Printed Publications

Why can’t you design it in Word or Publisher so I can make changes?

All professional print projects are built in programs that are specifically tailored for these applications (Adobe Creative Suite, etc.). It is impossible for the Graphic Designer to convert, use or create files from Microsoft Word, Publisher, Excel, Powerpoint, or any similar program. These are standard office programs, NOT design programs, and professional-grade designs content cannot be made or altered in any way by using them.

Why does it take at least a month and sometimes longer to get a print project done?

When planning a print publication, it is wise to allow adequate time for layout design and any subsequent changes. Design time will depend upon the size, colors, and complexity of the project. Once a file is proofed and approved by your department, the graphic designer will secure a quote from a printing company based on the quantity needed. It normally takes 2-3 days to receive a quote. When the quote is accepted, the finished file is sent to the printer, and within 2-3 days the printer will send a hard copy proof to ensure that color, folding, and layout is correct. After the printer’s proof is approved and sent back to them, it takes about a week before delivery of most projects.

Why can’t I keep my proof?

Most printers require the original proof back before they will begin printing your project, as a reference point to make certain they have printed it accurately, made folds correctly, etc. If they must print an additional proof for the pressmen, they will add on a proof charge that can range anywhere from $25 to $100, and this additional charge must be paid by your department.

What are the steps to getting a piece printed through the Office of Communications & Marketing?

The procedures for getting a piece designed and printed through the Office of Communications & Marketing can be found on the Publications Procedures website.

Does my piece have to go through an approval processes?

Every publication is proofed internally in the communications and marketing office several times. At least one design proof is also viewed by at least one person in the department where the publication originated. A proof approval form is attached to the proof sent to the departmental office, and the appropriate person in the office must sign off on the form before work will continue on the publication. If the publication needs to be seen by more than one person in the office, it is expected that the department where the publication originated will take responsibility for routing the publication to all of the appropriate people within the department. You will know best who needs to review the publication in your department. The communications and marketing office will not take responsibility for routing proofs to multiple people in one department.

If an error is missed during the proofing process that should have been caught within the originating department and a publication must be reprinted with correct information, the originating department is responsible for the cost of reprinting and any related design costs that may be entailed.

Who will write the copy?

Clients are expected to provide what they deem as final copy. Please make sure you double-check all facts in your copy before submitting final copy to the communications and marketing office. Copy should be submitted in one of two ways:

If the communications and marketing office is writing the copy, please make sure that information on the subject, possible interview subjects with phone numbers, and any additional information is provided to us as far in advance as possible.

All copy is reviewed for consistency, accuracy and conformation to the college’s style. The college uses the Associated Press Stylebook as a general guide. Any major copy changes will be discussed with you. Most copy is also reviewed by at least one and often two other professionals within the communications and marketing office.

All copy will be available for your review in the departmental design proof.

Do I need to pay for printing?

You will always be expected to pay for printing. Whether the job is finished on campus (at the Publishing & Duplicating center) or off campus, clients are responsible for paying printing costs.

How long will it be until I get the finished product?

If a publication is complex or if new photographs or drawings need to be created, add 10 working days to the design times listed below. Also, if copy is to be prepared by the communications and marketing office, adds 10 working days to the following design times. It is always in your best interest to plan as far ahead of schedule as possible, even exceeding the times we’ve listed. We will be doing some scheduled photo shoots throughout the year. If you know of specific photos you will need, please contact the communications and marketing office as soon as possible and we will attempt to shoot your photos on a “shoot day” to help minimize expense.

Publications to be printed at Pub/Dup

  • 5 working days design time
  • 2 working days print time

1-2 color publications printed on off-set press

  • 10 working days design time
  • 10 working days print time

4 color publications printed on off-set press

  • 15 working days design time (more if publication is complex, multi-page, etc. or if the publication is needed in July, August, September, or October)
  • 15 working days print time

If I’m creating a piece to be mailed, will you coordinate the mailing?

We will develop the printed piece and ensure it is delivered to the mailroom or other mailing vendor you designate, but you are responsible for delivering the mailing list to the appropriate service provider and confirming that the pieces have been mailed.

Who will print my piece?

Professional printers vary widely in their capabilities. The quality of a publication often depends on the method by which it is printed. The communications and marketing office bids publications to printers based on what type of finished piece is required.

If the job is to be printed at Pub/Dup, no bidding is done. We can, however, assist you in determine the cost of printing for your project based upon quantity, paper selection, etc.

Printing jobs are awarded to printers based on the following criteria:

  • Can the printer do a quality job?
  • Can the printer deliver the job on time?
  • If the above two criteria are met by multiple printers, then which printer is the least expensive?

Depending on the location of the printer and the type of publication, staff from the communications and marketing office may conduct press checks for your publication. The cost of travel and time away from the office is absorbed by the communications and marketing office. These press checks are done so that we can ensure the quality of the publication we are delivering to you.

How will my piece be delivered to me?

All publications, with the exception of jobs printed at Pub/Dup, are delivered first to the communications and marketing office. Our staff then checks the quantity and quality of the delivery. The original delivery ticket is placed in the publication’s file folder at the college relations office and a copy of the delivery ticket will be sent with the publication as it is delivered to the appropriate office.

Following delivery, the communications and marketing office is not responsible for distribution of any publication.

What format works best for submitted photos?

We prefer that you send us electronic images in JPG (.jpg) or TIFF (.tif) format.

Do I need to provide photos for my job?

The best publications have great art and photography. We encourage departments to use photography in their publications. If you have photos available please share them with us at the beginning of the design process. Many digital cameras do not take pictures at a high enough resolution for reproduction in a professional manner. Photos downloaded from the Web are also generally unacceptable. Also, be aware that many photos on the Web are copyrighted and reproduction of them in many forms is against the law.

If a photo is needed for the publication, but is not available from your files or from the communications and marketing office, then a photo shoot will be scheduled and bid to professional photographers. Appropriate budget forms are completed and a shoot scheduled. The college’s creative services director works with the photographer to get the appropriate photograph for your publication. On occasion, a communications and marketing staff member may be available to handle a photo shoot at no extra charge.

If an illustration is appropriate for your piece, the creative services director will create one for you or work with illustration firms to select stock artwork or commission an original piece for your publication. All use of photography and illustrations is left to the discretion of the creative services director. If a submitted photograph is unacceptable or if the photos do not work with the design, you will be informed as soon as possible. All use of photography will conform to professional design standards as determined by Georgetown College’s creative services director.

What type of photo is acceptable for a printed piece?

Specifications for photos vary according to the photo source and publication medium.

Electronic Files

  • Acceptable: A high-resolution TIFF or JPEG file is preferable. The minimum size is 5 inches by 7 inches at 300 dpi (1500 x 2100 pixels). This is equivalent to a file 21 inches by 29 inches at 72 dpi, the size that comes from most nonprofessional digital cameras.
  • Unacceptable: 2 inches by 3 inches or smaller at 72 dpi.


  • Acceptable>: An original glossy photograph
  • Unacceptable: Prints from a laser printer

If you are unsure whether the image you have will work, contact the Director of Creative Services, Betsy Falk, at 8203.


How can I get help with a new website or a redesign of my existing website?

For all web-related inquiries, contact the web coordinator to discuss the best available options. Our web coordinator will discuss with you the project, specific recommendations, and an outline of resources and time needed to complete the project.