Submit a Marketing and Communications Request
We've got the tools to help you tell the story of Simmons.
From flyers and postcards to signage, social media and web communications, the Simmons University Marketing and Communications team can help make your project shine.
We use Wrike, a project management tool, to manage our work. Simmons students, faculty, and staff should submit projects to our team via the Wrike Request Form. If you are not a Simmons employee or student and need to make a request, please email [email protected].
How can we help?
Use our Wrike form to submit a request to the University Marketing and Communications Team.
Step 1
Select the area that best fits your request.
Step 2
Complete a short set of fields to provide the information we need to begin working on your request. Information required may include project name, deadline, stakeholders, key message, and deliverables. Simpler tasks, like minor web page updates, require less detail than larger projects like new printed brochures.
Step 3
Hit submit and you will receive an email confirmation. Someone from our team will reach out within 2–3 business days with an update on your project submission or to request more information, if needed.
Step 4
You will receive updates about your request. Reply to those emails with any questions, and we’ll add them to your request ticket and share with the assigned staff member.
Common Requests and Timelines
Please note that admission-related, recurring, and high-visibility projects may be prioritized over internal or one-off requests.
Turnaround times reflect typical timelines assuming complete materials, current capacity, and alignment with university priorities. They are estimates, not guarantees.
The University Communications Creative Services Team primarily undertakes projects for Undergraduate and Graduate Admission, and also produces logos and other branded items for groups across the University as needed. Most of our design projects for admission-related needs are on an annual schedule. We can take on some new projects during the year, but requests cannot overlap with existing projects. We are more likely to undertake projects that connect with external audiences, such as prospective students or alumnae/i.
In general, we are happy to provide branding and design input and advice for items such as event flyers and posters, syllabi and course materials, digital signage, and other one-off pieces, but cannot design these flyers. We do have a number branded of templates in Adobe Express available for use by the Simmons community.
We also work with outside graphic designers who we are happy to recommend, but any project costs would need to be covered by the requesting department.
The requestor of any service is responsible for providing the copy and information needed for the project. Completed or very clean copy up front and clear project objectives help speed up our processes immensely. We are able to provide light copyediting and proofreading as part of the project process, but the information and copy should come to us as clean and correct as possible. For certain limited, major projects, we can negotiate working with an internal writer or recommending an external writer as needed.
Services Available
New Logo
Required lead time: 1 week for a standard lockup, 3-4 weeks for a graphic
Request a new logo with the Simmons wordmark and your office or department or program name. The creation of new graphics and graphic logos is approached on a case-by-case basis, with student-facing and highly visible external logos given the most priority.
To access existing logos, please download them from merlin.simmons.edu.
Photography
Required lead time: We require at least 2 weeks advance notice for any photography requests
Photography requests are determined on a case-by-case basis. We do not have the ability to photograph events other than major University-wide events such as Commencement. If you have an idea for a classroom, lab, student activity, or other academic or extracurricular event, please let us know.
We hold 2 or 3 headshot days each semester, where staff or faculty can show up and have their headshot taken or updated. These days will be announced via the Brief and typically take place early-to-mid semester.
To view and download existing photography, please visit merlin.simmons.edu.
QR Code
Required lead time: N/A, self service
We recommend you use the QR code creator that is available through Adobe Express. You can sign into Adobe Express using the following process:
- Choose “Continue with Email” to sign in. Do not use the “Continue with Google” option, even if it pops up in the upper-right hand corner.
- On the email sign-in screen, enter your Simmons email address to login and then select “Company or School Account,” sign-in on the Simmons login screen, and then select “NERCOMP - SIMMONS UNIVERSITY” (not the“Simmons University” option).
- This will give you access to the Premium version of Adobe Express and access to the QR code generator. Please email [email protected] with any questions.
Brand/Design Approval
Required lead time: 2 weeks
Please plan to request design approvals at least two weeks before your deadline to allow time to make changes or revisions if required. Any design or communication projects that are high profile or that have a large audience or distribution should involve University Communications from the start of the project.
Single Sheet
Required lead time: 2-3 weeks, including printing time
Request a postcard, flyer, or other small design card or sheet.
Booklet (print or digital PDF)
Required lead time: A minimum of 6 weeks for a small booklet, including printing time; for larger projects, a project plan and timeline must be created
Request a booklet, either printed or PDF.
Signage
Required lead time: Signage that comes to us in a complete state is posted within 48-72 hours of being received.
Request that we post digital signage or request a physically printed sign.
To create digital signage, please use the Digital Signage Templates in Adobe Express and send your signage via our request form.
Advertising
Required lead time: At least 6 weeks advance notice for campaign refreshes and 12 weeks advance notice for new campaigns
Request an advertisement either in print or a digital space. Requests must align with the University’s strategic priorities in a significant way.
Misc (Banners, Table Skirts, Swag, etc.)
Required lead time: 3-4 weeks turnaround time, including printing time
Request a design item that doesn’t fit under the other categories.
The Web Team provides a variety of ongoing services to maintain the simmons.edu website and related web presences. Larger projects, such as the launch of a new program or a significant reorganization of an office or department must be worked into the web team’s existing project schedule.
The requestor of any service is responsible for providing the copy and information needed for the project. Completed or very clean copy up front and clear project objectives help speed up our processes immensely. We are able to provide light copyediting and proofreading as part of the project process, but the information and copy should come to us as clean and correct as possible. For certain limited, major projects, we can negotiate working with an internal writer or recommending an external writer as needed.
Services Available
Update Existing Page
Required lead time: At least 2 business days
Request to update an existing web page.
New Event Page
Required lead time: At least 2 business days
Request a new event page on the Simmons website. Events submitted to The Brief are automatically sent to the web team for consideration as an event page on the site.
News Story
Required lead time: At least 2 business days when submitted by the editorial team, at least one week when submitted from outside the editorial team. Exceptions can be made for urgent stories.
Request a new story to be added to Simmons news. This requires a complete story and at least one feature image. If you do not have a complete story, you are encouraged to submit your news story idea to the editorial team.
Update Faculty Profile
Required lead time: At least 3 business days
Request to update a faculty profile on our website.
Update Staff Profile
Required lead time: At least 3 business days
Request to update a staff profile on our website.
New Academic Program Page
Required lead time: At least 3 business days
Request to create a new academic program page. These requests will take longer if the program has not gone through the vetting process.
New Page
Required lead time: At least 5 business days.
Request a new web page to be added to the site. This will trigger a review of the new content for prioritization and placement.
The University Marketing and Communications team provides communications and promotional support for institutional and public-facing events in alignment with Simmons’ brand and strategic priorities. Coordination of event logistics, planning, registration, and AV and vendor coordination are the responsibility of the sponsoring department (with support from other offices, such as the Office of Conferences and Special Events, Technology, etc.).
To guide our event support levels, we have created a tiering system for events, based on their visibility, impact, and audience. See below for a full chart.
Lead time required based on event tier:
- Tier 1: 8+ weeks
- Tier 2: 4–6 weeks
- Tier 3: 3–4 weeks
- Tier 4: Submit for web event listing only (minimum 2 weeks notice)
Submitting and Sharing Event Details
Required lead time: 2 weeks before the event
In order to be included on the website event listing, events must be hosted by the University or a department of the University, or hosted by the Colleges of the Fenway and open to the Simmons community. Displaying a variety of events throughout the University website will highlight our commitment to a diverse, thriving campus community.
When to submit an event
Event details should be submitted to University Marketing and Communications for inclusion on the site at least two weeks prior to the event. This allows time for building the page as well as time for audiences to see the page either by visiting the event listing page or by being directed to the page via a newsletter.
Sharing events in newsletters
Newsletters should provide a bit of information about the event (i.e., title, date, speaker name), and then link to the event detail page. This will help keep newsletters shorter and easier to scan, and also help to ensure that the reader is getting the correct information since the webpage can be modified should something about the event change where a newsletter cannot.
Digital Signage
Required lead time: Signage that comes to us in a complete state is posted within 48-72 hours of being received. In limited instances for high-visibility events, we will help create signage, in which case please allow 2 weeks for signage to be created.
To create digital signage, please use the Digital Signage Templates in Adobe Express and submit a request (add link).
Printed Event Materials
Required lead time: 4 weeks before the event; longer for more complex projects or swag items
Flyer, PowerPoint and Google Slides, and poster templates are available to use for your event. For more information about these templates, please visit the brand hub.
All materials for events hosted by a Simmons department or office should be properly branded. All merchandise purchases require the approval of University Communications and will require proof of approval for submission of expense reports.
News Story & Social Media Coverage
Required lead time: 4 weeks before the event
The Marketing and Communications team will prioritize coverage of major institutional events that align with the University’s strategic goals and key initiatives. Coverage of these events typically includes a story published on Simmons News and promotional or recap content on relevant University social media channels. Coverage of other events is at the discretion of the Marketing and Communications team and may depend on factors such as the event’s content and audience, timing within the academic calendar, alignment with strategic priorities, and staff availability. Event organizers are encouraged to share details in advance, understanding that coverage is not guaranteed but will be evaluated based on overall strategic alignment and resources.
Event Photography
Required lead time: 2-3 weeks before the event
We only cover a select number of major events, such as Move-In and Commencement. Coverage for other events is determined at the discretion of University Marketing and Communications, particularly for evening and weekend commitments.
For other events, we are happy to provide the contact for photography vendors who we have worked with and recommend and/or loan a camera for use by the event organizers. Oftentimes, cellphone photos work well for coverage to be sent to event attendees or for use primarily on social media.
Please see the Image Consent section below for more information on image consent for event photography.
Image Consent for Events
For event photography, all Simmons events where photography occurs should have a Notice of Photography Disclaimer, either in a program, sign, or other event communication – ideally in all three locations. Any signage should also include the hosting department’s contact information. When possible, it is still best practice to ask for people’s permission before photographing, and inform them that the photos may be posted on various Simmons University social media channels and potentially used on the website.
By attending this event, you enter an area where Simmons will be taking photography, audio, and video recordings. By entering the event premises, you consent to such recording media and its release, publication, or reproduction as it is used in conjunction with the representation and promotion of the University. Uses include but are not limited to the website, social media, advertising, printed materials, and other promotional purposes, either in print or electronics formats. All such recordings shall remain solely the property of Simmons University and event participants shall have no right or interest in them.
Post Event Support
If you'd like help sharing a recap, photo gallery, or highlights from your event, let us know. Not all events will receive post-event coverage, but we're happy to partner on elevating key moments—especially when there’s impact we can celebrate.
Categories of Events
Tier 1
- Select high-profile, institutional events that impact the entire University:
- Commencement
- Convocation
- Founder’s Day
- Friends and Family Day
- Move-In Day and Orientation
- Reunion
- Simmons Leadership Conference
Tier 2
- Select high-profile events that are smaller than Tier 1 and have less widespread impact, e.g., more specific to a single school or area, but still open to faculty, staff, and the public:
- Ifill Forum
- May Day
- SSW Veteran’s Day Program
Tier 3
- Admission informational events
- Admitted student events
- ASD
- DIVE
- Simmons Scholars Dinner
- Open Houses
- School or department-sponsored events that are open to faculty, staff, and the public
Tier 4
- Invited speaker lectures, panel discussions
- Allen Smith Visiting Scholar Keynote (SLIS)
- Dotson Lectureship
- School or department-sponsored events that are open to faculty, staff, and/or the public
- Student events that are open to faculty, staff, and/or the public
Tier 5
- School or department-sponsored events that are not open to faculty, staff, and/or the public
- Private events hosted by student organizations
| Event Category | Included on website | Included on Campus Groups platform |
|---|---|---|
| Tier 1 | X | |
| Tier 2 | X | |
| Tier 3 | X | |
| Tier 4 | X | |
| Tier 5 | X |
Marketing Support for Events
| Tier 1 | Tier 2 | Tier 3 | Tier 4 | Tier 5 | |
|---|---|---|---|---|---|
| News Story | X | X | |||
| Event Page on website | X | X | X | X | |
| Print brochure/poster | X | X | Case-by-case basis | ||
| Other branded materials (swag, print signage, etc.) | X | ||||
| Digital signage | X | X | X | ||
| Photography | X | ||||
| Videography | Case-by-case basis | ||||
| Social coverage/promotion | X | X | X | Case-by-case basis | |
| The Brief | X | X | X |
Questions? We are here to help!
Office of University Marketing and Communications
The University Marketing and Communications team provides support to the Simmons community through external and internal promotion; website, digital communications and social media strategy; public affairs and media and government relations assistance; branding and creative services; and internal communications.