Getting It In Print: Working with Us

Carleton’s Creative Strategy team offers professional design services to help you take your print project from concept to completion. We use an agency-style model that streamlines the process and ensures that you get the most out of our expertise. This step-by-step guide will help you work with us.

But first, a few questions to make sure you’re in the right place.

Do you need stationery (letterhead, envelopes, business cards, etc.)?

If yes, visit our online ordering site. If you don’t find what you need there, contact Carla Hansen for a special order.

Do you need to use one of Carleton’s official logos on your own project?

If yes, download the logos here. If you don’t find what you need, contact Nancy Eato.

Do you need a campus image from our collection for your own project?

If yes, log on to Resource Space, our digital asset manager. If you need help using it, contact Matt Ryan.

Do you need a print piece or original graphic design for an external audience?

If yes, read on! If your project is for an internal audience (e.g., current students or faculty/staff members), we may be able to help you as time and resources permit, but as part of the Division of External Relations, our priority is promoting Carleton beyond campus.

Step One: Plan Accordingly

In order to provide our best service, we need adequate time to place your project into our workflow, create an attractive and functional piece that meets your goals and upholds Carleton’s standards, address the logistical requirements of our print and mailing vendors.

Use these guidelines to determine the minimum time our team will need from initial consultation to delivery:

  • Modify an existing logo or illustration that our office created: two weeks
  • Create a new logo or illustration or modify art we didn’t create: six weeks
  • Reprint (no changes) an existing piece: two weeks for a small piece (e.g., postcard or self-mailer) or three weeks for a multi-page booklet
  • Modify an existing piece with no external print run: three weeks
  • Create a new piece with no external print run: two weeks for a simple project (e.g., campus event poster) or four weeks for a larger piece (e.g., multi-page pdf)
  • Modify and reprint an existing print piece: four weeks for simple revisions, six weeks to write new text or commission new photography, or eight to ten weeks for a significant overhaul of a large piece
  • Create a new piece (text and photography provided by you): four weeks for a postcard or poster, six weeks for a brochure or self-mailer, eight to ten weeks for a multi-page booklet
  • Create a new print piece (writing, illustration, and/or photography provided by our staff or a freelancer): six weeks for a postcard or poster, eight weeks for a brochure or self-mailer, ten weeks for a multi-page booklet
  • Create a multi-piece series: at least 12 weeks, as timing will vary based on the scope of your project

Step Two: Initial Consultation

Your College Communications (CCOM) contact will be your point person for all media projects, including print, website, video, social media, e-mail, and press releases.

Here’s who to call, based on your department:

  • Joe Hargis (x4327): Student Life, Athletics, Office of the President
  • Helen Clarke Ebert (x4183): External Relations, Dean of the College and academic departments, VP & Treasurer's division, Career Center
  • Teresa Scalzo (x5423): Voice, Admissions, Perlman Teaching Museum

During this initial consultation, you and your CCOM contact will discuss:

  • Audience
  • Format (print, web, social media, etc.)
  • Deadline for mailing/delivery/launch of the project
  • Budget*
  • Quantity
  • Source of text* (will you provide text or ask us to write it?)
  • Source of art* (will you provide photos or require new photography/illustration?)
  • Goals and objectives

* Our services are free, but you’ll need to pay for printing, mailing services and postage, and, if necessary, any freelance writing and copyediting, design, or illustration and photography.

Step Three: Follow the Production Schedule

Your CCOM contact will either serve as or appoint another CCOM staff member as your project manager. He or she will be your primary contact for the duration of this project. (For subsequent projects, start again with your CCOM contact.)

You will receive a production schedule with critical dates of when we need items from you (e.g., text, contact information of people we need to photograph, edited proofs, etc.) and when you can expect items from us.

Be sure to inform your project manager as soon as possible if you need to modify the production schedule. Delays caused by missed deadlines may affect your delivery/mail date. In some cases, delays may require us to enlist the services of freelancers, which will increase your costs.

Step Four: Preparation for Layout

Graphic designers can not begin working on your project until all elements are in hand, including final text and all illustrations and photos. Before graphic designers begin laying out the final project, you should:

  • Decide on project format
  • Choose a design concept (for new projects, we will provide you with one to four design concepts depending on project scope)
  • Approve final text (all text—whether provided by you or written by us—will be copyedited for grammar and Carleton style). It is essential that all text changes and revisions are complete and approved before the designer begins layout.
  • Submit high-resolution art/photography
  • Approve any new photography or illustrations
  • Approve pagination, if necessary

If we require the services of any freelancers—writer, photographer, designer, or copy editor—we will notify you in advance and provide you with an estimate. We will not incur any costs without your knowledge and consent.

Step Five: Proofs

You will receive up to three proofs per project. It is critical that all stakeholders review the first proof thoroughly. Please note: we cannot accommodate rewriting during this stage. Extensive text changes and new photography requests may require us to transfer your project to a freelance designer at additional cost to you.

Step Six: Production

  • Digital only: Please let us know the file formats you require.
  • Carleton’s Print Services: Place your order online using the final pdf provided to you from CCOM.
  • External print vendor: Your project manager will confirm quantity, charge number, and delivery instructions following final approval. If you require mailing services, we will provide instructions for delivering mail files to our vendor.

Step Seven: Billing

Any charges incurred in the production and distribution of your project will be processed by us directly using the provided account number. Copies of invoices will be forwarded at your request.


Our primary objective is to produce print and digital materials that meet your goals, serve your audience, and adhere to Carleton’s standards and brand identity. If you have any problems or concerns with your final product, please contact your CCOM manager to discuss options for resolving the issue.

We welcome the opportunity to work with you!