Marketing Request SOP

Purpose

This SOP outlines the standardized process for submitting, reviewing, approving, and fulfilling marketing requests within Dining Services. The goal is to ensure clear communication, accurate project scoping, timely delivery, and efficient collaboration with our external marketing partner, A&P Marketing.

Scope

This process applies to all marketing-related requests, including but not limited to:

• Advertisements
• Signage
• Campaigns
• Uniforms and Nametags
• Other Visual or Promotional Material

Roles & Responsibilities

Dining Services Marketing Liaison

• Serves as the single point of contact between the department and the marketing team.
• Reviews all requests for completeness and accuracy before submission.
• Coordinates communication, feedback, and approvals.
• Provides status updates as needed.

Dining Services Employee (Requestor)

• Submits a complete and accurate request.
• Responds promptly to clarification questions or review requests.
• Participates in review and approval when included.

A&P Marketing

• Reviews submitted requests.
• Requests clarification if needed.
• Produces designs and recommendations.
• Manages production, delivery, and (when applicable) installation.

Request Submission Process

1. Submit Request to the Marketing Liaison

   All marketing requests must be submitted directly to the marketing liason. Requests sent directly to the marketing team will be redirected back through the proper channels.

2. Request Review

   The marketing liason will review the request to ensure all required details are included (e.g., scope, deadline, audience, specifications).

3. Submission to Marketing

   Once the request is complete, the marketing liason will submit it to the marketing team via email and include all project stakeholders.

Communication Guidelines

• All project-related communication will take place within the original email thread.
• A&P Marketing may ask follow-up questions or request clarification as needed.
• Once sufficient information is received, A&P Marketing will confirm that the request has been received and will be processed by the stated deadline.
• No additional stakeholders will be added to the project without coordination through the marketing liason.

Review & Approval Process

• Only stakeholders included on the original request thread will participate in the review process.
• Feedback should be consolidated and provided promptly to avoid delays.
• A&P Marketing will provide expert recommendations during review.
• A&P Marketing will provide final approval and initiate the process of ordering and production.

Production & Delivery

• Once feedback and final approval has been established, the order will be placed by A&P Marketing.
• Finished products will be delivered directly to the designated recipient.

Installation & Maintenance

• Installation responsibility will be determined based on:
  
  • Project Complexity
  • Required Expertise
  • A&P Marketing Availability
• Installation and/or ongoing maintenance may be:
  
  • Completed by A&P Marketing
  • Assigned to a Third-Party Vendor

The marketing liason will coodinate and communicate installation plans and any associated costs in advance.

Additional Notes

• Changes requested after final approval may impact timelines and costs.
• Rush requests may not be accommodated and are subject to availability.
• Clear, complete requests help ensure faster turnaround and higher-quality results.