SOP for Flyer Requests
Effective Date: July 2025
Department: Communications & Marketing
Purpose
This SOP provides guidance for submitting flyer design requests to the Voorhees University Communications Department. The goal is to ensure that all promotional materials reflect the university’s branding, messaging, and quality standards across all platforms.
Scope
This SOP applies to all faculty, staff, student organizations, and administrative departments seeking to create and distribute promotional flyers for events, programs, or announcements associated with Voorhees University.
Submission Requirements
To request a flyer, please submit the following:
3.1 Event or Announcement Description
Provide a brief and compelling description of the event or announcement that clearly outlines its purpose and relevance.
3.2 Required Event Details
Please include the following:
- Event Name/Title
- Date (Include full day/date)
- Time
- Location (Include address or virtual platform link)
- Cost (Free, ticketed, donation, etc.)
- Sponsoring Department(s)/Organization(s)
- Contact Information (Name, email, and phone number for inquiries)
3.3 Logos and Branding
- Include the appropriate Voorhees University logo (official, departmental, or partner logos as applicable).
- Submit any third-party logos in high-resolution format (.PNG or .EPS preferred).
- Logos must comply with Voorhees’ brand guidelines.
3.4 Graphics and Design Ideas
- If specific graphic elements, colors, or themes are desired, please describe or upload sample visuals.
- Include high-resolution headshots or event-related photos (300 dpi minimum) and identify all individuals pictured, along with any required photographer credits.
Flyers Designed Outside of Communications
- Any flyer created outside of the Communications Department (e.g., by students, departments, or third parties) must be submitted for approval prior to any distribution (digital or print).
- This ensures brand consistency, logo accuracy, and message alignment with institutional standards.
- Flyers that have not been reviewed and approved may not be distributed or displayed on official platforms.
Please submit outside-designed flyers for review to:
thawley@consultant.voorhees.edu
Subject Line: Flyer Approval Request – [Event Name]
Submission Timeline
- For flyers designed by the Communications Team, submit requests at least 10 business days before the desired release date.
- Rush requests (under 3 business days) will be considered on a case-by-case basis and are not guaranteed.
Design Review and Approval
- The Communications Department will edit all submitted content for clarity, formatting, grammar, and brand adherence.
- The team reserves the right to modify or decline any request that does not meet the university’s standards.
Distribution Options (Upon Approval)
Approved flyers may be shared via:
- Email distributions
- Voorhees University social media accounts
- University website calendar
- On-campus posting (where allowed)
Submission Method
Please submit all flyer design or approval requests via the official Communications Request Form
Contact Information
Voorhees University Office of Communications
thawley@consultant.voorhees.edu
Final Notes
- Events must be affiliated with Voorhees University to qualify for flyer support.
- Incomplete submissions will delay production and approval.
- All materials must reflect the professionalism and integrity of Voorhees University.