Marketing Request Form & Procedures The Marketing Department at Jewett Orthopaedic Clinic is dedicated to developing and promoting the work and accomplishments of our amazing clinic and staff. We are designed & dedicated to meet and exceed the internal and external needs of our practice. To promote our Jewett brand, we specifically work with doctors, faculty and staff members to promote clinics, efforts, employees, activities and/or accomplishments. In an effort to effectively and efficiently support our staff, we have created the marketing policies, procedures, marketing request form and online portal. All doctors and staff are required use this form/ online form to request Marketing's assistance and support for an event, project, marketing material and/or program. Submission instructions are on the reverse of the form & on the marketing website. If you have any questions, please contact Allan Sansom, Director of Marketing, at ASansom@jewettortho.com or 850-293-0069. The Process: Per your request, you will be involved throughout the entire process – from initial launch meeting to the final deadline. Most projects will follow these basic steps. We encourage you to request an in-person meeting to discuss and evaluate your needs.

1. Client submits Marketing Request by email or online 2. Marketing acknowledges receipt within 24 hours. 3. Discovery meeting or phone call with Marketing 4. Marketing creative development. 5. Marketing submits 1st round to you 6. 1st round review & feedback within 48 hours. 7. Marketing creative development (if necessary). 8. 2nd round review & feedback or approval. 9. Final round for approval. 10. Production/Product delivery.

Timeline: The following timeline of submission date to project delivery date is provided to help you determine an appropriate submission date for your marketing project. Shorter timelines must be approved by Allan Sansom, Director of Marketing at ASansom@Jewettortho.com Ads/Media At least 30 business days Artwork/Graphics At least 10 business days Copies At least 7 business days Displays At least 25 business days Photography At least 15 business days Video At least 30 business days

Print

Brochure - Folded: 4-6 weeks Brochure - Multipage: 7-10 weeks Envelope: 3 weeks Flyer: 4 weeks Invitation: 4-6 weeks Newsletter: 4-7 weeks One-sheet: 4 weeks Pocket Folder: 4 weeks Postcard: 4 weeks Poster: 4 weeks

Web

Calendar entry: 5 business days Pre-event posting: 2-3 weeks Post-event article: submitted 1 day after event Page: 10-15 business days Web Banner: 7-10 business days

 

Advertising

Request  

Marketing  and  Communications  (407)643-­‐1237◆ (407)  643-­‐1300  FAX  Name:  _______________________________________________      Today’s  Date:  ___________________    Division/Department:  ________________________________    Location:  _________________________    Contact  Person:  _______________________Phone:  _________________  E-­‐mail:  __________________    Project  Title  and/or  Scope:   ❏ Print  Advertisement     ❏  Poster   ❏  Flyer               ❏  Radio  Advertisements   ❏ Banner           ❏  Other  __________________________________________            Budget  amount  approved  for  this  project  _______________________      Guidelines:  

●  Complete  this  form  and  return  or  fax  it  to  Marketing.    ●  Marketing  Department  will  send you an acknowledgement receipt within 24 hours.  ●  Materials  or  information  to  compile  the  advertisement  must  be  attached  to  this  form  (hard  copy)    and  emailed  to  marketing@jewettortho.com        ●  The  Marketing  Department  may  at  any  time  create  standardized  templates,  approved  by  the  CEO,  for  the  production  of  advertisements,  brochures,  flyers,  posters,  and  other  materials.  These  standards  may  not  be  deviated  from  unless  approved  by  the  Director  of  Marketing  and  Administration.    ● Requesting  parties  are  responsible  for  generating  and  securing  purchase  orders  for  their  advertisements.    ● Employees  are  encouraged  to  plan  in  advance  for  advertisements.    ●  Marketing  requires  will  schedule  and  prepare  advertisements  once  all  required  information  to  complete  the  advertisement  has  been  provided.    ●  Marketing  and  Communications  staff    will  contact    you  for  more  information,  or  to  let  you  know  if  your  request  has  been  approved.        To  be  completed  by  Marketing:  

Date  received  in  Marketing  ___________________________________  

❏    Request  Approved  by  Marketing  ____________________________  

❏    Request  Not  Approved  by  Marketing    _________________________  

Explanation:____________________________________________________________________  

____________________________________________________________________________________  

Date  Returned  ________________________  

News  Release     Request  

 Marketing  Department  (407)643-­‐1237◆ (407)  643-­‐1300  FAX  Name:  ___________________________________________      Today’s  Date:  ___________________    Division/Department:  _____________________________    Location:  ________________________    Contact  Person:  ______________________Phone:  _________________  E-­‐mail:  ________________    Explain  Project  Title  and/or  Scope:  ____________________________________________________  

_________________________________________________________________________________  

_________________________________________________________________________________

_________________________________________________________________________________

Guidelines:  

 ●  Complete  this  form  and  return  or  fax  it  to  Marketing  Department.    ●  Contact  the  Marketing  Office  to  confirm  receipt  of  the  information.    ●  Materials  or  information  to  compile  the  news  release  must  be  attached  to  this  form  (hard  copy)  and  emailed  to  marketing@jewettortho.com      ●  Important  information  to  provide  includes  the  basic  journalism  principal  of  who,  what,  where,  when,  and  why.      ●  Marketing  encourages  employees  to  plan  one  month  in  advance  for  news  releases.      ●  Marketing  will  prepare  news  releases  once  all  required  information  to  complete  the  news  release  has  been  provided.    ●  Marketing  staff  will  contact  you  for  more  information,  or  to  let  you  know  if  your  request  has  been  approved  or  declined.      To  be  completed  by  marketing  staff:  Date  received  in  Marketing  ______________________________________  ❏  Request  Approved  by  Marketing  _______________________________  ❏  Request  Not  Approved  by  Marketing  ____________________________  Explanation:_____________________________________________________________________  ______________________________________________________________________________  Date  Returned  _______________________

Photography  /Video    Services  Request  

 Marketing  Department  ((407)643-­‐1237  ◆ (407)  643-­‐1300  FAX  Name:  ___________________________________________      Today’s  Date:  ___________________    Division/Department:  _____________________________    Location:  ________________________    Contact  Person:  ______________________Phone:  _________________  E-­‐mail:  ________________    Describe  the  event  and  location  you  are  requesting  photography  services  for:  ________________    

_________________________________________________________________________________  

Date,  time,  and  exact  location  of  the  

event:____________________________________________________________________________  

Number  of  persons  to  be  photographed:  _______________________________________________  

How  will  these  photographs  be  used:  __________________________________________________  

Marketing  and  Communications  requires  a  minimum  of  10  work  days  to  plan  for  photography  

services.  

Guidelines:  

 ●  Complete  this  form  and  return  or  fax  it  to  Marketing.    ●  Contact  the  Marketing    Office  to  confirm  receipt  of  the  information.    ●  Marketing  encourages  employees  to  plan  in  advance  for  their  events.    ●  Marketing  and    requires  a  minimum  of  10  working  days  to  prepare  package  specialty  items.    ●  Marketing  staff  will  contact  you  for  more  information,  or  to  let  you  know  if  your  request  has  been  approved.      To  be  completed  by  Marketing  Staff:  Date  received  in  marketing  ______________________________________  ❏  Request  Approved  by  Marketing  _______________________________  ❏  Request  Not  Approved  by  Marketing  ____________________________  Explanation:_____________________________________________________________________  ______________________________________________________________________________  Date  Returned  _______________________

Logo     Request  

 Marketing  Department  ((407)643-­‐1237◆ (407)  643-­‐1300  FAX  Name:  ___________________________________________      Today’s  Date:  ___________________    Division/Department:  _____________________________    Location:  ________________________    Contact  Person:  ______________________Phone:  _________________  E-­‐mail:  ________________    Purpose/Use  of  Logo:  _______________________________________  

Format  and  size  of  Logo  requested:  ____________________________

Guidelines:  

●  Logos  may  be  downloaded  from  the  marketing  website  site.  If  for  some  reason  the  logos  found  on  the  site  are  not  applicable  for  your  project,  please  complete  this  form.    ●  Complete  this  form  and  return  or  fax  it  to  Marketing.    ●  Contact  the  Marketing  Office  to  confirm  receipt  of  the  information.    ●  Marketing  and  Communications  requires  a  minimum  of  5  working  days  to  prepare  logos  once  all  required  information  to  complete  the  logo  has  been  provided.    ●  Marketing  and  Communications  staff  will  contact  you  for  more  information,  or  to  let  you  know  if  your  request  has  been  approved.          To  be  completed  by  Marketing  Department:  Date  received  in  Marketing    ______________________________________  ❏  Request  Approved  by  Marketing  _______________________________  ❏  Request  Not  Approved  by  Marketing  ____________________________  Explanation:_____________________________________________________________________  ______________________________________________________________________________  Date  Returned  _______________________

Collateral

Material

Marketing  Department  ((407)643-­‐1237  ◆ (407)  643-­‐1300  FAX  Name:  ___________________________________________      Today’s  Date:  ___________________    Division/Department:  _____________________________    Location:  ________________________    Contact  Person:  ______________________Phone:  _________________  E-­‐mail:  ________________    Project  Request:       ❏  Brochure   ❏  Program  (event)   ❏  Invitation   ❏ Other  

❏  Edits  to  Existing  Materials    Project  Scope:      (Briefly  describe  your  concept  or  what  you  want  to  happen)    _________________________________________________________________________________  

_________________________________________________________________________________  

_________________________________________________________________________________  

Requested  deadline  for  completion:  ________________________    

Budget  amount  approved  for  this  project:  ___________________   Guidelines:  

●  Complete  this  form  and  return  or  fax  it  to  Marketing  Department.    ●  Marketing  Office  will  confirm  receipt  of  the  information.  Within  24  hours-­‐      ●  Materials  or  information  to  compile  the  collateral  piece  must  be  attached  to  this  form  (hard  copy)  and  emailed  to  marketing@jewettortho.com      ● Standardized  templates  for  division  brochures  and  program  brochures  have  been  approved  by  the  CEO.    Departments  may  not  use  other  formats  for  division  or  department  brochures.  Please  refer  to  the  template  examples  for  the  types  of  information  required.    ●  Marketing  will  assist  in  securing  printing  prices  for  collateral  materials.    ●  Customized  collateral  pieces  may  be  requested  on  an  as  needed  basis  for  advertisements  that  are  not  credit  or  non-­‐credit  program  advertisements.    ●  Requesting  parties  are  responsible  for  generating  proposed  quality  for  their  advertisements.    ●  Marketing  will  provide  a  production  schedule  based  on  the  scope  of  the  project.      ●  Marketing  staff    will  contact    you  for  more  information,  or  to  let  you  know  if  your  request  has  been  approved  and  provide  a  production  schedule.      

●  Employees  are  encouraged  to  plan  in  advance  for  publications.  Marketing  and  will  prepare  collateral  materials  once  all  required  information  is  received.      To  be  completed  by  Marketing  staff:  Date  received  in  Marketing  ______________________________________  ❏  Request  Approved  by  Marketing  _______________________________  ❏  Request  Not  Approved  by  Marketing  ____________________________  Explanation:_____________________________________________________________________  ______________________________________________________________________________  Date  Returned  _______________________