University policy regarding “essential” printing reflects Brown’s digital-first approach to marketing and communications, aligned with user trends, communications best practices, and sustainability goals. Before you print, it is important to consider whether or not there is a digital solution that can meet your marketing or communications needs. Digital solutions are generally more cost effective, easier to measure, and better for the environment.

“Essential” print projects as defined by University policy are communications that meet one or more of the following criteria and cost more than $3,000 to produce: 

1. a print format is necessary to meet compliance requirements, accessibility standards, health and safety protocols, and/or any other regulatory requirement that, if not met, would put the University at legal risk;
2. a digital-only approach would result in a diminished user experience; and/or
3. a digital-only approach would result in the inability to reach certain audience segments and may adversely affect participation rates, fundraising goals, and/or general awareness of University programs.

If a print project costs $3,000 or more to produce and doesn’t meet one of the “essential” criteria, it should not be printed and digital solutions should be considered instead.

Examples of typical print projects that cost $3,000 or more to produce, and therefore are subject to the University’s External Print Vendor Policy (if they are deemed essential), are as follows:

• Brochures
• Booklets
• Catalogs
• Envelopes
• Folders
• Kitting and Fulfillment/First-class mailings/direct mail
• Maps
• Postcards
• Reports that require binding services

A print job can be produced by a quick-print copy shop outside of the program if it costs less than $3,000 even if it meets one or more of the “essential” print criteria. University policy regarding “essential” printing reflects Brown’s digital-first approach to marketing and communications, aligned with user trends, communications best practices and sustainability goals. Before you print, it is important to consider whether or not there is a digital solution that can meet your marketing or communications needs. Digital solutions are generally more cost-effective, easier to measure, and better for the environment.

External printers use specialized equipment as needed, and typically require turnaround times that can range from days to weeks depending on the complexity of the project. It is strongly recommended that you receive multiple quotes from the pool of approved vendors to ensure the best price and plan ahead. 

Yes. Brown University faculty and staff in need of business cards should order directly from approved external print vendor Allegra Print & Imaging through the password-protected website. Stationery, as well as University diplomas and other official academic certificates of completion, are provided by the Office of University Communications at no additional cost to you. To order, submit your request online.

“Quick-print” projects that cost less than $3,000 do not have to be routed through an approved print vendor, though you may still choose to do so depending on the nature of the job. These types of projects tend to be smaller in quantity — e.g., flyers, posters, labels, note cards, table tents, name tags, class handouts, syllabi, etc. — and can be produced through a local or online retail copy shop. Please note that some quick-print jobs may meet the “essential” print criteria noted above (e.g., a small run of posters could be printed to meet a compliance requirement), but do not have to route through an approved vendor if the cost is less than $3,000.

Find a local business to meet your quick-print needs

There are also a few types of specialized print projects that require a separate contract process due to the volume and cost of the project and do not have to be produced by an approved external print vendor. Magazines, direct mail, and database-driven mailings requiring variable data are managed directly by the Brown department, office or unit in collaboration with Strategic Procurement and Contracts (SPC).

All of Brown’s approved printer vendors will answer questions, provide samples for review, and help you choose the best options for your project and budget. It is important to plan ahead and give yourself and the printer time to work together toward the best print solution and price. You can also contact the Office of University Communications at marketing_communications@brown.edu with print-related questions.

To receive a price quote for your print job, email the printer with the details of your request (print specifications, timing, budget considerations, etc.) and follow up with a phone call. Quotes are typically turned around within 24 hours. Be sure to establish the delivery date of your project with the vendor at the outset when you ask for a print quote.

A typical print project has several key phases: 

• Request a print estimate from multiple vendors. A print estimate, or quote, defines the scope of the project (timeline, materials, quantity, size, etc.) and the cost. Requesting an estimate from multiple vendors will ensure the best price.
• Send the print vendor the final files. Print vendors typically accept a variety of file types, but the preferred finished file is PDF. Confirm the desired deliverable date again to ensure that the printer can meet your schedule.
• Review the print proof. The printer will send you a print proof to ensure that the content and color are accurate. Review it carefully and revise as needed. Note that changes can incur fees (see the question about AAs and PEs).
• Approve the final proof. Confirm again the delivery date and method of delivery at this time.
• The project moves into production. Typically, delivery of your job occurs 1-2 weeks after the approval of the printer’s proof, depending on the complexity of the job. 
• The project is delivered.
• Vendor submits an invoice for payment.
• Submit payment to the vendor via Workday.

Depending on the complexity of the job, print vendors typically turn around proofs (a sample of how your print product will look after it has been printed) within 24-48 hours. A typical proof will be delivered in a PDF format. For catalogs, perfect-bound books, or any project with a large quantity or intense colors, you may also opt to review a content proof for position and pagination and a contract proof to ensure accurate color.

Typically, delivery of your job occurs 1-2 weeks after the approval of the printer’s proof, depending on the complexity of the job. Be sure to establish the delivery date of your project with the vendor at the outset when you ask for a print quote.

If you request a print job in an unusually short timeframe, it will be considered a “rush job” and you will incur extra fees. Planning ahead is the best way to avoid unnecessary rush fees.

Brown policy prohibits using non-approved print vendors unless the print job costs less than $3,000. If a print job costs less than $3,000, you can use a print vendor outside of the External Print Vendor Program. If the print job meets one or more of the following criteria and costs more than $3,000 to produce it must be produced by an approved vendor: 

1. a print format is necessary to meet compliance requirements, accessibility standards, health and safety protocols, and/or any other regulatory requirement that, if not met, would put the University at legal risk;
2. a digital-only approach would result in a diminished user experience; and/or
3. a digital-only approach would result in the inability to reach certain audience segments and may adversely affect participation rates, fundraising goals, and/or general awareness of University programs.

Print vendors typically accept a variety of file types, but the preferred finished file is PDF. The vendor may also request native design files. Files that require significant changes by the vendor will incur fees.

AAs are “Author’s Alterations.” This means that you have made changes to your file after sending it to the printer and will incur extra charges. PEs are “Printer’s Errors” on the proof. This means that the printer takes responsibility for the changes and you will not be charged for the revisions.

Aligned with the regular University process for processing payments, the print vendor will send your office an invoice through Workday, where you will select the appropriate spend category for print. Quick-print jobs produced at local copy shops can be paid via a Brown Purchasing Card and also require a print-related spend category.

All external print vendors in the program are registered as Brown University Suppliers and have signed Participation Agreements with the University. Print projects that cost $3,000 or more must follow the University’s Purchase Order requirements, but do not require a Professional Services Agreement. The University’s Delegations of Signature Authority for Contracts applies. 

If you are not satisfied with an approved print vendor, you should contact the vendor directly to resolve the problem. If you need additional guidance or have concerns about a repeated issue, contact the Office of University Communications at marketing_communications@brown.edu.

Yes. Some of the approved printers handle first-class, nonprofit, and matched mailings. See the description of services in the Approved External Print Vendor section to identify the right vendor for your needs.

Contact the Office of University Communications at marketing_communications@brown.edu to explore the possibility of adding a print vendor to the program. 

Please note: Vendors will not be added on a per-project basis, and Brown is not obligated to process payments to non-approved print vendors. Therefore, plan accordingly to use approved vendors while requests to add other vendors are being reviewed (reviewing requests and developing University agreements with new vendors takes time).