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Project Planning Guide

The following will help you prepare for your first meeting with your UMC project manager.


Department or School Permission: Please approve your project with your dean, vice president, or department’s communication director before contacting us. They may prefer to manage all projects through a centralized liaison, promote your initiative differently, or direct you to services other than UMC. We will need their permission and direction to proceed.

Type of project: What are you marketing? Are you advertising a program? Announcing an event? Producing a newsletter?

Audience for this project: Who needs to receive your message? Are you addressing prospective students? Alumni? Trustees? Current Students? Parents? Metro-area residents? Several of these groups? Are there members of your audience, such as the president, dignitaries, trustees, or other senior administrators, that need extra time and attention?

Outcomes: What action do you want your audience to take? Register? Make a donation? Share good news with others? Request more information? What goals have you set for this project compared to those in previous years or instances? How do you plan to track responses?

Types of media: Your project may employ several different media.

  • Web: All projects should begin with a page on the Fordham website, before producing any other material. An event may require an announcement page, a registration form, an event calendar listing and a social media post. With your webpage in place, promotional materials, such as a brochure or premium may simply invite recipients to learn more online. Even if you have existing webpages, they must be reviewed for relevance and accuracy before the rest of the project is produced.
  • Print and Electronic: Along with the Web, how do you want to convey your information? Will it be printed? Electronic? Is it a postcard, poster, brochure, invitation, or e-vite? Is it a combination of several of these resources? Is a photographer or videographer required?

Quantity: How many are needed? Do you have a mailing list or lists? Will your print piece be distributed at events?

Budget: How much do you want to spend? What budget number will be charged? Who will approve the budget?

Delivery: When do you want the item to be in the hands of your audience? When is the event? Registration deadline? Where will your printed project be delivered if it will not be mailed? How do you want mailed printed pieces distributed: first class or nonprofit postal rates? (See page three for more information on production and delivery time.)

Afterward: Where will duplicates and overruns be stored? Will they continue to be distributed after the initial use How do you plan to report on the event or dated announcement after it has occurred? ? How will you archive old web pages? How will you store any photographs or recorded media after the event?