Marketing and Communications

Forms and Guidelines

printable version

Be sure to allow enough time for you project. Most publications require six to eight weeks from the time we received your copy to delivery of the publication from the printer. Major projects will take longer.

First, take time to think about your publication. You'll want to answer the following questions before starting on your copy.

  • What is the purpose of the publication?
    Before you begin writing, clearly define your message.
  • Who is your audience?
    The message should be tailored specifically for your readers.
  • Do you have the photographs you need or do you want our help in acquiring them?
    Good photos are a valuable element in telling your story.
  • What is your budget?
    Knowing this will help us develop a publication that is affordable and does what you want.
  • What is your deadline?
    Start preparations far enough in advance that you can allow us and the printer sufficient time with your publication.

Before you start writing, develop a theme that best conveys your message. Be sure you are writing for your intended audience.

If you've seen other publications you like, get samples of them and be prepared to tell us what you particularly like about them.

When we receive your work request, we'll contact you to set up an initial meeting. Bring a paper copy and a word processing version of your copy to the initial meeting. Also, bring along any photos you have and other publications you like.

From this point on, we will work with you to develop the publication you want. You will have several opportunities along the way to review mockups and proofs and make alterations.

We can get a printing estimate for you before sending to a printer. That way you will have a good idea of what the project will cost. Modifications can be made, if necessary, to stay within your budget.

When you and we are satisfied, the job will be sent to a printer. The work will be done by the printer who submits the low bid for the project.

The printer will usually submit a final proof so we can ensure all specifications are being met. Once you approve that proof, the job will be printed and your publication will be delivered to you or mailed as agreed upon.

The Marketing & Communications Office manages digital messaging for interior and exterior campus digital signs and is responsible for oversight and content management of information on each of the marquees. Marketing & Communications reviews and approves or denies all digital sign placement and message requests. All Marketing & Communications decisions are final.

A request to post information may be made in connection with an event that is open to the public and the PVCC community, and MUST be an event that is sponsored by the college. A department or registered student organization may request the posting of general PVCC community information on a marquee or television; however, such information will be posted only on a first-come-first-served basis and space availability.
College vice presidents, deans, or their designated representative are authorized to submit requests for digital messages.

The marquees are for college-sponsored and college-related events.  Examples include student activities, job and information fairs, college events, and visitor/special guest welcomes. Sorry, we can't put your birthday up there.      

If you would like a readerboard announcement, please complete the online form.  Please provide as much notice as possible so your message can be scheduled in a timely manner.

There are only two marquee screens, and judgments will be made regarding priority of placement and rotation. Last-minute situations arise when an important meeting or event has been scheduled with very little notice, which may necessitate schedule adjustments. 

No bells or whistles. Sorry, our official variance prohibits the use of electronic special effects like fireworks, wine corks popping, bulbs blooming and the like.

To be considered for posting on the digital signs, submissions must meet the following criteria:

  • Be in compliance with the college’s strategic messaging and goals
  • Be of broad interest to the campus and external community
  • Be campus-sponsored rather than campus-hosted
  • Do not endorse a political issue or candidate
  • No commercial or other for-profit messages

Priority will be given to:

  • Campus emergency messages
  • Announcements of campus-wide interest and concern
  • Events that have academic and/or enrollment applications, such as college-based lectures, performances and exhibits as opposed to purely entertainment-based events

Acceptable events

  • General public events
  • Athletic events
  • Lectures
  • Concerts
  • Art exhibits
  • Plays or theater performances
  • Admission events
  • Enrollment messages

Unacceptable events

  • Any event NOT open to the general public
  • Events open only to members of an organization, or events that do not appeal to a wide college community audience
  • Messages from non-affiliated PVCC organizations, unless sponsored by a PVCC organization, will not be considered
  • Any event that promotes illegal activities or violates any PVCC, state or federal laws and policies
  • Promotion of alcohol, tobacco, candidates in any campus election, political, factional, sectarian, racist, sexist, bigoted, false, misleading or deceptive viewpoints is prohibited

Submitted events or information are prioritized and posted to the televisions and marquees by the Marketing & Communications.

A request to post information on a marquee must be submitted at least TWO WEEKS prior to the event.

If you want your information to appear as a slide on the campus television screens, the information must be received by Marketing & Communications by the 15TH OF THE MONTH for events occurring the following month.

A stock template will be used for the content of the message. Marketing & Communications has the authority to edit content based on size restrictions.

In general, events posted MUST be open to the public and not targeted to a specific group. Smaller events, however, may be posted if space/time allow.

Marketing & Communications has the sole and complete discretion to approve or deny any request to post information on a marquee. For a request that is approved Marketing & Communications has the sole and complete discretion to determine the content and scheduling of the information posted.

Marketing & Communications has the authority to determine the maximum number of messages that may be posted on a marquee at any given time.

Prospective users are encouraged to implement a variety of communications media for announcements rather than relying solely on the message boards. Users also are cautioned that the college offers no guarantee with respect to the appearance of any messages on the boards. Appearance of messages is subject to constraints of priorities and electronic or mechanical limitations. The number of messages which can appear in any given time period is limited, and precedence will be given to the earliest messages submitted, and priority rank. Messages may be edited for clarity and conformity to requirements.

For more information, contact Marketing & Communications  at 602-787-7080, or email

Meet with you as soon as possible after receiving your work request to discuss the concept, goals, and audience for your publication and to set up a production schedule. We will begin on your job pending other projects in process and prioritization.

Edit and design the publication to best meet your needs, schedule, and budget. We will make recommendations about wording, graphics, type fonts, paper, and ink colors.

Assist you in acquiring photos or graphics for the publication, when necessary. Photos or graphics beyond the in-house stock/resources will be charged to your budget.

Keep you informed of the progress on your job and request your approval at appropriate points.

Work with the printer to ensure that job specifications are followed and that the schedule is maintained.

Allow enough time. Most publications need six to eight weeks from the time we receive the copy to delivery of printed copies. Small jobs may take less time, and major projects will take longer.

Provide a hard copy and disk copy of your completed copy. Bring them to the initial interview, if possible. We will start work on your job upon receipt of your copy. We will begin on your job pending other projects in process and prioritization.

Return the job on schedule when it is in your hands for review or proofreading.

Carefully check the final copy and design before the job goes to printing. Changes after that can be expensive and probably will delay the project.

Make appointments before coming to the marketing office. This ensures that we have adequate time for everyone and saves you time, too.

Publication Design Guidelines
Talent Release FormMSWord format
Group Talent Release Form