hosts list both names and include titles. Invitational The invitational is the phrase used to invite the guests to the event. Options for the invitational phrase include: o requests the pleasure (or honor) of your company o requests the honor of your presence o (cordially) invites you to Event Type/Name/Purpose The event type denotes the social occasion - luncheon, dinner, reception, lecture, etc. The event name may include the official name of the event, the name of an honoree, the title of a lecture, or a combination of the above. The font size of the event name should be equal to the font size used for the name of the host. While optional, the event purpose further describes why the event is being held and should be the same size as the body text of the invitation. Faculty Honors Reception (the event name) recognizing UC Irvine faculty who have received special awards (the event purpose) 5
Date Time Place The date may be noted numerically or spelled out: o Friday, December 10, 2010 o on Friday, the tenth of December Two thousand and ten Always include the year on the invitation. Be consistent with date and time write both numerically or have both spelled out (for more formal events). For example: o 7:00 p.m. o 7:00 p.m. to 8:30 p.m. o at seven o clock (in the morning, afternoon or evening) o at half past seven o clock o cocktails at seven o clock, dinner at eight o clock o from seven to eight o clock o from seven to half past eight o clock Twelve o clock noon is expressed as twelve o clock, 12:00 p.m. or noon. Always use a.m. or p.m. (lower case with periods) when noting the time numerically. When noting a span of time numerically, a colon and zeroes should follow each time: o 7:00 p.m. to 8:30 p.m. Never combine numerals with the word o clock (7 o clock). Confirm the correct name of the campus building. Do not abbreviate. Be sure the UC Irvine name is noted as part of the place name o Pacific Ballroom, UC Irvine Student Center Reply instructions In general, UC Irvine encourages the use of electronic replies instead of a reply card and envelope. If a reply card is used, see section on Reply Card Components for more information. Include a reply by date. Include a telephone number in case guests have questions. Include at least two (e.g., phone, email, website) methods to RSVP: Please respond by Wednesday, December 1 (949) 555-1234 events@uci.edu Map enclosed Reply card and map enclosed Inquiries (949) 555-1234 events@uci.edu Please respond by Monday, November 8 (949) 555-1234 Parking available for $8 events@uci.edu in Parking Lot 2 6
Attire Instructions Attire instructions are not usually necessary unless the event is black tie. Event Directions/Map It is suggested that a map and parking instructions be included, especially if an external audience is invited. Include parking fees or indicate if it is complimentary. If there is a building or garage, it is a structure Mesa Parking Structure. If there is an open area for parking, it is a lot - Parking Lot 36. Options for verbiage include: o Map enclosed o Parking is available for $10 in Mesa Parking Structure o Complimentary valet parking available. It is preferable that the map be a separate insert from the invitation. Include markers such as major streets/freeways, parking location, parking instructions, event venue, compass indicator and UC Irvine. Driving directions may also be included on the map. If a map to the event venue is not available, driving directions may be substituted. 7
Reply Card Components UC Irvine encourages the use of electronic replies whenever possible. If a reply card is being utilized, include: Event name Date Line(s) for the guest name(s) Line for a daytime telephone number Attendance indicator Special instructions, such as reply by date Reply card envelope. Event Name The event name should be listed at the top and closely match the one used on the invitation. Date Inclusion of the date on the reply card is optional. Be consistent with formatting on invitation and reply card. Lines for Guest Name(s) These lines are provided for guests to fill in the names of who is attending the event: M Please print M The letter M may be included directly in front of the guest name line to encourage guests to write in Mr., Mrs. or Ms. Daytime Telephone Number Request a daytime telephone number in case you must contact the guest. Attendance Indicator Guests indicate their acceptance/declination. Check box options are also acceptable. I/We accept (Guests to fill in the words DO/DO NOT or WILL/WILL NOT) I will attend I will not attend 8
Special instructions Special reply instructions might include: o Reply date (ex. Please respond by Wednesday, December 1) o Inquiry telephone number o A 48-hour cancellation notice is requested o o Seating is limited Food preferences/options Generally, food options are not listed on the reply card because the menu is typically pre-determined and should always include a vegetarian option. However, at times it may be necessary to include food options, depending upon the nature of the event, the audience, or religious dietary restrictions. Check boxes are acceptable. Entrée option: Chicken Reply Card Envelope Preprint the address on the envelope. Vegetarian 9
Assembling the Invitation Mailer Envelope The mailer envelope is the outside envelope addressed to the invited guest. The return address should be listed in the upper left corner of the front of the envelope or on the flap. It is recommended that you use a first class stamp for mailing invitations. There are studies showing that individuals are more likely to open mail with a first class stamp rather than a non-profit stamp or indicia. Assembling the Invitation Invitations are assembled in size order: o Invitation. o Enclosure card(s) are stacked, face up, on top of the invitation from largest to smallest, not inside invitation. o Reply card sits on top of invitation. o Reply card is nested face up beneath the flap of the reply envelope. The reply envelope is placed face down on the invitation so that the face of the reply card is visible. o When the invitation is pulled from the envelope by a right-handed person, it is face up in reading position. If the invitation can be read without turning it, it was stuffed correctly. A single-fold invitation Inserted into an envelope Inserting a single-fold invitation with an enclosure card Enclosing a reply card and envelope Placing an inner envelope into an outer envelope Note: The above graphic is from Crane s Bluebook of Stationery. 10
Invitation Sample (graphic elements located on inside portion of panel card are not to scale) Chancellor and Mrs. Michael V. Drake cordially invite you to a dinner honoring Jane Smith in recognition of her receiving The Nobel Prize Friday, December 10, 2010 5:00 p.m. Name of host Invitational Event type Event name/purpose Date/Time UC Irvine Bren Events Center Irvine, California 92617 Place Reply card and map enclosed Inquiries (949) 555-1234 events@uci.edu Reply Instructions Event Directions/Map 11
Reply Card Sample (not to scale) A Dinner Honoring Jane Smith Friday, December 10, 2010 Event name Date M Please print Line for Guest name(s) M Daytime telephone I/We accept Line for telephone Attendance indicator Please respond by Wednesday, December 1 Special instructions 12
Map Sample Major street/freeway Compass indicator Parking location Event venue The UC Irvine logo can be downloaded at www.uci.edu/graphic_identity/index.php or use same font style as invitation. 13