SUBMIT A COMMUNICATIONS
PROJECT REQUEST
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Submission Guidelines
When do I submit a Communications Project Request Form?
Please complete the Communications Project Request Form to…
- Get a Communications Strategy for your project or event (no matter the level).
- Order signage, marketing materials, reprints of materials, merch, etc.
- Cancel or update an event.
- Request graphics, slides, printed materials, website updates/additions, social media assistance, etc.
- Request a website update.
Once submitted, a member of the Communications Team will be in touch within two (2) business days to process through specifics and establish an agreed upon timeline.
Take a look at Marketing Level Promotion & Resource Grid for more info.
As you process through your project needs and requests, please consider the following timeline matrix. This matrix will help to insure success in executing your project.
*Please note that while we work hard to accommodate all requests, there are seasons within Grace that are heavier than others. To see a schedule of these commitments, see Communications Rhythms.
WHEN SUBMITTING, PLEASE CONSIDER THE FOLLOWING:
- Please do not assume that the project is 1) a green light, and 2) able to be completed within the proposed timeline. The Communications Team works very hard to hit all proposed deadlines, however there are instances where other projects take precedence based upon the season in which we’re in.
- The Project Timeline Matrix listed below.
- Even if you do not have everything organized or hammered out, please submit the project request. This will allow the Comms team to better plan for what’s coming. Consider the form your opportunity to get your request into our planning lineup. *The further out your request, the better!
Project Timelines
Timeline Matrix
Books & Devotionals
12 Weeks (3 Months Prior to “In Hand Due Date”)
If you final product is going to be more than 2 pages front and back- this is the option for you!
Example – R Factor, Overlooked Devotional, Volunteer Handbook
Why so much time? Large-scale printing projects require copy/content review, significant layout and design work, and final reviews before it’s even sent to our printing vendor. Then, once with the vendor, we allot for printing, ink drying (yes, that’s a real thing), and book binding. See a pretty specific timeline outline below!
Month 1 (Four Weeks):
Once the project has been submitted and approved (3 months prior to the in-hand date – the date in which the ministry needs the final project to be in-hand for distribution):
- The Communications Team will work with the ministry to understand the specific design and layout needs and provide design concepts.
- The ministry will have time to finalize their content for the project. By the end of Month 1, the Ministry’s content should be in it’s most *FINAL FORM.
Month 2 (Four Weeks):
Once the Ministry has submitted their final content
- The Communications Team finalizes the designed concept with the Ministry.
- The Communications Team begins the layout and proofing process (see Strategy for Proofreading and Editing).
- Submits design files to the third-party printer.
- The third-party printer will then provide a proof of the project for a final review.
- The Communications Team will complete the final proof review and approve or submit changes to the printer.
**Month 3 (Four Weeks):
We provide the third party printer with at least four (4) weeks to print and produce the final project. While not all projects take the full four weeks to produce, it’s important to build in extra time, especially if the vendor needs to send the project out of house on their end (due to book binding, special paper cuts, ink/print dry-time due to paper qualities, etc).
*FINAL FORM – Content provided to the Communications Team should be considered “final.” This means content has been reviewed and edited for grammar, punctuation, spelling, etc. The Communications Team should not expect significant updates, content changes/additions/subtractions once it’s been received for layout.
**Not all books require being sent “out of house” for printing. In this case, please plan for 8 weeks (see option below).
All Video Requests
8 Weeks Prior to “In-Hand Due Date”
Examples – HSM “Hype” Video, Team Night Testimony, Gracemail “Talking Head”
Whether for social media, website, or in-person event use, all video requests should be submitted to the Communications Team at least two full months prior to the in-hand deadline. For these projects, we follow the below timeline:
- Concept/Plan created and approved.
- Date for filming scheduled.
- Editting
- Draft is submitted to the ministry for approval
- Time is given for revisions to be completed.
- Final video in hand!
*NOT ALL VIDEOS WILL BE APPROVED – We love all your fun ideas, and video is often a great way to communicate! However, please keep in mind that upon submitting a request, you should not assume the request is approved. Sometimes we may direct you to film the video yourself on an iPhone or we may have an even better way to execute your desired outcome! Please wait to hear back from the COMMS team (within 48hr of project request) before assuming your project is a GO!
Merchandise & Apparel
8 Weeks Prior to “In-Hand Due Date”
Examples – Gracewear, Student Ministry Merch, Free T-shirt Giveaway, Global Impact T-shirts, etc.
Merchandise Project Timeline:
We allow our vendors 3-4 weeks for printing/creations of all merchandise and apparel. This helps us avoid rush order fees and insure our product is done on-time. Depending upon the graphic-based needs and the vendor-set timelines (given supply chain challenges), this timeline is subject to change.
1. Project submitted to Comms (including general idea and quantities)
2. Work with vendor to find a suitable product(s).
3. Design.
4. Design approval from ministry & any necessary edits.
5. Secure quote from the vendor.
6. Approve quote and place order.
7. Item(s) in-hand!
Events Requiring Multiple Components & Levels of Communication
6 Weeks Prior to “In-Hand Due Date”
**PLEASE NOTE: This should be submitted 6 weeks in advance of when YOU need it. NOT 6 weeks in advance of the actual event. If you need the components 2 weeks in advance to be able to prepare, please account for that time in your submission.
Examples – Group launch, Christmas in July, Student camps, Local impact events, Single Parent Fair, Baby Dedication, Baptism, Team Nights
Projects & events requiring multiple components (ex. marketing strategy, webpage, social media posts, graphic(s), etc.) should submit requests six week prior to the proposed deadline/start date.
Because Communications facilitates needs for all Grace-based ministries and works in conjunction with the Weekend Services Team, we often plan out weekends well in advance. The sooner projects can be submitted, the better we’re able to plan, and decide if your event should be a apart of hosting, etc.
These types of projects often include:
– hosting (if deemed appropriate by COMMS)
– Pre-service slide
– Website Event
– Gracemail mention
– Handouts/Invites
– Social Media
Request a Photographer at a Campus/Ministry Level
*Non-Central Events*
3 Weeks Prior to Event Date
Central Events (ex. Baptism, Christmas in July, Supermarket Sweep)
The Communications Team is responsible for scheduling photographers at your local campus for events that are Grace all-plays and/or happening cross-campus. Once photographers have been scheduled, the Comms Team will manage the volunteer and provide your team with the edited photos within 72hrs of the event.
Ministry/Departmental Requests & Events (ex. Baby Dedication, Local Impact, Hospitality events)
The Communications Team is not required to schedule photographers for these events. However, you are able to submit a request. Once the request is received we will process through wether or not we are able to meet the request and be in touch with you!
Basic Print Projects
4 Weeks Prior to “In-Hand Due Date”
If your item is less than 2 pages front & back, this is the option for you!
Examples – bookmark, notecard, take-away, invite card, etc
*may require out-of-house printing depending on number of copies and intensity of production (trimming, design elements, etc).
Because special projects require bulk printing and or special trimming and assembly, the Communications Team may determine that a project needs to be sent out-of-house. Should this be the case, Communications will acquire a price estimate before doing any sort of printing, and the project cost will need to be approved and paid for by the requesting ministry.
We request projects submitted 4 weeks prior to the “in-hand” date because we need time to:
- Secure a cost estimate (if necessary)
- Design the piece
- Request approval and or make edits to the draft
- Submit the project to the printer and allow the printer at minimum of 2 weeks for production (whether printed in/out-of-house).
Standard Reorders
3 Weeks Prior to “In-Hand Due Date”
(ex. apparel re-order, printed layout re-order, etc.)
MOST of the items you need to re-order live in the COMMS store. If it is a standard/central item, please check the request form prior to submitting a project request. If the item you desire to re-order was created for a specific event or campus, this is the place to submit your request! Most of our vendors require 2-3 weeks for an order to be processed, created, and shipped.
Website Edits/Updates
1 Week Prior to “In-Hand Due Date”
Website updates can typically be completed quickly. Examples of updates include a date change, link edit, page or information removal, video upload, etc.
Standard Reorders
48 office hrs Prior to “In-Hand Due Date”
You know the drill! All Canva approvals should be submitted 48 working hours before you need them. This does not mean 48 hours prior to your event. This means 48 hrs prior to when you need them to plan/promote for your event.