Lead time needed for communications projects

In order to do our best work, we need adequate time to place your project into our workflow and create attractive and functional materials that meet your goals, uphold SMIF’s professional standards for public consumption and address the logistical requirements of our vendors. It is critical that we learn about upcoming events and projects as soon as you know they are going to happen so that we can fit them into our workflow. Likewise, with Communications-led projects, we will notify you of upcoming items (like e-newsletters) ahead of time.

For all projects, please notify Communications as soon as you know they will be happening. Use these guidelines below to determine the minimum time our team will need your completed materials to help us promote your project. This guide includes the most common types of projects we support. This also provides a detailed overview of the lifespan of major project types to understand why these timelines are necessary for a successful project, and information on what items are needed from the teams during various stages of the project.

Event marketing

• Small events (trainings): Provide completed event form at least 8 weeks prior to event date. Download the guide.
• Large events (annual events): Reach out 6 months prior to event

Grant and Program RFPs

• New grant or program: Provide finalized documents at least 6 weeks prior to RFP date
• Existing grant or program: Provide finalized documents at least 4 weeks prior to RFP date
• Download the guide

Grant and Program awards

• Provide list of grant or program recipients as soon as you have a completed list. We need at least 3 weeks lead time from receiving this list to sending out press release.
• Download the guide

E-newsletters (Communications-led)

• We will contact you 4 weeks before target send date
• Download the guide

Other requests

• For requests that fall outside of an already agreed-upon communications plan, we may follow up with a creative brief to gather more details about your goals (see the communications tools and their uses page for more information). 
• Some requests we may put into a “parking lot” to come back to at a later time when we have more time to review them.

Review process

• In order to keep projects moving, this is the review process that we adhere to:
  • Communications creates first draft with information provided, within our standard design templates. We also adhere to A.P. style for content.
  • Project lead and/or team reviews within deadline provided.
  • Communications makes any content edits
  • Sometimes a second review with the team is needed, but usually not.
  • Many items at this point are sent out for all staff review
  • Some additional minor edits may be made (spelling, link check)
  • It goes out the door!