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Jewett's Marketing Policies and Procedures including forms & regulations.
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Marketing Request Form & Procedures The Marketing Department at Jewett Orthopaedic Clinic is dedicated to developing and promoting the work and accomplishments of our amazing clinic and staff. We are designed & dedicated to meet and exceed the internal and external needs of our practice. To promote our Jewett brand, we specifically work with doctors, faculty and staff members to promote clinics, efforts, employees, activities and/or accomplishments. In an effort to effectively and efficiently support our staff, we have created the marketing policies, procedures, marketing request form and online portal. All doctors and staff are required use this form/ online form to request Marketing's assistance and support for an event, project, marketing material and/or program. Submission instructions are on the reverse of the form & on the marketing website. If you have any questions, please contact Allan Sansom, Director of Marketing, at [email protected] or 850-293-0069. The Process: Per your request, you will be involved throughout the entire process – from initial launch meeting to the final deadline. Most projects will follow these basic steps. We encourage you to request an in-person meeting to discuss and evaluate your needs.
1. Client submits Marketing Request by email or online 2. Marketing acknowledges receipt within 24 hours. 3. Discovery meeting or phone call with Marketing 4. Marketing creative development. 5. Marketing submits 1st round to you 6. 1st round review & feedback within 48 hours. 7. Marketing creative development (if necessary). 8. 2nd round review & feedback or approval. 9. Final round for approval. 10. Production/Product delivery.
Timeline: The following timeline of submission date to project delivery date is provided to help you determine an appropriate submission date for your marketing project. Shorter timelines must be approved by Allan Sansom, Director of Marketing at [email protected] Ads/Media At least 30 business days Artwork/Graphics At least 10 business days Copies At least 7 business days Displays At least 25 business days Photography At least 15 business days Video At least 30 business days
Brochure - Folded: 4-6 weeks Brochure - Multipage: 7-10 weeks Envelope: 3 weeks Flyer: 4 weeks Invitation: 4-6 weeks Newsletter: 4-7 weeks One-sheet: 4 weeks Pocket Folder: 4 weeks Postcard: 4 weeks Poster: 4 weeks
Web
Calendar entry: 5 business days Pre-event posting: 2-3 weeks Post-event article: submitted 1 day after event Page: 10-15 business days Web Banner: 7-10 business days
Advertising
Request
Marketing and Communications (407)643-‐1237◆ (407) 643-‐1300 FAX Name: _______________________________________________ Today’s Date: ___________________ Division/Department: ________________________________ Location: _________________________ Contact Person: _______________________Phone: _________________ E-‐mail: __________________ Project Title and/or Scope: ❏ Print Advertisement ❏ Poster ❏ Flyer ❏ Radio Advertisements ❏ Banner ❏ Other __________________________________________ Budget amount approved for this project _______________________ Guidelines:
● Complete this form and return or fax it to Marketing. ● Marketing Department will send you an acknowledgement receipt within 24 hours. ● Materials or information to compile the advertisement must be attached to this form (hard copy) and emailed to [email protected] ● The Marketing Department may at any time create standardized templates, approved by the CEO, for the production of advertisements, brochures, flyers, posters, and other materials. These standards may not be deviated from unless approved by the Director of Marketing and Administration. ● Requesting parties are responsible for generating and securing purchase orders for their advertisements. ● Employees are encouraged to plan in advance for advertisements. ● Marketing requires will schedule and prepare advertisements once all required information to complete the advertisement has been provided. ● Marketing and Communications staff will contact you for more information, or to let you know if your request has been approved. To be completed by Marketing:
Date received in Marketing ___________________________________
❏ Request Approved by Marketing ____________________________
❏ Request Not Approved by Marketing _________________________
Explanation:____________________________________________________________________
____________________________________________________________________________________
Date Returned ________________________
News Release Request
Marketing Department (407)643-‐1237◆ (407) 643-‐1300 FAX Name: ___________________________________________ Today’s Date: ___________________ Division/Department: _____________________________ Location: ________________________ Contact Person: ______________________Phone: _________________ E-‐mail: ________________ Explain Project Title and/or Scope: ____________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
Guidelines:
● Complete this form and return or fax it to Marketing Department. ● Contact the Marketing Office to confirm receipt of the information. ● Materials or information to compile the news release must be attached to this form (hard copy) and emailed to [email protected] ● Important information to provide includes the basic journalism principal of who, what, where, when, and why. ● Marketing encourages employees to plan one month in advance for news releases. ● Marketing will prepare news releases once all required information to complete the news release has been provided. ● Marketing staff will contact you for more information, or to let you know if your request has been approved or declined. To be completed by marketing staff: Date received in Marketing ______________________________________ ❏ Request Approved by Marketing _______________________________ ❏ Request Not Approved by Marketing ____________________________ Explanation:_____________________________________________________________________ ______________________________________________________________________________ Date Returned _______________________
Photography /Video Services Request
Marketing Department ((407)643-‐1237 ◆ (407) 643-‐1300 FAX Name: ___________________________________________ Today’s Date: ___________________ Division/Department: _____________________________ Location: ________________________ Contact Person: ______________________Phone: _________________ E-‐mail: ________________ Describe the event and location you are requesting photography services for: ________________
_________________________________________________________________________________
Date, time, and exact location of the
event:____________________________________________________________________________
Number of persons to be photographed: _______________________________________________
How will these photographs be used: __________________________________________________
Marketing and Communications requires a minimum of 10 work days to plan for photography
services.
Guidelines:
● Complete this form and return or fax it to Marketing. ● Contact the Marketing Office to confirm receipt of the information. ● Marketing encourages employees to plan in advance for their events. ● Marketing and requires a minimum of 10 working days to prepare package specialty items. ● Marketing staff will contact you for more information, or to let you know if your request has been approved. To be completed by Marketing Staff: Date received in marketing ______________________________________ ❏ Request Approved by Marketing _______________________________ ❏ Request Not Approved by Marketing ____________________________ Explanation:_____________________________________________________________________ ______________________________________________________________________________ Date Returned _______________________
Logo Request
Marketing Department ((407)643-‐1237◆ (407) 643-‐1300 FAX Name: ___________________________________________ Today’s Date: ___________________ Division/Department: _____________________________ Location: ________________________ Contact Person: ______________________Phone: _________________ E-‐mail: ________________ Purpose/Use of Logo: _______________________________________
Format and size of Logo requested: ____________________________
Guidelines:
● Logos may be downloaded from the marketing website site. If for some reason the logos found on the site are not applicable for your project, please complete this form. ● Complete this form and return or fax it to Marketing. ● Contact the Marketing Office to confirm receipt of the information. ● Marketing and Communications requires a minimum of 5 working days to prepare logos once all required information to complete the logo has been provided. ● Marketing and Communications staff will contact you for more information, or to let you know if your request has been approved. To be completed by Marketing Department: Date received in Marketing ______________________________________ ❏ Request Approved by Marketing _______________________________ ❏ Request Not Approved by Marketing ____________________________ Explanation:_____________________________________________________________________ ______________________________________________________________________________ Date Returned _______________________
Collateral
Material
Marketing Department ((407)643-‐1237 ◆ (407) 643-‐1300 FAX Name: ___________________________________________ Today’s Date: ___________________ Division/Department: _____________________________ Location: ________________________ Contact Person: ______________________Phone: _________________ E-‐mail: ________________ Project Request: ❏ Brochure ❏ Program (event) ❏ Invitation ❏ Other
❏ Edits to Existing Materials Project Scope: (Briefly describe your concept or what you want to happen) _________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
Requested deadline for completion: ________________________
Budget amount approved for this project: ___________________ Guidelines:
● Complete this form and return or fax it to Marketing Department. ● Marketing Office will confirm receipt of the information. Within 24 hours-‐ ● Materials or information to compile the collateral piece must be attached to this form (hard copy) and emailed to [email protected] ● Standardized templates for division brochures and program brochures have been approved by the CEO. Departments may not use other formats for division or department brochures. Please refer to the template examples for the types of information required. ● Marketing will assist in securing printing prices for collateral materials. ● Customized collateral pieces may be requested on an as needed basis for advertisements that are not credit or non-‐credit program advertisements. ● Requesting parties are responsible for generating proposed quality for their advertisements. ● Marketing will provide a production schedule based on the scope of the project. ● Marketing staff will contact you for more information, or to let you know if your request has been approved and provide a production schedule.
● Employees are encouraged to plan in advance for publications. Marketing and will prepare collateral materials once all required information is received. To be completed by Marketing staff: Date received in Marketing ______________________________________ ❏ Request Approved by Marketing _______________________________ ❏ Request Not Approved by Marketing ____________________________ Explanation:_____________________________________________________________________ ______________________________________________________________________________ Date Returned _______________________