Communications Help Hub

Book a meeting 4–6 weeks before you want to open the grant. We’ll bring our campaign checklist to identify deliverables, messaging, audience, and a timeline.

What we’ll need from you will vary with each grant, but after this meeting we’ll generally ask for the following:

• Final edits to your grant guidelines and workshop schedule in a Word document 1 week* before launch (note: if possible, please don’t schedule your first workshop less than 2 weeks after grant launch).
• 1–2 examples of past grant recipients, with an image, to feature in promotions.
• Your application finalized and live on Soapbox.

We’ll send the updated guidelines to you within 3–4 days of receiving your edits and workshops. After edits are done, you’ll need to approve the guidelines page and let us know when your application is ready. We’ll then add a live Apply button to the guidelines—the grant is open!

*In order to guarantee that we can post your grant on time, this content deadline is firm. Text received less than a week before the planned launch date may not post by that date. If this happens, we’ll work with you to adjust the project timeline.

Book a meeting 4–6 weeks before you want to open the call. We’ll bring our campaign checklist to identify deliverables, messaging strategy, audience, and a timeline. What we’ll need from you will vary with each call, but after this meeting we’ll generally ask for the following:

• Final text for your call in a Word document 1 week* before launch.
• An image to use in promotions.
• Your application finalized and live on Soapbox.

We’ll send a draft of the call to you within 3–4 days of receiving the final text. After edits are done, you’ll need to approve the guidelines page and let us know when your application is ready. We’ll then add a live Apply button to the guidelines—the call is open!

*In order to guarantee that we can post your call on time, this content deadline is firm. Text received less than a week before the planned launch date may not post by that date. If this happens, we’ll work with you to adjust the project timeline.

For best support of new initiatives, book a meeting at least 3 months ahead of time. Please share as much as possible about your project scope, intended audience, and what support you would like to see from the Communications team. If you do not have a clear idea of what support you need, we’ll lead a brainstorming session and follow up with a campaign proposal and project timeline.

Our baseline promotions for 4Culture events includes the following:

• Facebook event with a $50 targeted boost, linked to Eventbrite if RSVPs are required.
• 1 post on our Instagram main feed, and weekly Stories posts; weekly posts on Twitter.
• Inclusion in all enewsletters going out before the event and a targeted email invite.
• Image on the 4culture.org homepage.

If together we determine that this will meet your needs for the event, all content—text description and a high quality image—is required one month* ahead of time.

If the event requires a broader scope of promotions—advertising, print materials, press, etc.—please book a meeting with Communications at least 3 months in advance of the event. We’ll lead a strategy session, and bring our communications checklist to identify deliverables, messaging, audience, and a timeline.

*In order to sufficiently promote events, this content deadline is firm. We cannot guarantee promotion of your event if we receive incomplete content or if you send it less than a month ahead of the event. If this happens, we’ll work with you to adjust the project timeline.

Book a meeting to discuss the page—if it has a deadline, please book at least 3 months in advance. If not, please meet with us as early as possible. We’ll send you a series of basic questions about your page idea; please answer them ahead of time and bring that to the meeting. We’ll them discuss the project as a team and create a proposal within 2–3 weeks.

The main goals of our website are to make our resources as accessible as possible and to empower visitors to use them. All new web projects will be evaluated according to this framework, and in terms of our team resources. Creating new web pages can be a lengthy process—it usually requires stakeholder input, user testing, and extensive content development. Get Communications involved as soon as you can!

In 2019, we transitioned from having an in-house designer to working with a contract, part-time designer. To start a design project, contact Christina as early as possible—she will work with you and our contract designer to define a project scope and timeline.