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Guidelines for Submitting Promotional Items

INFORMATION AND GUIDELINES FOR SUBMITTING PROMOTIONAL BROCHURES,  EVENT FLYERS AND ANNOUNCEMENTS
FOR INCLUSION IN THE WORKBOOK SUPPLEMENT OR WELCOME PACKET

  1. What if our agency has a non-business item, such as a promotional brochure, announcement, event flyer, etc., that we would like distributed to annual conference delegates?
    Agencies related to the Florida Annual Conference may submit non-business items to be included in the Workbook Supplement with printing costs billed to the submitting party. All non-business items are subject to approval by the conference office.  Non-business items printed in the Workbook Supplement are assigned a page number, three-hole drilled and shrink-wrapped so they can easily be inserted into the delegate's three-ring binder that contains all their printed materials and reports for annual conference.  Because of the coordination of printed materials involved to accomplish this, you will need to work with our printer in Lakeland, Custom Print.  When you call Custom Print to get a price quote, please tell them that your brochure (flyer, etc.) is for the Florida Annual Conference Workbook Supplement.  He will work with us on all matters related to your print job, including getting pre-approval from us before proceeding with the actual printing.
  2. What costs are involved to print a non-business item in the Workbook Supplement?
    You will be billed directly by our printer in Lakeland for actual printing costs for non-business items included in the Workbook Supplement. This cost will vary depending on the type of print job you require.  (For a camera-ready, black ink, one page print job to go in the Workbook Supplement, the cost will be $125.)  We request that you work directly with our printer, John Lusby, and his graphic arts designer, Lorri Sampson, of Custom Print Shop, Inc., 1017 South Combee Rd. Lakeland, FL 33801, (863) 668-5692 or Fax (863) 668-5302.  Their email address is cprint@gate.net and their website address is http://www.weprintforflorida.com. It will be a business transaction between you and Custom Print.
  3. What is the deadline to include a non-business item in the Annual Conference Workbook Supplement?
    The print deadline will depend on the individual job, however, for camera-ready, black ink print jobs, the print deadline is May 1, 2006. Please contact the printer directly to determine the time needed to complete your specific job. 
  4. What if our agency already has a printed brochure or flyer that we would like distributed to annual conference delegates or we want to do our own printing?
    Agencies related to the Florida Annual Conference may submit a printed brochure to be inserted as a "loose" item in the delegates' Welcome Packet.  Since all items are subject to approval by the conference office for submission in the delegates' Welcome Packet, it is recommended you get pre-approval of your item before you have it printed and shipped to us.  You can do this by faxing a sample copy of the proposed item to Marlene McCollum at 863-680-1912 or mail it to:  Florida United Methodist Conference, ATTN:  Marlene McCollum, P.O. Box 3767, Lakeland, FL 33802.
  5. Are there costs involved to insert a loose item in the delegates' Welcome Packet?
    There is a $125 insert fee for each loose item inserted in the Welcome Packet.  However, if your brochure (flyer, insert, etc.) is received here by Friday, May 13, and is in an 8 ½ by 11 inch format so that it may be collated, three-hole drilled and incorporated into the Workbook Supplement, we can reduce the insert fee to $50.  For more information, please contact Marlene McCollum at mmccollum@flumc.org, 1-800-282-8011, Ext. 120, or email ACQuestions@flumc.org.
  6. Why is there a $125 insert fee to include a non-business item in the Welcome Packet if our agency provides the item?
    There are several reasons for the insert fee:
    a. To recoup the expense of paying outside personnel to transport materials from the conference office to the location where the packets are stuffed, usually the campus of Florida Southern College.  In addition, we pay outside personnel to help stuff the packets, since the packets must be put together within one to two days and each additional item to be inserted adds time to the packet stuffing.
    b. To encourage agencies to use the other avenues provided by the annual conference whenever possible (Workbook and Workbook Supplement) to cut down on the individual items that need to be stuffed.
    c. Some agencies use the Welcome Packet as a means of advertising or promoting their event. The $125 insert fee breaks down to approximately 5.5 cents per item to distribute to approximately 2,200 persons, which is a relatively inexpensive means of promotion.
    d. Monies received from the packet insert fee are deposited back into the annual conference budget which helps defray the overall administrative costs of annual conference.
  7. When and where should we send our brochures, etc., if we plan to have them inserted as a loose item in the Welcome Packet?
    We need to receive your materials in the conference office between Monday, May 1, 2006 and no later than Friday, May 19, 2006.  Please do not ship them to us before May 1; we do not have a place to store them prior to this date.  Items should be mailed in quantities of 2,200 to:  Florida United Methodist Conference Office, ATTN:  Marlene McCollum, 1140 East McDonald Street, Lakeland, FL 33801.  Since all items are subject to approval by the conference office for inclusion in the Welcome Packet, it is recommended you get pre-approval of your item before you have it printed and shipped to us.  You can do this by faxing a sample copy of the proposed item to Marlene McCollum at 863-680-1912. We are not responsible for items that arrive late (after the Welcome Packets have been stuffed), items that have not been pre-approved for inclusion, or if there is a shortage in quantity (2,200).
  8. What if our agency is not directly related to the Florida Annual Conference but we would like to participate in the Florida Annual Conference Event? 
     It is possible for your agency to participate by becoming a Florida Annual Conference Event sponsor.  For more information about becoming a sponsor or to receive an event sponsorship brochure please contact Cindy Aplin, Florida United Methodist Conference; telephone 1-800-282-8011, Ext.118; or email her at caplin@flumc.org or ACQuestions@flumc.org.
  9. Still have questions?
    Please email your question(s) to ACQuestions@flumc.org.

Click here for a pdf copy of Guidelines.