The purpose of this document is to clarify current policies for print materials at Multnomah County Library. For support with Marketing and Communications projects please review the following documents and resources.
How to get help from Marketing and Communications
If you don’t find what you need in the above links, you can email library-marcom@multco.us
Print materials that are for systemwide projects or projects that take place at more than one location must be created by Marketing and Communications.
MCL has brand standards that include accessibility standards, plain language standards, and visual guidelines that are used to create visual communications. Internalizing and implementing these standards are part of the trade of graphic design. This is an important distinction because something can be pleasing to look at, but fall short of our responsibility to patrons who have low-vision, neurodivergence, or language barriers, to name a few of the communities we take into consideration.
Translation of marketing materials must be completed by translation editors.
Fluency is not sufficient to edit materials. Following a set of established translation processes, MCL has Style Guides in all of our service languages to ensure clarity for patrons whose preferred language is not English. Due to the complexity of translating library terminology, editors are trained in consistent terminology that will ensure clarity for library patrons.
Materials for programs funded by The Library Foundation are required to be created by Marcom.
Flyers for Library Foundation projects, Summer Reading, Everybody Reads, Dia de los ninos/Dia de los libros, etc. must be created by Marketing. It is stated in all funding agreements with the Library Foundation that all marketing materials be created by Marketing. Marketing and Communications is the only team that may create materials with the Library Foundation logo. The Summer Reading team works with an outside designer annually and Marketing reviews their design work.
Promotional materials for events, programs, services that have an outside sponsor must be created or reviewed by Marcom.
When we enter into an agreement with an organization outside of MCL that requires promotional materials, Marketing must either design or review those materials even if it is only happening at one location. We must ensure brand standards are met when working with outside partners.
New print materials take 2-6 weeks.
There are multiple steps in ensuring brand guidelines are met. This includes adherence to visual brand guidelines, editing, translation, and printing. We work with all teams at the library and field roughly 1000 Marketing Work Requests per year, so our designers are typically working on multiple projects at a time. Please plan accordingly. *Note: Marcom’s current priorities are culturally-specific programs and services and support for bond projects.
Updates to preexisting materials are typically much faster.
When an update is needed to preexisting materials the turnaround time is 1-2 weeks.
Templates and ready to print materials are available and require no collaboration with Marketing and Communications.
Marcom has made many templates and ready to print materials available on the Commons. If you require something specific, the Marketing Work request is available.
Flyer Guidelines
Do not make flyers for sponsored events. They must be ordered from marketing. This policy exists because there are often strict terms and requirements when an outside group provides funding or support to a program.
Do not make flyers for events happening at more than one location. Order them from marketing.
Check that there is not an existing systemwide flyer. Ask Andrew Hock (link sends e-mail) in marketing if you are not sure.
Premade flyers for many events are already available for use at your location.
Use the flyer templates for other events, except in rare instances when these won't work. Follow the rules in the Flyer Style Guide.
You can also print a customized events flyer directly from the website.
More is not always better. The ability to create marketing materials at your location should be used judiciously. Simply creating and placing another flyer up around your location might not be the best way to achieve your goals. Ask yourself: Does this create a real benefit to our patrons? Or is it creating more clutter? Can we achieve this same goal by a quality customer service interaction? Can I print out a list of upcoming events of interest to a particular patron? Am I able to create a solid, professional-looking flyer?
Marketing and Communications has set a limit of 70 words for these items:
- flyers
- postcards
This is a firm limit that keeps our materials professional looking and easy to read. The word limit does not include title, sponsors, dates or locations. If you have lots of sponsors or several locations to list, please use even fewer words.
Please refer to the Location Standards of Excellence (link is external) for additional guidelines.
FAQ
Why is Marcom changing these policies?
These policies have been in effect for many years; there is not actually any change to print policy. This document is meant to collect multiple policies into one place for easy access and review.
My program, event, or service needs print materials with a short turnaround time, can I do them myself?
No, there are templates available on the Commons that are the preferred design for individual location events.
My program, event, or service is an event connected to a systemwide project but it is one event happening at my location. Can I do the print materials myself?
No, a systemwide project has print materials available to you, e.g. Everybody Reads. If you require something different, please use the templates available on the Commons or send in a Marketing Work Request.
I am very skilled at design and would like to create print materials for a library service because I find the current print materials insufficient. Can I write and design something for my team?
No, our designers work very closely with subject matter experts to ensure accuracy and consistency. They adhere to guidelines for low-vision, neurodivergent communities, low-literacy individuals, and more. If you find a print piece insufficient for your needs, you may put in a Marketing Work Request or email Marcom to determine if there are pre existing materials available.
Can I design something if I don’t find the design culturally relevant for my community?
No, you can work with the Marcom team to propose new materials or new elements that will work for your community. We have resources to create materials that are culturally relevant in-house and a budget to engage with outside designers when needed.
Can I design something that is for my location that is adjacent to library services but has a different purpose (cultural celebration, book list, educational but not library service-specific)?
Yes! Some of the best and most interesting displays at libraries teach patrons new information or share things of cultural significance and show the creativity of library location staff.