FAMILY OF COMPANIES
Creative Submission Rules & Guidelines 100 Lenox Drive, Suite #100, Lawrenceville, New Jersey 08648 609.896.3111
What Is This Guide For?
This guide is for the JINGOLI-DCO Family of Companies to understand design lead times, rules, regulations of specific materials requested, and approval processes. WHAT TO KNOW: Requests are fulfilled in the order of priority. Low-priority requests will be addressed, but higher-priority items will always be completed first. All lead times in this book are average; depending on the number of revisions, the number of business days is subject to increase until completion of the requested task. Examples of High-Priority Items: High-priority items include a Request for Proposals, Presentations, and Corporate Organization charts. High-priority items often include hard deadlines for stakeholders within our JINGOLI-DCO family of companies. Examples of Low-Priority Items: Low-priority examples include business cards or nameplates. Low-priority items
are addressed when high-priority items are completed beforehand. HOW LONG SHOULD MY REQUEST TAKE? Requests vary between each task. This book will cover how each job is processed, what to expect, and the average request lead time. EMAILS ARE NOT ACCEPTED FOR ANY MARKETING REQUESTS.
WHERE DO I MAKE A REQUEST FOR MARKETING MATERIALS? If you cannot find what you need in the Marketing Repository, you can place a Marketing Request at the following web: HTTPS://JINGOLI.SYSAIDIT.COM/ SERVICEPORTAL/ If you need instructions on using the service portal, instructions can be found in the Marketing How to Book for in-depth details. All requests must be made electronically through the portal linked above. Any other method will not be processed.
What To Expect After A Request Is Submitted
Marketing will process the request after it is submitted on the electronic portal. You may submit any inspiration or reference materials for the marketing request via the Marketing Request form.
CORPORATE APPROVAL: The Marketing department will forward the requested final product draft to the corporate review phase. After the final approval, the product will be allowed to be utilized.
Review: Marketing will be alerted that the request is at the service desk. Marketing will contact you directly regarding the request if there are any questions. If not, Marketing will move forward immediately to complete the request.
Exceptions to Corporate Approval: Business cards and name plates do not require corporate approval to be processed. Items that are processed off any pre-made template do not need to be approved.
Execution: After any questions and final details, Marketing will then execute the request. Depending on the need, marketing requests can range from long to short-term. Review & Revise: The preliminary product will be submitted for review. At this point, the requester may revise until the project is satisfactory. Upon the requestor’s approval, it will move into the corporate approval phase. The marketing director and senior management have to approve all content.
Anyone who makes a request will be notified if it does not require corporate approval during the review phase of the request. CLOSING OUT REQUEST: After the request is finished, it will be closed out digitally. The project, once closed, cannot be reopened. PLEASE MAKE SURE ALL REVISIONS ARE FINISHED DURING THE REVIEW PHASE.
Ads or Sponsorships
Average Lead Time: 3 to 4 Business Days Materials to Include With Submission: Sponsorship Form (If Applicable) Publication Form (If Applicable) Ad Type. Contact of Ad - Include Email & Phone Size of Ad Ad Color Specifications Sponsorship Requirements Due Date Creation: Please provide the content of what the ad should say or any image. DO NOT PROVIDE MATERIALS AFTER THE DESIGN PHASE. IT WILL NOT BE ACCEPTED. Revision: Bethany Rabe will review the content to ensure accuracy and approve. While the content can change during the revision process, Bethany will ensure ads are the desired final product despite who has originally submitted an ad request.
Same-Day Requests: Please submit the ad a week before it is due. Bethany Rabe must review the sponsorship or ad an approve it. Marketing will always do all it can to ensure ad deadlines are reached. However, if it is last minute, there is no guarantee that the ad will be accepted into the request pipeline because it is required to be corporate approved by Bethany Rabe. If Marketing does take the request, the ad may only have limited revisions available due to other high-priority items. Ad Submission: Please include whether or not Marketing will be submitting the ad directly or the requester will submit the ad themselves to the sponsor or publication. Corporate Approval: Bethany Rabe will review the ad and approve it for use before it is sent to the publication. NO AD IS ALLOWED TO PUBLISHED WITHOUT HER PRIOR APPROVAL.
Brochure
Average Lead Time: 7 Business Days Materials to Include With Submission: Body Copy Images Direction of Content Content Use Creation: Please provide the content for the brochure, including the body copy or images. If no images or body copy direction is provided, Marketing will provide a starting point, which can then be revised to perfection. Revision: Please always check the brochure for the correct content when proof is received. While the content can change during the revision process, always make sure it is the desired final product before moving to corporate approval.
SAME-DAY REQUESTS FOR DESIGN: Marketing will not accept brochures as a sameday request. Brochures are technical items that require development time. SAME-DAY REQUESTS FOR A BROCHURE WILL NOT BE ACCEPTED. Existing Brochure Revisions: Marketing will revise minor changes in all brochures. HOWEVER, MARKETING WILL NOT ACCEPT CHANGE REQUESTS VIA EMAIL. All requests must be completed via the request portal online. Same-day requests can be completed if the changes are minor and do not hinder highpriority lead times. Any significant changes need to go through corporate approval. MARKETING WILL NOT CHANGE OR DESIGN WORD DOCS OF EXISTING CONTENT.
Business Cards
Average Lead Time: 3 Business Days Approximate Delivery Takes 10 Days Materials to Include With Submission: Name of Employee Position Phone Number & Fax (If Applicable) Company Represented on Card Creation: New business card designs are fulfilled and sent to the requester as proof. If the design is new, the card must go through corporate approval. Revision: Please always check new business cards for accuracy. After approval, the business card only needs corporate approval if the design template has already been approved. It will immediately move to order after the card revisions are okayed for production and print.
Same-Day Requests for Print: Same-day requests for business cards will not be fulfilled. Please consider all events or needs for business cards. If business cards are low, definitely re-order. SAME-DAY REQUESTS ARE NOT POSSIBLE IMMEDIATELY DUE TO DELIVERY AND PRODUCTION FROM THE PRINTER.
Flyers
Average Lead Time: 5 Business Days Materials to Include With Submission: Written Body Copy Flyer Purpose Specific Images For Flyer Any Inspiration Flyer Contact Information Include Printing Needed, and If So, How Many? Creation: After receiving the request and information, Marketing will design the flyer. Depending on the need, flyers can be very simple to very intricate. Also, remember that the more information on one page, the smaller the text of a flyer will be. If there is too much text on one page, it may not be readable. Two-sided flyer designs are also available if more information needs to be presented on the flyer. WHEN REQUESTING THE FLYER, PLEASE ENSURE ALL BODY COPY IS FINALIZED DURING THE INITIAL DESIGN REVISION PROCESS
Revision: After the design is finished, the requester can review and advise any changes before moving to corporate revision. During the corporate revision process, final changes will be made to ensure that the flyer is allowed for distribution across the family of companies. Same-Day Requests for Revision: Same-day requests for minor revisions can be honored. However, significant visual and body copy changes will not be able to replace highpriority items. Same-Day Requests for Print: Prints can be made on the same day for existing flyers. However, the printer will not be available if a high-priority item is being bound or printed on the same day. PLEASE ORDER AHEAD OF TIME TO ENSURE THE PRINT JOB IS RECEIVED ON TIME AT LEAST TWO DAYS IN ADVANCE.
Name Plate
Average Lead Time: 1 Business Day to Order Approximate 14 Business Days for Delivery Materials to Include With Submission: Name of Individual Person- to-Pick-Up Delivery Creation: Nameplates are ordered from Fast Signs Printing. On average, it takes about 14 business days for the nameplate to be created and shipped to the office. Picking Up Name Plate: An email will be sent to the requester that the plate is ready to be picked up. The vessel will be left at the front desk in the Lawrenceville office for pick up. Same-Day Name Plate Delivery: Nameplates are a low-priority item. IT IS NOT POSSIBLE FOR MARKETING TO PROVIDE A NAMEPLATE ON THE SAME DAY. The lead times provided are based on production and delivery.
News for Website
Average Lead Time: 2 Business Days 4 Business Days if Custom Content Materials to Include With Submission: News Information News Source if Applicable If Custom Design, Provide Images and Bullet Points for Body Copy of Article. Which Company Website? Creation: Articles sourced that are already hosted online can be instantly added to the website. However, if the copy needs to be customcreated in-house, please provide a body copy or bullets of what the newly designed article should say. Revision: The published articles will be delivered to the recipient for viewing. However, custom content will need to be reviewed and revised. AFTER THE REQUESTER APPROVES, IT WILL BE PUSHED TO CORPORATE APPROVAL.
Same-Day Requests: News articles written and sourced online can be added to any affiliate website on the same day as long as a high-priority item isn’t on a deadline. CUSTOM NEWS ARTICLE SAME-DAY REQUESTS ARE NOT ELIGIBLE FOR SAMEDAY POSTING BECAUSE OF THE CORPORATE APPROVAL AND REVISION PROCESS. After permission, the article will instantly be uploaded live online. Revising Existing Articles: Minor revisions can be executed on the same day. However, significant changes must go back through corporate approval to be live online. They are not eligible for same-day revising. EMAIL BLASTS & OTHER CORRESPONDENCES PLEASE ENSURE THAT ALL CORRESPONDENCES FOR EMAIL BLASTS AND OTHER CORRESPONDENCES ARE DESIGNED BY MARKETING AND CORPORATE APPROVED BY THE MARKETING DIRECTOR AND SENIOR MANAGEMENT.
Photography Appointment
Average Lead Time: Photo Delivery Depending on Amount of Shots and Footage Materials to Include With Submission: Location Project Manager Date of Shoot Request Type of Event Specific Shot Ideas Scheduling: Thursdays are shoot days from Spring to Summer starting: March 19 to October 25. Include any shot ideas if footage of the location is needed. Please notify us if the photography is an event, project shoot, etc. Please schedule at least two weeks to ensure Marketing has the date blocked off. Same-day service requests happen from other departments, ensuring Marketing will be on location without interruption.
Shoot Day: On the day of the shoot, Marketing will contact the main requester or provide a point of contact that they arrived at the location of the shoot. If it is an active project site, Marketing will only photograph with a project manager on site. PHOTOGRAPHY EDITING: MARKETING WILL PROVIDE PREVIEWS OF ALL PHOTOS TAKEN AT THE SHOOT. REQUESTOR WILL BE REQUIRED TO SELECT PHOTOS TO EDIT FOR DELIVERY. Same-Day Delivery: Photos can only be delivered on the same day if attached to a high-priority item; for example, a Request for Proposal needs a new project photo. This can be included for the same day. However, all other photos will be placed as a low priority unless designated otherwise by the Marketing Director.
Poster
Average Lead Time: 3 Business Days Materials to Include With Submission: Body Copy Topic of Poster Images To Include Design References Printing? Due Date Creation: After receiving the request, Marketing may ask questions if more information is needed. However, if no further information is required, Marketing will immediately begin the design of the poster. Revision: After the design is finished, Marketing will send the draft for review. After approval of the study, the poster will be submitted for corporate approval with the Marketing Director and Senior Management.
Poster Printing: Please include with your request if the poster needs to be printed also. That way, the sign can be printed on approval when the request is complete. Same-day printing services are available for posters as long as there are no high-priority items on the press. Same-Day Delivery: Posters cannot be designed on the same day if there is a higher-priority item in front of it. Please give notice before the date of need when requesting a poster and allow print time.
Presentation
Average Lead Time: Varies On Presentation Requirements Materials to Include With Submission: Body Copy Due Date Print Quantity Images for Use Any Inspiration for Presentation Initial Details: After the initial information is submitted, Marketing will sit down with those who requested a presentation for a quick meeting to get all the necessary information and due date. Creation: After the meeting, Marketing will create the PowerPoint presentation for the requester. Lead times will vary based on the presentation size, the detail needed, and if it is for a Request for Proposal.
Revision: After the initial PowerPoint design is delivered, the request can be reviewed and revised until completion. After the presentation is complete, it will be approved by requestor. Revising Existing Presentations: Small revisions of existing presentations can be executed on the same day. HOWEVER, SIGNIFICANT MODIFICATIONS MUST BE SCHEDULED IN ADVANCE AND WILL BE REFUSED FOR SAME-DAY DELIVERY. Same-Day Delivery: Presentations are eligible for same-day delivery. However, the quality of the presentation does hinge on allowing development time. PLEASE PLACE YOUR REQUEST FOR A POWERPOINT PRESENTATION A WEEK AHEAD OF THE EXPECTED PRESENTATION DELIVERY DATE.
Press Release Appointment
Average Lead Time: 7 Business Days Materials to Include With Submission: Body Copy Or Bullet Points Quotes from Important People Images to Accompany Release Wire Release? Due Date Initial Appointment: Marketing will schedule a meeting with the submitter to determine all details for the press release. After a plan is made for executing the press release, Marketing will assist in writing and image selection. Creation: Marketing can write content or assist with existing body copy to be commercial-ready. Marketing can also help with image selection for the press release. After an initial copy is made for review, Marketing will submit it for revision and study.
Revision: During the revision phase, the requester can revise until the press release is satisfactory. AFTER THE PRESS RELEASE IS APPROVED, IT MUST BE CORPORATE APPROVED BY SENIOR MANAGEMENT AND THE MARKETING DIRECTOR. SAME-DAY DELIVERY: PRESS RELEASES ARE NOT ELIGIBLE FOR SAME-DAY DEVELOPMENT IF THEY ARE CUSTOM CONTENT. Press releases can be suitable for same-day delivery if there are no high-priority items ahead of it if the content is already completed. If the completed content is already provided, it will immediately be forwarded to Senior Management and the Marketing director for approval. After approval, it can be immediately moved to the web or wire through public relations.
Printing Request
Average Lead Time: Varies Per Need. Materials to Include With Submission: Type of Print. Amount to Print. Delivery Date. Binding Needed? Include if so. Print Prepping: After receiving the request to print, Marketing will use the information from the digital form to execute printing. However, if questions or more information is needed, Marketing will email the point of contact. Print: Printing can be handled for all types of mediums. Please include what is needed in your request. After printing, the requester will receive an email that the print is ready to be picked up.
Binding: The binding is available in-house. Please include the quantity in the original digital form if anything needs to be bound. Lead times will vary based on the number of copies required and priority items. SAME-DAY DELIVERY: SAME-DAY DELIVERY FOR PRINTING CAN BE OFFERED AS LONG AS THERE ISN’T A HIGHPRIORITY ITEM ON A DEADLINE. THIS ALSO APPLIES TO BINDING. PLEASE ENSURE ANY PRINTING REQUESTS ARE PLACED AHEAD OF TIME TO FULFILL THEM. Same-day delivery may be refused, for example, if a higher priority item like binding a Request for Proposal is on the printing press
Project List Change
Average Lead Time: 1 Day. Materials to Include With Submission: New Project Location. Project List Information. Due Date Needed. Project List Change Priority: Project lists will be immediately changed on the request unless a high-priority item needs to be changed before it. Project list changes are supplied to the requester for review and approval. Including a Due Date: Always include a final due date with the project list change request to ensure that if there is a highpriority item at the same time, it will allow some notice as to where the project list change will fall in line on the request pipeline.
Project Profile
Average Lead Time: 1 Day. Materials to Include With Submission: Project Name Project Information Project Images Due Date For Profile Project Profiles Creation: Project profiles are an everyday priority item. At times, they may have an immediate need alongside another project. Typically, they are processed underneath a high-priority item unless required with the thing. Including a Due Date: Always include a final due date with the project profile change request to ensure that if there is a high-priority item at the same time, it will allow some notice as to where the project list change will fall in line on the request pipeline.
Request for Proposal
Average Lead Time: Depending on Deadline
planning to provide a presentation alongside the proposal.
PLEASE NOTIFY MARKETING ASAP OF PROPOSAL
REVISING BODY COPY: PLEASE REVISE AND FINALIZE ALL BODY COPIES BEFORE MOVING TO DESIGN. MAKE ALL TRACK CHANGES IN WORD BEFORE MOVING TO ADOBE SUITE TO ENSURE THE DESIGN PROCESS IS FLUID. REVISE, DESIGN, PRINT, AND APPROVE.
Materials to Include With Submission: Initial RFP Document Project Due Date High Priority Item: All Requests for Proposals are processed immediately and are considered a highpriority item. All other items in the pipeline will be of lower priority until the Request for Proposal is finished. Creation of New Items for Proposal: Please include a list of new items that must be created within the proposal. New proposals are a high priority for processing as quickly as possible. Presentations: Please include any information required for presentations with the request for proposal. This will allow proper coordination and
ALLOWING TIME FOR BINDING: PERMIT THREE BUSINESS DAYS TO ALLOW BINDING. THREE BUSINESS DAYS ALLOW FOR ANY LAST-MINUTE REVISIONS AND ADDING ADDITIONAL COPIES. This does not include allowing time for delivery of the proposal. This may vary based on traditional mail, email, or hand delivery to the point of contact.
Resumes
Average Lead Time: 2-3 Business Days Materials to Include With Submission: Resume Information Bullet Points Due Date Company Format Item Priority: Resumes are regular to priority items. At times, they may have an immediate need alongside another project. Typically, they are processed underneath a high-priority item unless required with the item. Content of Resumes: Please review all the body content of the resume. Ensure names, jobs, and titles are correct. RESUMES DO NOT HAVE TO BE VERY LONG TO PACK A PUNCH. PLEASE KEEP ALL CONTENT ON THE RESUMES RELEVANT TO THE JOB IT IS BEING USED FOR.
Social Media Posts
Average Lead Time: 1 Business Day But Can Vary Materials to Include With Submission: Content Media Platform: LinkedIn etc. Type of Content: Video or Post Date and Time of Post NOTICE FOR POSTS: PLEASE REQUEST SOCIAL MEDIA AT LEAST TWO DAYS BEFORE THE EXPECTED POST DATE. Remember, posts can be scheduled in advance. Video Design for Post: Please allow at least two weeks for any animation or video design. This allows proper planning, coordination, and execution of the video for posting. Revision: Please ensure all social media post content is accurate for corporate approval
Corporate Social Media Posts: Holiday social media posts for the JINGOLIDCO family of companies are pre-scheduled. These posts cannot be changed or altered. The Marketing Director reviews and approves each corporate message. Same-Day Requests: All requests need to be given in advance. There is no guarantee that a same-day request can be fulfilled. It is up to Marketing’s discretion to execute a same-day request. If a high-priority item is being processed on a deadline, Marketing will decline the social media post and request a scheduled date for the post to be processed. Corporate Approval of Social Media Posts: The Marketing Director and Senior Executive must approve social media posts on the management team to go live. Content will not be posted if corporate approval is not completed.
Video Design Appointment
Average Lead Time: 2 Weeks (Can Vary) Materials to Include With Submission: Content Footage Voice Overs Story Board Ideas Due Date Brain Storming: A corporate meeting will be held with Senior Management and the Marketing Director after submitting a video request for design approach meeting to understand the video’s goal, approach, and timeline. Video Shoot: When custom footage is required, Marketing will process the video footage requested after the initial meeting. Video Editing: When all footage is done, Marketing will cut, edit, and finish the footage for review.
Revision: Revision is required for the video. After the requester approves, the video must be corporate approved by the Marketing Director and Senior Management. SAME-DAY REQUESTS: MARKETING WILL NOT HONOR SAME-DAY REQUESTS FOR VIDEOS. To create a complete video requires time, planning, and approval from multiple stakeholders.
Website Change
Average Lead Time: Varies Depending on Request
Approving Revisions: All revisions are provided live on the website.
Materials to Include With Submission: Content Images for Change Positions of Change Articles if Necessary URL of Change Which Company Website?
REVISIONS SHOULD BE REVIEWED IMMEDIATELY AND ADVISED BY EXECUTIVE LEVEL STAFF WITH NO EXCEPTIONS TO WHO REQUESTED THE CHANGE. XECUTIVE LEVEL WEBSITE APPROVERS ARE AS FOLLOWS:
Types of Web Changes: Website changes can range from changing out a senior executive to adding a new project on the website. Please be specific as to what the difference is on the digital form. Priority: Web changes are a low to medium-priority item. An immediate priority item is changes in senior management on any website.
JINGOLI: Alexandra Jingoli, Michael Jingoli DCO Energy: Gary Fromer JDC Energy Services: Alexandra Jingoli, Gary Fromer, Valerie Moran JINGOLI Power: Karl Miller, Brian Gibson JINGOLI Nuclear: Matthew Mockaitis JET Electrical Testing: Alexandra Jingoli Goldstar Energy Group: Alexandra Jingoli JBM Energy Solutions: Alexandra Jingoli EID Solutions: Alexandra Jingoli
Same-Day Requests: Only changes in senior management will be made on the same day as a high-priority change. Any other requests are considered a normal priority and are below high-priority items.
Website Development
Average Lead Time: Depending on Project Materials to Include With Submission: Content Images Branding Ideas Ideal Publish Date of Website Website Inspirations Brain Storming: If the website is a new venture, the website will first go through brainstorming internally. Marketing will establish a plan to get the website done within the ideal publish deadline to create content, develop, and launch. Website Development: Website development is determined by need, whether it should be outsourced or done inhouse, dependent on corporate approval. The Marketing Director must approve all outsourcing costs before moving forward to development.
Revision Meetings: Marketing will have meetings for website revisions. Marketing will execute or communicate the modifications to the website developer. Corporate Approval for Launch Live: When all revisions are complete, the website must be approved by the Marketing Director and Senior Management to go live. After approval, Marketing will work with I.T. to finalize the website on the server.
FAMILY OF COMPANIES
Questions?
Please contact the Marketing Department by emailing mmaldonado@jingoli.com. Upon receipt of this book you agree to follow all guidelines set therein. Otherwise, your project may not be seen or completed.