Print Production Policies

IN-HOUSE PRINTING POLICIES
Our team can print materials in house if:

  • The quantity for name tags and place cards is less than 200.
  • The quantity of miscellaneous items (2-up table numbers, printed programs, parking passes, maps, signs) is less than or equal to 25.
NOTE: We outsource all printed materials larger
than 8.5" x 11".

MOBILE PRINTING POLICIES
We have a mobile printing system to print name tags and place cards for walk-up guests at events. We provide full event communications staff support with mobile printing only for regent events, with few exceptions. Alternatively, we allow campus partners to check out the mobile system.


Communications Production Guidelines

PRINTED SAVE THE DATE
Save the date communications should be sent no fewer than three months prior to the date of the event. The following outlines the ideal production timeline for a printed save the date:

  • Guest list due to the event communications team no later than 14 weeks prior to the date of your event.
    NOTE: As you compile the guest list for your event, you must request your list from Banner through University Development using their secure online form. Your guest list will need to be refreshed through University Development prior to mailing invitations.
  • Files sent to the printer no later than 13 weeks prior to the date of the event.
  • Save the date mails no later than 12 weeks prior to the date of the event.

PRINTED INVITATION
Printed invitations should be sent no fewer than six weeks prior to the date of the event. The following outlines the ideal production timeline for a printed invitation:

  • Guest list due to the events communications team no later than 10 weeks prior to the date of your event.
    NOTE: As you compile the guest list for your event, you must request your list from Banner through University Development using their secure online form.
  • Files sent to the printer no later than eight weeks prior to the date of the event.
  • Invitation mails no later than six weeks prior to the date of the event.
  • RSVP deadline seven days prior to the date of the event.

NAME TAGS/PLACE CARDS

  • Final list of edited names due to event communications no later than 12 p.m. three business days prior to event
  • Badge holders due to events team three business days prior to event
  • Names overprinted three business days prior to event
  • Alternatively, the event communications team will design and order name tag templates (shell only) for self fulfillment (print, alpha, insert, etc...)
    Instructions on merging and printing nametags can be found here.

PRINTED PROGRAM, POWERPOINT PRESENTATIONS & ONSITE MATERIALS

  • Final agenda/content due to the event communications team no later than 10 business days prior to the event date.

EMAIL

  • Distribution list is due to event communications no later than five business days prior to drop.