Tips and timelines
Events, press and media releases: Information should be submitted four weeks prior to desired release date. Photography may be necessary. Press releases involving a donation or gift require additional time for full review by University advancement and CEAS.
Good news/breaking news (student competition awards, program rankings, grants/awards, etc.): Please submit immediately and include a photo, so that we can expedite the release.
Upcoming competitions: Please let us know about upcoming competitions two weeks or more before the event so we can share students’ participation on social media and be prepared for a news release if they place.
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.
Alumni e-newsletter. We consider all stories for the newsletter. If you have a news tip or story idea, please let us know! Feature stories of students or faculty activities generally require 3-4 weeks.
- 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.
- New website:
- Content provided: One month.
- No content provided–content to be developed by marketing: Two to three months depending on scope.
- Registration sites and forms:
- New site or form: Four weeks before launch.
- Minor changes to existing site or form: Two weeks before launch.
Liz VandenHeede, marketing specialist senior, is available to develop an integrated marketing plan for your program, project or event. Please contact her when you begin discussing and planning the event or project to allow ample time for developing and executing the plan. Once complete, you will be assigned a staff member who will facilitate creating and executing the plan with you.
These comprehensive plans for an event or marketing initiative typically include 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. Pieces such as design and printing may be outsourced may incur charges.
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 in advance of the event varies, depending on scope.
Branded Templates: These templates need only your pertinent information added before printing. WMU's Marketing and Strategic Communications develops and provides the branded templates suitable for many projects, including bulletin boards, student hand-outs, posters, mailings, etc. Check the Visual Identity website each time you need a template, as they change periodically to meet brand guidelines. Download a template.
If you require a customized piece, contact Liz VandenHeede who will assign a point person for your project. In some 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. We will coordinate program design and production for you. Sometimes, outside design and printing services will be used and that may incur costs. Consult the point person on your project for cost estimates.
- Postcard, invitation: Six to eight weeks (includes design, proofing, printing and mailing).
- Poster or flier: Three to four weeks prior to date needed, depending on amount being produced and whether artwork concept is already available. Often, a flier or poster can be produced using the templates.
- Advertisement: If you are placing an ad as a sponsor for an event, please allow 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: We can coordinate video features via WMUx or other vendors but require lead time for scripting and scheduling. Please consult us with as much advance notice as possible.
Photography: Coverage provided based on availability of WMU photographers and applicability for University marketing. Arrangements generally take three to four weeks. If the University photographers are not available, we can provide a list of professional photographers that you may contact.
- Alumni communications: Please consult Liz VandenHeede about any alumni communication needs.
- Series of social media posts: Three to four weeks.
WMU has strict guidelines for printing WMU-branded items such as t-shirts, gifts or displays. Please review the trademark and licensing guidelines and contact Liz VandenHeede who can provide guidance and facilitate the process, if needed.