What We Can Do For You
Printed Materials
We provide resources and guidance for public relations and marketing strategies that represent the best interests of the Warrington College of Business Administration and the University of Florida, including the creation of promotional materials such as brochures, fliers, postcards, etc. The College is large and diverse, and the individual strategies, objectives and tactics of individual programs, units, research centers and the university are always considered when prioritizing the overall print material needs of the College. Working with an in-house unit ensures consistency and coordination with campus branding efforts; however, when this is not possible, it is still mandatory that all communications for external audiences must be sent to the Office of Publications for final review and editorial approval. Please allow two weeks in your timeline for a review period, whether for print or Web communications (ie., press releases, eZines, online newsletters).
Consultation
Are you putting together a publication on your own? We can offer advice on options for printing methods, color/paper selection, image use, and technical support for layout and design (for example, most offset printers do not accept Microsoft Word or PowerPoint files). In addition, university publications must include certain identifying graphic elements, such as the Warrington College of Business Administration logo or UF seal.
Image Requests
Journals and newspapers that are in need of official school logos, University of Florida word marks, or photographs of our faculty and campus may request media from our office.
Process
Getting Started
In deciding whether you need a publication for your department, project or program, the editorial and design staff will help you consider how it will fit into the larger communication effort and what specific goals you are trying to accomplish. You should determine the purpose and audience for your publication, clarify what you want to convey, and your desired outcome - the response you wish to get from your readers. We can then assist you in deciding content, style, format and physical specifications, photos and illustrations, quality and quantity. Please come prepared to discuss your timetable, budget, photography needs and other requirements; samples of publications that appeal to you are helpful.
Deadlines
While individual circumstances vary (due to project scope, time of year, etc.), in general, users should expect a 6-week time frame for pieces to be completed, including time for printing. Smaller publications such as fliers, posters and programs may take less time; more complicated publications require working months in advance. We appreciate your planning ahead and making an appointment as soon as you know you need a publication, and will make every effort to meet your deadlines.
Preparing Text
At the planning meeting, we will determine whether the text will be written by you or the Publications staff writer. If you are preparing your text, please submit it via e-mail or on disc, along with hard copy. For reprints of recent publications that require only minor changes, simply mark the corrections clearly on a current publication.
Editing
The writer/editor will read your copy for accuracy, consistency, clarity and effectiveness and will edit and rewrite as necessary to conform to university style. This is the time to make changes and perfect the text. Revisions at a later stage are more time-consuming and costly. The Office of Publications follows the rules in the Associated Press Stylebook. Other references include The Chicago Manual of Style and The Elements of Style by William Strunk Jr. and E.B. White. For details on style rules specific to the University of Florida, (such as the use of "university" instead of "UF" on second reference), UF Writing and Graphic Standards, Writing Stylebook, Official Web Graphics, and more are available at the UF Identity web site.
Design & Proofing
The staff designer will prepare a layout, determining the visual appearance of the finished piece, using graphic elements that support the editorial message and tone. In consultation with you, the designer makes decisions about format, size, type of paper, and color of paper and ink. (Since many of these factors are determined by time and cost, these decisions likely will have been made in the planning meeting.) The designer will make a proof of what the finished publication will look like and, after internal proofreading, we'll contact you to review the proof. You may make changes and adjustments until you approve the publication. When determining your deadline, keep in mind that several rounds of proofing may be necessary before you and the Publications staff are satisfied.
Printing & Delivery
The Office of Publications mainly uses printers in Gainesville. State regulations require that we solicit at least three bids and accept the lowest bid when using state funds. Those who use their Foundation funds or DOCE accounts are exempt from this requirement. After you have signed off on the final proof, the designer will prepare the publication for printing and send it out to the printer. The printer will deliver your publication directly to the location you request. If you have problems with the finished piece, contact the Office of Publications.
