Timelines

• Webpages take one to two business days after text and graphics have been received. This may take longer if a page for online registration is included.
• Emails should be scheduled at least two weeks in advance, with final copy and images delivered one week ahead of send date.
• Smaller print pieces such as bookmarks, postcards or event signage can take at least two weeks depending on the number of projects in the queue.
• New brochure, banners, recruitment pieces take six to eight weeks from start to finish when given final copy at the beginning of the project.
• Reprints of an existing piece may take less than two weeks, depending on the number of changes to the piece.
• Customized gifts such as pens, paperweights, ties, can take as long as six to eight weeks to deliver, even longer, if the item is being produced overseas.

Delivery Time

• Event materials, such as programs, recruitment brochures, and signage, must be scheduled for delivery to the venue at least one full business day before the event.
• First-class mailings will take three to five business days to arrive at homes.
• Nonprofit mailings will take anywhere from seven to 14 business days.
• Electronic mailings, while delivered immediately, require the same amount of time to design and prepare as a printed piece.
• Advertisements depend upon the submission and publication deadlines for each individual advertising venue.
• Similarly, customized gifts have their own submission, production, and delivery schedules depending upon the vendor.

Communications Planning/Roll-Out

How various media for one project are produced and delivered will vary, but the best plans usually roll out as follows:

• Webpages: The webpage for the project, especially if there is registration involved, must be ready before any electronic or print mailings are delivered, any posters are displayed, or any advertisements are published. Significant opportunities are lost when your audience cannot find additional information online at the moment that their interests have been piqued. Even a placeholder page, with the minimal available information, should be created and live before a save-the-date card is mailed.
• Event coverage, news announcements, and follow up: News coverage, announcements, photography and stories may be arranged in cooperation with Bob Howe, director of communications, at 212-636-6538.
• Save-the-date: A save-the-date announcement should be sent out at least eight to 12 weeks prior to the event depending on the time of year.
• Invitation: An invitation should be mailed at least four to six weeks before the event. The project manager should receive the text at least eight to 10 weeks prior to when the invitees should have it in their hands.
• Advertising: Deadlines for print and web advertisements vary according to the publication. Advertisements should appear in advance of any registration deadlines.
• Posters: Fliers and posters should be produced a month in advance of the event, especially if they are to be distributed to other institutions and venues. Remember to remove campus posters after the event.
• Electronic Invitations: Email invitations, or “e-vites,” should be mailed two to three weeks in advance of any registration deadlines.
• Web and social media announcements: Other electronic media, such as the Fordham website, Facebook pages, and alumni and parent e-newsletters are important venues to announce your event, and have their own deadlines.
• Customized gifts: All gifts and branded items should be produced for delivery the day before the event at the latest. Also, keep in mind the time your staff will need to package, collate or prepare these items.
• Day-of-event material: Programs and signage for the event should be produced for delivery the day before the event at the latest. Again, keep in mind the time your staff will need to prepare or collate these items.