Providing files to third-party vendors

The Marketing and Communications office gets requests from many of you to provide art files or advertisements to third parties (specialty printers, publishers, Web site developers) for promotion of Division programs. If you know when you submit a job to us that you want collateral materials (ads, covers, posters, T-shirts) using the same art or information but produced through an outside vendor, please let us know. We also ask that you:

1. Provide us with third-party requirements:

a. Technical specs: computer platform (PC or Mac); software (InDesign, Illustrator, etc.); graphic format and resolution (jpg, high or low resolution for print or Web, PDF files, etc.).

b. Print sizes: If ads, include size (width, then height--in inches, not column inches since column widths vary); if multiple ads, the number of and size of each ad.

c. How the third party can receive files: e-mail (address, contact), FTP (server, password), regular mail (address, contact), courier or delivery (their expense or yours)

d. Contact information: Name, e-mail address and phone number of person we can talk to for clarification of specifications or other questions. (We're happy to do this directly to minimize confusion about technicalities.)

e. Deadline for graphic, ad or file to third party.

2. Provide the third-party with our specifications:

a. We use Macs for production; software is Adobe Creative Suite (InDesign, Photoshop, Illustrator). Most of our documents are saved in PDF format; photos as jpg (300 dpi average unless saved for Web), illustrations as eps files.

b. We can receive files as: e-mail attachments up to 4 MB, on an FTP server, or on CDs.

c. If you share our staff names and phone numbers as contacts, please alert us about the job and who will be calling so we can respond effectively.

The more information we have, and the sooner we have it, the more efficiently we can prepare the graphic or publication appropriately and deliver it in a timely manner. While there are often last-minute opportunities, a clear understanding of what is needed helps us accommodate requests quickly.

Our goal is to make information available as quickly and easily as possible to benefit your programs.

If you have questions or a specific request, call Christina Finet at 262-3319, or contact one of the artists: Nancy Koberle-O'Connell (262-6192), Merikay Payne (261-1416) or Joanne Schrage (262-0074).