Communications
& Marketing Guidelines

KRISTEN BOWMAN

Communications & Marketing Specialist & Managing Editor of The Season
334-844-5805 | kmo0005@auburn.edu

KATELYN TURNER

Production Coordinator
334-844-2345 | ket0063@auburn.edu

Our office can assist you with all your writing needs. Have a story you want told? Need an ad placed in an industry publication? Maybe you received a national recognition and would like a campus announcement made. Here are some of the writing services we can offer you:

• Press releases
• The Season Magazine features
• Ads
• Announcements
• Ask letters/soliciations

Research Stories

In addition to assisting you with your writing needs, our office makes a concerted effort to produce stories about your research that we share with state, regional, national and industry publications. These stories are written by writers in our office, with your assistance. We usually require your abstract, grant proposal, or nontechnical summary, and will follow up with questions for you. We enjoy being able to share your work with the world. 

Award Announcements

We have incredible students, faculty and staff in the College of Agriculture who regularly receive major recognitions or awards. Because of this, we simply do not have the resources to write a story or press release about every award received by someone within the college. But we are happy to announce national or international recognitions on our website and through Auburn News or This Week @ AU. If you have a local or regional recognition you want shared, we can do so through social media. Please submit your award announcements through the project request form.

Media Relations

We can also assist you with media relations. We are here to support you — not to police you — as you share your expertise with the public. We can act as the middleman for you with a reporter, offer training on working with the media, or practice an interview with you before the real thing. Reach out to Kristen Bowman with your media relations questions. Below are some of the media relations services we offer:

• Story pitching
• Media training
• Interview practice
• Coordination with the media

Our Timelines

Here are our production timelines. Please make your request in time for us to meet your deadline.

• Press releases: a draft should be ready for review 1 week from the date of the interview
• The Season features: roughly 3 weeks to research, interview and write a draft
• All other feature stories: 2 weeks to research, interview and write a draft
• Research stories: This is heavily dependent on the responsiveness of the researcher, but typically we need 3 weeks to research, interview and write a draft
• Announcements: 1 week to produce
• Ask letters/solicitations: 1 week to produce

JESS RAMSPECK

Graphic Designer
334-844-5890 |ramspej@auburn.edu

KATELYN TURNER

Production Coordinator
334-844-2345 | ket0063@auburn.edu

Our office can assist you with all your design needs. Do you want a brochure for your project or program? Maybe your department wants some promotional products. Here are some of our design services:

• Brochures

• Flyers

• Posters

• Mailers

• Invitations

• Promo Items

• Signage

• Digital Graphics (E-Flyer)

• Limited Logo/Wordmark Design

• Advertising

• Event Collateral

• The Season Magazine

Promo Items

In addition to assisting you with your design needs, we can help you produce promotional materials. The following promo and apparel items require bidding to three university-approved vendors:

• Koozies

• Stickers/Decals

• Lanyards

• Writing Utensils

• Journals/Padfolios

• Drinkware

• Bags

• Table Covers

• Buttons

• Hand fans

• T-Shirts/Polo Shirts

This is not a comprehensive list of items that can be purchased but are the only ones that require bids. 

Please note: Reorders of any printed and promotional materials should go through the project coordinator. They do not require substantial redesign by the graphic designer.

A Note on Logos and Wordmarks

While we can assist you with some limited logo or wordmark design, we often advise against the creation of these in place of the use of the Auburn University logo. The strength of the Auburn brand is such that the addition of its logo to your product or idea adds greater credence than anything new — and therefore unrecognizable to the public — that we could create for you. 

Working with Vendors

When working on projects with our office, Project Coordinator Katelyn Turner will be the point of contact with the vendors who print or produce your project. We have great relationships with our vendors that we work hard to maintain.

Please allow a few business days for vendors to submit quotes for your job. They also need a few days to submit the art proof. Finally, there are several business days needed for production and shipping. Some vendors produce the products in house, but some use third parties. This can add time to the production.

Just as we all have busy seasons, our vendors experience high volumes of jobs at certain times of the year. Please keep that in mind and know that we cannot rush them.

Our Timelines

Design projects cannot begin unless you have submitted the needed materials. Production Coordinator Katelyn Turner will work with you to ensure Graphic Designer Jess Douglas has the materials she needs to begin the design of your project. She may have you work with writer Kristen Bowman on the written copy for your piece or coordinate photos between you and a photographer. Please make your request in time for us to make your deadline and keep in mind these production timelines from the time all material is turned in:

• Brochures: 2-3 weeks to produce a draft for initial review

• Flyers: 1 week to produce a draft for initial review

• Posters: 1 week to produce a draft for initial review

• Mailers: 1-2 weeks to produce a draft for initial review

• Invitations: 1 week to produce a draft for initial review

• Banners: 1 week to produce a draft for initial review

• Parking signage: 1 week to produce a draft for initial review

• Digital Graphics/E-Flyer: 1 week to produce a draft for initial review

• Limited* Logo/Wordmark Design: 2-3 weeks to produce a draft for initial review

• Ad Creation: 1 week to produce a draft for initial review

Please note that the timelines outlined in this document do not include the quoting and printing/producing process. These timelines reflect when you can expect the first art proof. 

Printing

The majority of the print products we produce with our clients go to an off-campus printer. However, a few products can be printed in-house on one of the printers in our office to save both time and money. Please note that these printers are not the same quality as the printing vendors we use, and you as the client incur that risk when you choose to print in house. Here are our limitations for in-house printing: 

• We can print a maximum of 50 pieces per job here. If you need more copies than that, we need to send to an off-campus printer.

• The maximum size product we can print in house is 11×17 inches with one standard fold.

• We do not trim or staple. If you have a product that needs these specifications, we need to send to a printer.

Print timelines are dependent upon the vendors. We will communicate these to you as soon as the vendor has been identified.

KATELYN TURNER

Production Coordinator
334-844-2345 | ket0063@auburn.edu

Our office does not do any event coordination or planning, because we are a small staff serving all eight departments in the College of Agriculture. However, we can help you with social media coverage of your event and some promotional pieces such as signage, press releases, programs and more.

Because our office exists to serve the College of Agriculture’s faculty and dean’s staff, we cannot assist with student events, club events or events outside of our college.

Examples of event services we can offer:

• Social media promotion prior to the event

• Press release and/or media alert prior to the event

• Creation of invitations, programs or signage

Our Timelines

Here are our production timelines. Please make your request in time for us to meet your deadline.

• Event Coverage: Proper notification of the event needs to be at least two weeks before the event (location, time needed) for social media coverage

• Press Releases are typically sent 1-2 weeks prior to the event, depending on the range of your intended audience (state, regional, national, etc). Please make your request at least 3 weeks prior to your event.

• Event Pages: Production of event pages is largely based on the content given by the client. Notification of needed event page should be submitted one month before the event. Please see the web section for further details.

KATELYN TURNER

Production Coordinator
334-844-2345 | ket0063@auburn.edu

While our office does not have a full-time photographer or videographer, we can assist you with some photo and video needs. Our staff and student-workers can help with simple photography needs, such as headshots, and occasional event photography. Please note that if we have photographed your recurring event in the past, that does not mean we know it needs to be shot again. Requests need to be made for any assignment based on the timelines outlined at the end of this section.

Because we do not have a full-time staff member dedicated to this, we reserve the right to direct you elsewhere if it is the right choice for your project. Here is a list of university-approved freelance photography vendors:

Greg King
gek.auburn@gmail.com
334-559-1887

Henry Eiland
visualpoetrystudio@gmail.com
706-593-4604

Jennings and Tim at ING Studios
Howdy@ingportraits.com

Stew Milne
stew@stewmilne.com
401-481-4533 

Elaina Eichorn
info@elainaphotography.com

We also work with talented freelance videographers when a project’s budget allows it. We can assist you with video production, scripts and more.

Headshots

We can take headshots for faculty and staff, as well as graduate students whose photos are needed for lab sites. Please fill out the project request form to schedule. Note that we do not take formal, studio headshots. We follow the university’s lead for headshots, we are typically taken outdoors in natural lighting but could also be in an environment relevant to you, such as your lab.

Clothing Recommendations:

• Casual, but nice
• Navy, orange, jewel tones, blues. No solid white shirts. No neon. No big prints or patterns.
• Plain tops. Auburn University, College of Agriculture or Experiment Station branding is fine, but smaller logos are best. No big logos or clothing with writing.
• Shirts with sleeves. No tank tops.
• No shirts that don’t cover the midsection.
• Feel free to bring props like books, a laptop, or travel coffee mug.

Other questions we ask to prep for the best photos:

• Props: List types of equipment, instruments or models related to your work that you think might look great in a photo (props that look interesting or are colorful).
• Environment: What are 2-3 visually interesting tasks you typically perform?

Our Timelines

Here are our production timelines. Please make your request in time for us to meet your deadline.

• Headshots: fill out the online form, 3-5 days to edit and deliver
• Feature Photos: two weeks notice, 3 days to edit
• Events: three weeks prior to the date to give time for selecting a freelancer if needed
• Video Script: 3-5 business days to produce after a meeting with you, the client

CHERI AYERS CANNON

Communications & Marketing Specialist/Web Content & Social Media Manager
334-752-2882| cayers@auburn.edu

KATELYN TURNER

Production Coordinator
334-844-2345 | ket0063@auburn.edu

Our office can assist you with social media promotion depending on your needs. From upcoming events to video premieres, we are able to share or curate content to distribute on our platforms. Social media services we can offer you:

• Social Media Content (Facebook, Instagram, Twitter/X, LinkedIn): Which platforms we publish content on is at our office’s discretion

• Social Media Collaboration: If your department has its own social media accounts, we can collaborate on projects to produce shared content

• Social Media Graphics: For College of Agriculture content only when proper time to design is given

• Social Media Campaigns: Our office can assist with ideas for potential long-term content (campaigns) for the college which can include advancement, recruitment, and more.

• Amplified/Shared Content: If you have an article or any other content that has already been produced, we may be able to share to our platforms depending on our current output schedule and the intended audience

• Limited Social Media Video: Refer to Photo/Video section

• Live Event Coverage: Refer to Events section

Please note that a lot of content will be automatically disseminated if it has a direct relationship to other communications categories (i.e. a news or story release, event, etc.)

We will not create and/or manage social media accounts beyond the College of Agriculture (@AuburnAg).

Our Timelines

Here are our production timelines. Please make your request in time for us to meet your deadline.

• Social Media Content:1-3 days to produce; content should be provided ideally 2-4 weeks for larger events

• Social Media Collaboration: 4-6 weeks notification and collab request

• Social Media Graphics: 4-6 weeks notification and post details needed, 1-3 to produce

• Social Media Campaigns: 4-6 weeks notification/details needed. Roughly 2 weeks to produce, but this largely depends on the materials provided by the client at the forefront

• Amplified/Shared Content: 1-3 days notification

• Limited* Social Media Video (i.e. Reels): 4-6 weeks notification and post details needed, 1 week to month to produce as this largely depends on the video scope and if it needs to be outsourced.

CHERI AYERS CANNON

Communications & Marketing Specialist/Web Content & Social Media Manager
334-752-2882| cayers@auburn.edu

KATELYN TURNER

Production Coordinator
334-844-2345 | ket0063@auburn.edu

Our office is responsible for managing the content for the College of Agriculture and Experiment Station websites, including creating new pages and updating current ones.  

Web Content vs Web Design/Development: The maintenance of these sites are managed by Alabama Extension. For web design and development inquiries (such as additional interactive features beyond what our current site offers), please reach out to ACES-Ag Applications System Analyst, Bill Cahalin.

Upcoming Website Disclaimer: As with most university sites, the College of Agriculture website is currently undergoing a transition into the new Auburn University web template. Therefore at this time, we cannot make major changes beyond the options below:

New Web Content: Web content does NOT include news stories, features, the Season, or ACES blogs. Due to ADA compliance, we would ideally create web content directly on our site from the uploaded files rather than uploading them to the site, making content into a webpage rather than a PDF or image file. Furthermore, we will not apply changes to any files unless they are originally created from our office directly for web use (i.e. graphics). For necessary documents and files, we strongly recommend you submit a Box link to us and set the viewing permissions (AU only or open to public) on your end.

General Pages:

• Overall, web requests can be made through the project request form.

Faculty Profiles:

• You may also access the project request form to submit new faculty profiles and schedule new/updated photos

• Moving forward, we can link to your Google Scholar or Research Gate profile instead of listing publications. Please provide the proper link with your request.

• PDFs of CVs or resumes are generally not ADA-compliant, and therefore we will not upload them to the website. If you must have a CV on your profile, you can upload to Box and provide our office with a link (see above).

Event Pages

• Refer to events section

• Please provide us with a RSVP link (preferably Qualtrics) as our office does not create RSVP forms

Lab Sites (Faculty and COA only) generally have pages for the following:

• a main page

• a personnel page with the lab’s team/students

• a research page

Web Updates: While you may email the contacts above for website projects, we encourage you to use the project request form to aid in a streamlined process.

• Staff Directory Updates

• Lab Site Updates

• Faculty Page Updates

• Department Page Updates

Our Timelines

Here are our production timelines. Please make your request in time for us to meet your deadline.

• Web Content Updates: 1-3 business days

• Web New Content/Pages: 1-2 weeks