Your Guide to Working with the Office of Alumni Relations and Marketing

• Events, press and media releases: Information should be submitted three and a half weeks prior to desired release date. Press releases involving a donation or gift require additional time for full review by University advancement, the college of business and marketing and strategic communications offices.
• Good news/breaking news (student competition awards, program rankings, etc.): Please submit immediately and include a photo, so that we can expedite the release.
• WMU Today: Information should be submitted three weeks prior to the event. Inclusion is based on timeline and editorial staff considerations in marketing and strategic communications.

• New content for an existing site: New content should be submitted two weeks in advance.
• A minor change to an existing site (sentence change or word change): Please give us 48 hours to make these edits.
• Urgent correction (including a cancelled event or erroneous curricular information): 24 hours. Contact Amy Coughenour via email or at (269) 387-5964.
• New website:
  • Content provided: One month.
  • No content provided–content to be developed: Two months.

• New site or form: Three weeks before launch.
• Minor changes to existing site or form: One week before launch.

Integrated marketing plan

A comprehensive plan for an event or marketing initiative, including several of the following items as applicable:

• Invitation
• Poster
• Brochure or program
• Website
• Media release
• E-blast series
• Radio interview
• Social media
• Advertising
• Web announcements

Two to four months lead time in advance of the event is required, for time to review the plan and then execute it. A point person will be assigned to work with you from the office who will create the integrated campaign with you. Pieces such as design and printing may be outsourced and charges will apply back to the department.

A more limited plan for an event can be created with less lead time. If you are hosting a speaker and wish to have some support (i.e., a press release, social media announcements), we can tailor a plan for you: Typical timeline is one to two months in advance of the event, depending on scope.

We have provided a number of branded templates, needing only your pertinent information before printing. If you require a customized piece, see below. In many cases outside design services and printing services are needed and department charges will apply.

• Program design for a conference, seminar or similar project: Three months. Program production will be coordinated through the office but outside design and printing services will be used and charges will apply back to the department. Consult the point person on your project for cost estimates.
• Postcard, invitation: Six to eight weeks (includes design, proofing, printing and mailing).
• Brochure, text and images need to be developed: Produced through duplicating, four weeks. Produced through print house, six weeks.
• Poster or flier: Three to four weeks prior to date needed, depending on amount being produced and whether artwork concept is already available.
• Advertisement: If you are placing an ad as a sponsor for an event, please allow three to four weeks of lead time prior to submission date. We have resources both here in the college and through marketing and strategic communications to assist in advertising. With ample lead time, a targeted ad can be placed and rates negotiated. College ads need to be reviewed via marketing and strategic communications for approval. Lead time is needed for negotiated rates and original design.

• Video projects: Features can be coordinated via WMUx or other vendors but require lead time for scripting and scheduling. Please consult us with as much advance notice as possible.
• Photography: Schedule two weeks prior to event, coverage provided based on availability and applicability for University marketing. The office also keeps a list of professional photographers that you may contact.
• Requesting photo files from Haworth College of Business or University photographer: One to two weeks depending on the number of photos and scope of project.

• Art available: Three weeks.
• Art needs to be developed: Four to five weeks.
• E-blast series: Initial artwork requires four weeks; firm blast release dates can only be scheduled when artwork or design is available. (University policies for alumni communications have changed; please consult the office about any alumni communication needs.)
• Many times, items of interest for outside audiences can be incorporated into our e-newsletter.
• Series of social media posts: Two to three weeks.