Policy and Process
PLEASE PLACE COMMUNICATION REQUESTS 10 WEEKS PRIOR TO YOUR EVENT. A FORM SUBMISSION IS NEEDED FOR ALL REQUESTS.
All requests for marketing, video and events work must be submitted using the appropriate form. Please allow 1-2 days for a reply to your request. As a general guideline, you should place a marketing request, 10 weeks prior to your event date. We should be promoting major events 5 weeks before they start, allowing 4 weeks for design and printing.
For Example: If your event is March 20th, we should be putting all of the material out to the community by February 14th (no later than February 20th). Graphics should be started by January 20th. Form requests in by January 18th.
MARKETING PROCESS
- 10 Weeks Prior to Event. Each Associate Director/Managers will fill out the form for events/strategies 10 weeks before an event.
- 9 Weeks Prior to Event. Marketing and the Department will meet to coordinate details and understand scope of events/strategies.
- 8 Weeks Prior to Event.When requests are received, we will place them in our queue.
- 6-8 Weeks Prior to Event. When requests are designed, we will send a copy to the Associate Director & Manager(s). We will give 3 rounds of revisions.
- 5 Weeks Prior to Event. The events/strategies will be marketed to the appropriate community segments.
- Week Following Event. Photos will be sent out in recap form for interested parties along with a write up for the CIP blog.
Scopes A, B, C: Larger Community, All-Accord™, Tradeshow/Conferences
Scopes D: Specific Programs or Groups
MARKETING REQUEST FAQS
Do I always need to put in a job request for every job, even if its Scope D? Yes. Because all jobs, even Scope D will have components of brand consistency.
How early do I need to make a request? 10 weeks. As a general guideline, you should place a marketing request 10 weeks prior to your event/strategy date. We should be promoting major events 5 weeks before they start, allowing 4 weeks for design and printing.
How far prior to the event will things be promoted? We will promote to 5 weeks before your event date.
How many FB posts, emails, etc. will be done for one event? Based on the amount that is going on at Accord™ at that time, we shoot for 2 Facebook Posts, 1 monthly Accord™ email, 1 monthly specific group emails.
What to do in an emergency (forgot or we had a last minute opportunity)? Put in your request, we will adjust what materials we can put out in a timely manner.
How many rounds of revisions do we go through? We like to stick to 3 rounds of revisions per piece.
Can I use my own fonts, colors, design layouts? No. We really want to keep everyone on a brand standard. We like to keep all the fonts the same and all the colors consistent.
COMMUNICATION SCOPES
SCOPE A
MAJOR EVENTS: ALL ACCORD™
- Services Promotion Email Scheduled
- All List Email Scheduled
- Small Posters
- Large Posters
- Invite/Post Cards
- Flyers
- Web Updates
- Accord™ Families & Friends
- Email Scheduled
- Social Media Scheduled
- Brochures
- Special Event Materials
- Facebook Paid Posts
SCOPE C
program events
50% of major segments
- Services Promotion Email Scheduled
- Small Posters
- Large Posters
- Invite/Post Cards
- Flyers
- Web Updates
- Accord™ Families & Friends Email Scheduled
- Social Media Scheduled
- Brochures
- Special Event Materials
- Facebook Paid Posts
SCOPE B
PROGRAM COMMUNITY ENGAGEMENT,
STRATEGIC INITIATIVE OF LEADERSHIP,
80% OF ACCORD™ FAMILIES IMPACTED
- Services Promotion Email Scheduled
- Small Posters
- Large Posters
- Invite/Post Cards
- Flyers
- Web Updates
- Accord™ Families & Friends Email Scheduled
- Social Media Scheduled
- Brochures
- Special Event Materials
- Facebook Paid Posts
SCOPE D
VERY SPECIFIC
GROUPS OF PEOPLE
WITHIN THE ACCORD™ COMMUNITY
- Small Posters
- Large Posters
- Invite/Post Cards
- Flyers
- Web Updates
- Specific Group Email
- Social Media Scheduled
- Facebook Paid Posts