NOTE, to submit this form via email, first save the document to your computer, renaming the file. Complete each question, then email the saved document as an attachment (if applicable).
Communications Request Form Guidelines for Submission All requests will be promptly reviewed or returned to you for additional information. The department of community partnerships is charged with maintaining GSNCA s brand and graphic design integrity. We are responsible for creating the materials that all departments use for public events and external marketing. As such, we reserve the right for final approval on the design of material created in support of GSNCA events and programs. Due to the volume of job requests received, we encourage you to submit your request as early as possible to allow ample time for our team to create and deliver your first proof for review. All job requests are handled in the order received and your first proof may take two or more weeks depending upon your position in the queue. While the department of community partnerships will try to accommodate emergencies, submitting your request well in advance of your event will ensure that we meet your timeline. The person filling out the form is considered to be the client. Please consult with your supervisor before making a request. Our team has taken on the role and responsibility of maintaining and upholding the visual identity and integrity of all GSNCA departments as well as the community through our design services. We strive to establish, build and maintain solid relationships with clients and customers by helping with requests and projects which require the creation and implementation of solutions for their needs. With such a wide and diverse audience, we want to make sure the council is well represented by its visual presence. Work Process Client submits Communications Request Form. Confirmation of receipt of request will be sent via email within two working days. If needed, designer and client will discuss project and production schedule to ensure client s request can be accommodated. (Note: If request cannot be accommodated, assistance with alternate solutions can be provided to client.) ALL CONTENT, PHOTOS AND GRAPHICS TO BE INCLUDED IN PUBLICATION MUST BE PROVIDED to designer before the project can officially begin. (Note: The department of community partnerships reserves the right to edit ALL copy for grammar and AP style to ensure branding continuity.) Content should be provided in a word processing format (preferably Word). If publication is a revision of a document on file, a sample with written revisions may be provided. Any extensive new text should be provided in a Word document. Photos/graphics should be provided in high-resolution in one of the following formats: jpeg, tiff, eps. Designer will send client a.pdf proof for review via email. (All email transactions will serve as documentation of proofing/approval processes.) Client will return (via email) approval or changes/corrections to designer. This process continues until final approval is given by client. (Note: Multiple proofs will alter project s deadline/completion date.) Upon final approval, digital files (and specs, if requested) are sent via an email confirmation. (NOTE: Once client s final approval is given, designer is not responsible for any misinformation or errors in final publication.) Department of Community Partnerships jobrequests@girlscoutsnca.org 205-453-9516 1
Form Instructions and Glossary For any job you need the department of community partnerships to complete, please fill out this work request per the steps below with the specific information regarding your job. Email to jobrequests@girlscoutsnca.org. This includes brochures, business cards, form creation, website maintenance, media releases, etc. Our team will send the proof to the contact person listed on this form. Please resend requested changes via email. To help minimize confusion please DO NOT Cc/Copy designer and other community partnership team members on emails between your team and supervisor. Just return the final changes when ready. Thanks! Form Submission Steps Please note: Each job must have its own form even if it s for the same event. Multiple requests should not be listed on the same form. 1. Save a copy of this form to your desktop. 2. Open from desktop: Fill out form with Adobe Reader or Acrobat and save (Be sure to proofread!). 3. Email form as an attachment to jobrequests@girlscoutsnca.org. Please attach copy/text in Word document with form submission. Please note: the community partnerships department reserves the right to edit copy for brevity, clarity and grammatical errors. 4. Provide original files, artwork and photos if applicable. 5. Do not submit request until ALL accompanying materials and copy are ready to send in one email. Word Document Format Please include the following in your Word document if applicable. TEXT, PHOTOGRAPHS and/or ARTWORK All text, photos or artwork MUST be submitted at the same time. Until all the materials are received, design cannot begin. TEXT should be presented in FINAL form meaning it has already been reviewed and edited by your department BEFORE submission. Text is best submitted in a Word doc file. Do not use bold, italics or any other formatting as it is lost when the file is imported into the layout. Use only single spacing and add a hard return between paragraphs. The designer will format the text. EVENT INFORMATION includes time, date, location, venue and cost of event, description, etc. SPECS OR SIZE Provide the size of final printed piece. If you are requesting an ad, please submit the name of the publication in which the ad will run. MARKET If you are requesting a media release, please provide the market (North, Central, East, West) in which the media release will run. Also submit a photo with your document. Note: some media outlets will not run media releases without a photo. Website Update Submission To help ensure that we understand your change and update request, please submit the information in a Word document and not in an email. This will help us greatly! Also, please put requests in the following format: 1. Provide location of request (page URL). Note: this will be the URL link for the primary website page where the information is located that needs our attention. If you re reporting a dead link or a link to a PDF (form), you need to make sure that you provide us the URL link to the page where the dead or PDF links are linked from, and not just the URL link for the actual PDF form, otherwise we will not know where to find it on our website. 2. Include information to be updated (Attach forms and documents). Here are some examples that demonstrate how to best communicate with us on your particular need: Remove drop-down field under the main header VOLUNTEERS on the home page of the website because it s no longer needed. Remove FAMOUS GIRL SCOUTS on the left side bar of this page: http://girlscoutsnca.org/girls-only/girls-5-12/, because it s no longer needed. Remove the following form: http://girlscoutsnca.org/wp-content/uploads/at-a-glance-brownie4-15-121.pdf located on the following page: http://girlscoutsnca.org/girls-only/girls-5-12/, because it s no longer needed and/or needs to be replaced with the following: ATTACH NEW DOCUMENT IN EMAIL TO US. In paragraph one on this page: http://girlscoutsnca.org/product-sales/, please change the XXXX to XXXXX and/or replace the entire paragraph with the following: INSERT NEW NARRATIVE. On this page: http://girlscoutsnca.org/camps/kanawahala-program-center/, please replace the current image/photo of girls with the following: ATTACH NEW IMAGE OR PHOTO IN YOUR EMAIL TO US. 2
Completion of Communications Request Form is required for any GSNCA publication and design that is to be printed, mailed or electronically distributed for promotional purposes (except WCU or Leader Connections). All pieces will be reviewed for editorial content, use of graphic design standards, and adherence to GSNCA brand identity guidelines.
Contact Information Requester Name Date Telephone Email Billing information (if applicable): Account number Department number Creative brief Help us help you! Please provide detailed information, as we use the brief as project guidelines to ensure we deliver your strategy. Please complete entire form. Incomplete forms will be returned to sender. If you need help filling out the form, please contact the community partnerships department. New Project Prior Project (Update Only) Do you have existing graphics (logos, photographs, and/or images)? No Yes (If yes, please attach and submit with form) Will you require additional design, graphics and/or photography? No Yes Project/Event Title Date Proof Needed Date Final Needed Target Audience for this request: Check One Girls Adult Volunteers Parents Donors General Public Media Staff Other Purpose of Piece Recruitment Program and Event Promotion Public Awareness Other Please provide a brief description of the goal* and intent: *(The goal is the type of response you want this piece to invoke from your intended recipients, e.g., get them to attend an event, call a number to give personal feedback, donate money, attend program, etc. A goal or purpose can also be informative and not require a response, e.g., information on policy changes, a change to tuition, etc.) Print Project Ad Flyer Poster Brochure Banner Booklet Invitation Program Sign Form Postcard Apparel Patch Logo Cards Other Electronic Project Media Release PowerPoint Ad Website Form Email Blast Other Quantity Update content Add Delete Swap Paper Color White Color Color Black Color Paper Stock Regular Cardstock Specialty Ink Black Color Standard Template Custom Template Interactive Static Specialty Single Side Double Side MEDIA MARKET Lamination Mounting Stapled Hole Punched Other Needs Finished Size 8.5x11 9x12 11x17 12x18 (sizes are in inches) 6x9 5x7 6x4 Other: Mailing Service Yes No Other Needs 3
Instructions or Copy: 4