Marketing & Communications Resources

Welcome to GW Engineering's MarComm resource page. Our goal is to provide the GW Engineering community with timely and appropriate communication and marketing support. The GW Engineering MarComm team collaborates with administrators, faculty, and staff to publicize GW Engineering’s work and accomplishments through communication strategies that include, but are not limited to, content creation, event promotion, and social media campaigns. 

Please submit all requests for communications and marketing support to [email protected].

About the Team

MarComm Resources

Process. Expectation. Timeline.

Our goal is to collaborate with our academic and administrative partners in creating compelling print and digital communication and marketing tools. We can also assist in the development and coordination of more complex marketing strategy plans to include social media engagement, videography, photography, conference and event marketing and communication.

Process

• Every new marketing project/campaign needs a request, so please submit a request to [email protected] even if you’re already working with a member of the GW Engineering marcomm team on a different project. (Do not submit separate project requests for different collateral components that are all part of the same campaign.) Please allow two business days for a response.
• A member of the GW Engineering marcomm team will reach out to gather information about your project goals and needs. After the initial meeting, we will determine which member (or members) of our team will work on the project.
• Next you’ll need to send an edited, proofread, and FINALIZED CONTENT via Google document with your text for the project. Please also share any photos you want to use. If you need us to use photos from our Photo Library, please provide general guidance on what you’re looking for.
• If there are print components to your project, we will work with you to determine the best printer to print the project with. Our office does not have any in-house printing capabilities. Please NOTE: print deliverables will change the delivery date to account for print production.

Expectation

• First Proof: Depending on the scope of your project, you may receive the first proof directly from the digital specialist, the web lead, or one of the communication associates from this point forward.
• Proofing Process: Please review the proof carefully. You are responsible for reviewing all text, graphics, and photo content for correctness and consistency. The marcomm team member will make any requested content or design modifications and send you an updated proof to review again. Most projects require less than three rounds of proofs before being approved.
• How To Provide Edits for Collateral: We greatly appreciate you making edits on the PDF proof itself. You can do this by downloading and opening the PDF file with Adobe Acrobat, opening the “Comment” tab and making comments or mark-ups on the PDF. Then save and send that file back to us. Please do not use the “Edit” tab in Adobe Acrobat. This helps streamline our design process and gets our designers working on your piece faster. Please also make sure you’re providing the mark-ups in Adobe Acrobat and not in the Dropbox comments field.
• The project will be considered approved once you have carefully reviewed the final proof and verified that all text and graphic elements are correct. Let the marcomm team member know that the proof is approved.
• If the final project is digital-only, we will provide you with a final file in the format requested and the project will be considered complete.
• Our team will support clients in working directly with print vendors. Upon final approval of a project that needs printing, the designer will create a print-ready file package. That package will then be sent directly to the printer or to the client (it depends on who is managing the printing process). The vendor will then send a proof back for approval before production begins. The proof may be digital or hard-copy. The proof approval process should be discussed with your marketing specialist.
• Once the print vendor’s proof is approved, the job is placed in production with the vendor and delivered according to instructions provided.

Timeline

• First Proof: We typically need 7-10 days to turn around a first proof, and a team member will share it with you directly when it’s complete. For video projects, please allow a 10-15 business day turnaround time for a first draft.
• Proofing Process: Please allow 1-2 working days for the designer to make small edits or 2-4 working days for more extensive edits.
• If you’re working on a larger scale project or have a number for extensive edits, please consult with the marcomm project POC or a member of our team on reasonable time expectations for the next proof. If you have a firm deadline, please let us know and we’ll do our best to accommodate it.
• The project will be considered approved once you have carefully reviewed the final proof and verified that all text and graphic elements are correct. Let the marcomm team member know that the proof is approved.
• If the final project is digital-only, we will provide you with a final file in the format requested and the project will be considered complete.
• Our team will support clients in working directly with print vendors. Upon final approval of a project that needs printing, the designer will create a print-ready file package. That package will then be sent directly to the printer or to the client (it depends on who is managing the printing process). The vendor will then send a proof back for approval before production begins. The proof may be digital or hard-copy. The proof approval process should be discussed with your marketing specialist.
• Once the print vendor’s proof is approved, the job is placed in production with the vendor and delivered according to instructions provided.