Promotional items are intended to be used at various events – those hosted by the college and community events – to raise awareness and promote GTC or specific programs to prospective students, community members and special groups. All promotional items must be branded and approved by the Marketing and Communications Department (MarCom). This will ensure that the college brand is being consistently represented both internally and externally.
MarCom will work with you to provide existing items or create a specific item that meets college brand standards within your budget and timeframe. There are two options for acquiring items: request existing promotional items from inventory or create new promotional items to fit your needs and budget. Below are guidelines regarding promotional items available through MarCom and how to place orders.
The Marketing and Communications Department maintains a limited inventory of branded items available in smaller quantities for events that will reach prospective students, parents or other influencers.
MarCom’s inventory is available to provide items for one-off occasions (i.e., recruiting events, school visits, small visiting groups, etc.). We keep inventory based on anticipated needs and cannot give items out freely.
PLEASE NOTE: For any of the following, your department/division may purchase promotional items and print collateral directly from a vendor. We can assist you with finding a vendor and selecting and designing items. This process requires a longer lead time, so Marketing Requests should be sent at least two months in advance. Please refer to Option B for information on ordering custom items.
To request items from MarCom’s inventory, submit a Marketing Request Ticket at least two weeks prior to your deadline detailing the date of your event, target audience, type of items and quantity requested. Promo item requests are reviewed and fulfilled weekly.
Inventory is segmented into a tiered system with five types of items available.
High-end giveaway items are reserved for special events and programs, such as dignitary visits, corporate visits and speaker gifts. Possible items may include coffee mugs, tumblers, notebooks and canvas tote bags. You may request a total of 10-15 high-end items for qualifying events.
Standard giveaway items are designed to be used at college recruiting events to give to prospects and used as incentives (i.e., door prizes). Possible items may include pens, notebooks, drawstring bags, carabiners, sunglasses, lanyards, water bottles, etc. You may request up to a total of 200 standard items for qualifying events.
Community event giveaway items should be used when the college is sponsoring an event where we will have a table to hand out items and information to attendees. These are low-cost, smaller items such as stickers, tattoos, frisbee fans, wristbands, hand sanitizers, lip balm, pens, etc. You may request up to a total of 500 community event items for qualifying events.
Pop-up banners and tablecloths are available to borrow through MarCom’s reservation system. These items are reserved on a first-come, first-served basis. Please check with your dean or department head before reserving items. Most schools and programs keep their own tablecloths and pop-up banners for events.
Print collateral is available to distribute general GTC information. MarCom has the following items available in limited quantities.
MarCom can work with you to select and design branded items to use at your event or project or for internal events (current students, faculty/staff, employees). Keep in mind that the process for item selection, design approval, order processing and shipping can take between six to twelve (6 – 12) weeks, depending on the vendor and items ordered.
Allow ample time before your deadline for this process. We suggest you begin the process with the MarCom department at least two months before your event. Written approval from your VP is required before the purchase of any promotional items.
When selecting promotional items for your program or event, remember your audience, the type of event and how the items will be used and distributed. Consider items that are accessible to and usable by people with different abilities and that represent GTC and our commitment to learning, innovation, excellence, diversity and community.
If you would like assistance identifying items, submit a Marketing Request and provide information about the type of event, who will be in attendance, the quantity needed and the budget available.
Once you select your item(s), MarCom can provide logo files and work with the vendor to ensure proper fit in the specified imprint area. Oftentimes, the imprint area is very small, and adjustments need to be made to ensure the logo is legible on the final product. Only certain items have a large enough imprint area to include your school or program logo and additional information.
If space allows, departments/programs can use a “lock-up” version of the GTC logo (GTC primary logo + school/program name).
If you need print collateral designed for your event, such as a flier or handout, please submit a Marketing Request Ticket providing the details. Once designed and approved, these may be printed at the GTC print shop or using an outside vendor.
You will receive invoices from the vendor for direct payment. In almost every case, you will be able to pay for your purchase with an office p-card. Please pay invoices on time. In some instances, late and non-payments cause our vendors to restrict future orders for other departments.
If you have a vendor who has produced items for you previously, you can use that vendor to order more items. You are required to request a new proof from the vendor and submit that to MarCom for approval before production.