Skip to content

University of Rochester

Facebook page opens in new window Instagram page opens in new window Linkedin page opens in new window YouTube page opens in new window

Eastman School of Music

About
Admissions
Faculty
Academics
Divisions
Student Life
- Residential Life
- Student Activities
Events

VISIT
APPLY
GIVE

Visit-Apply-Give

Search:

Eastman Centennial Celebration

About
Admissions
Faculty
Academics
Divisions
Student Life
- Residential Life
- Student Activities
Events

Office of Communications Project Initiation Form

Step 1 of 13

7%

OFFICE OF COMMUNICATIONS

Project Initiation Form (PIF)

To request a project from Eastman's Office of Communications, please fill out and submit the form below. If you have questions, please call 585-274-1050.
PLEASE NOTE:
- Allow a minimum of 5 to 6 weeks to process your request. If printed materials are requested, add two more weeks. Social media requests can be made at any time.
- Please fill out one PIF for each project (can have multiple deliverables), ad (various sizes of same ad are ok, if they are going to same vendor) or photo request.
- If your project is due IN LESS THAN TWO WEEKS, please call the Communications Office at 4-1500 to verify if a RUSH status is possible.
- Note: If this is your first time completing this form, and you’d like assistance completing it or have any questions, please contact the Communications Office at 274-1050 and we will assist you.
Project Contact
Date of Request (Required)*
MM slash DD slash YYYY
Project Title (Required)*
Name and date of event in concise form (Example: WAR REQUIEM 3/6; PHILHARMONIA CONCERT 12/6)
Department Name (Required)*
Email (Required)*

Person responsible for project (receives email receipt).
Please include names and emails of other people that need to be included for review and sign-off.
Billing
Does your project have deliverables/media charges?
- Yes
- No
- Not Sure
Payment options (Required)*
- OP/FAO (For Med. Center printing)
- Will pick up and pay directly
- Send invoice to me
OP/FAO (required for Med. Center printing)
Project Budget (maximum)
We will get the best quote possible.
Quote required?
- Yes
- No
Project Information
Project Type (check all that apply) (Required)*
- Press Release
- Social Media
- Photography
- Videography
- Print Project
- Print and/or Digital Ad
- Web Slider and/or Digital Display
- Website Update
- Editorial Request (letter drafts, award text, memorials, etc.)
- Other
Other Project Type
Due Date (Required)*
This is the date you need the finished product in hand.
MM slash DD slash YYYY

Save and Continue Later

Press Release
Press releases are reserved for public events only; requests for internal ESM events will not be approved. All other requests are subject to the discretion of the Communications Office.
Date(s) of Event*
Name of Event (ex: Philharmonia Concert)*
Additional Information*
What is special about this concert or event?
- Specific concerts (i.e:. Eastman Philharmonia 12/9)
- Will there be a guest artist or alumni performing?
- Time, and location
- Program details/description
- Include links if applicable
Quotes
Please provide any quotes we can use. Include full name with title for each attributed quote.
Media
For press releases, high resolution (non-pixelated) photography is welcomed, but not required. (If no media is provided, Communications will select stock already on file.) Please include who is in the photo (students with names and class years, faculty members with titles) and where and when the photo was taken.
Upload Media 1 (.jpg, .png, .mov, .pdf)
Accepted file types: jpg, jpeg, png, gif.FileTitleCaptionDescription
Upload Media 2 (.jpg, .png, .mov, .pdf)
Accepted file types: jpg, jpeg, png, gif.FileTitleCaptionDescription
Upload Media 3 (.jpg, .png, .mov, .pdf)
Accepted file types: jpg, jpeg, png, gif.FileTitleCaptionDescription

Save and Continue Later

Social Media
NOTE: The timing and placement of social media posts is at the discretion of the Marketing and Communications Office. If more information is needed, someone from Communications will reach out to you directly.
Suggested text (please include any applicable details/links/etc. – the more information, the better!)*
Image File Upload
Drop files here or

Accepted file types: jpg, jpeg, png, gif, Max. file size: 128 MB.
Photo credits?
Is this time-sensitive?*
- Yes
- No

Save and Continue Later

Photography Request
In-House

Photography requests for events during normal work hours (8:30 AM – 5 PM weekdays) are at the discretion of the Communications Office at no charge. Every photo request will be evaluated to verify if a paid freelancer must be used.

Freelance Photographers

We can hire photographers for any event, especially for events during off-hours and weekends. Charges vary by photographer and type of event (average 250+ per hr, including processing).

Please fill out information below for either request.
Type of photography*
- Event at ESM
- Event outside of ESM
- Posed / Portrait
- On location (other than communications studio)
- Group
Event*
Time & Location*
Budget (maximum)
Need Quote?
- Yes
- No
Pertinent information for photographer?
(ie: specific people need to be photographed, any restrictions, ideas to consider)

Save and Continue Later

Video Request
Video requests will be accommodated at the discretion of the Communications and TM&P departments.
Video Type or Topic*
- Event (i.e. Concert, Performance, or Rehearsal)
- General Topic (i.e. Interview or promotional video)
Event Title*
Event Time & Location*
Topic Title*
Describe vision and goals for video:*
ex: short video of live event for concert promotion; custom video production for Beal Institute; alumni testimonials
Other video requests?
ex: editing, intro/outro, special effects, other than filming. Please describe what you need.
Pertinent information for videographer?
ex: specific people to be filmed, restrictions, specifications (final bows, close-ups of soloists or other musicians)
Who else needs to sign off on this video project?*
Insert individual colleagues names here (or write n/a)

Save and Continue Later

Print Project
Description of printed piece(s)
More than one may be selected. Fill out technical specifications below. Design/layout notes section will follow.
- Invitation 1-sided
- Invitation 2-sided
- Postcard 1-sided
- Postcard 2-sided
- Poster (1-sided only)
- Flyer letter size 1-sided
- Flyer letter size 2-sided
- Brochure (multiple pages)
- Tri-fold or other folded brochure
- Folder (2 pockets)
- Folder (1 pocket)
- Other
Poster Size
Final size of poster. Width x Height (in inches). What is Bleed?
- Theatre Case (32.25 x 53)
- Oval Lobby (18 x 24)
- Easel Poster (24 x 36)
- 11 x 17 (with bleed*) Vertical or Horizontal
- 11 x 17 (without bleed for in-house printing)
- Other (add size below)
Finished size (W x H) for each item selected
Specifications and details
Please state for each item: full color or b/w; if you need a self-mailer with indicia; what type of paper you prefer (gloss/dull), type of paper (card or text stock); if you know weight (100lb/80lb/etc.); if you want it folded; if you need an envelope and its specifications; any additional information you can include.
Number of pages for each item selected
Pages added to brochure are in 4-page increments. (ex: 4p, 8p, 12p, etc.)
Print quantity of each item selected

Save and Continue Later

Please select all needed
- Print Ad
- Digital Ad
- Other
Ad Specification Note
Please refer to the publication's media kit for all ad specifications. If not available, you must ask sales representative to provide this information.
Other kind of advertisement
Please include type, size, color, and any other specifications we will need in order to complete the artwork.
Print Ad
Name of Publication
Color (Required)
- CMYK (Color)
- Black and White
Ad Size (W x H)*
Does it need bleed?*
If bleed is larger than .125 please note in "other". What is Bleed?
- Yes
- No
Trim Size of Publication (W x H size of page)
Delivery Instructions
Option 1: If submitting directly to the publication, include full contact name, phone number and email. Option 2: Send back to originator.
Digital Ad
Number of Ads
- One Ad
- Multiple Ads (same artwork)
Size (W x H pixels only)
Max. File Size (kb)
Max file size allowed (in kb)
Type
- Static
- Gif (animated)
Multiple ad sizes using same design
Please list size in pixels, size of file (if Gif), and if it is static or Gif for each ad.
Delivery Instructions
Option 1: If submitting directly to the publication, include full contact name, phone number and email. Option 2: Send back to originator.

Save and Continue Later

Web or Digital Display Slide
Where will it be placed? (website, display location, venue)
What size?
- Digital display at Eastman (1920x1080)
- Website slider size (ESM)
- Other Size
Size (Pixels W x H)

Save and Continue Later

Website Update
Site or Pages to update (URL - list main URL here, add others in description below)*
Description of web updates needed*

Save and Continue Later

Design, Layout and Copy
Is this project based on a previous project?
- Yes
- No
Please add reference PIF number
PIF reference number (ie: 19CON12345) can be found on the FILE NAME of any previous proof sent by Communication.
Do you need copywriting?
Our office can help you prepare copy for such projects as posters, newsletters, programs, advertisements, etc. Fill out the information to get started.
- Yes
- No
Uploading Changes and Assets
Please include text changes by uploading a marked-up PDF, Word file, and/or writing them below, along with high resolution image files needed. (If you are using a photo from our BOX photo vault, we prefer you include direct link to the photo(s), rather than attaching the file(s), for expediency).
Changes
Please write changes here (if not attaching PDF or Word file) and add links to images on Box.
File Upload
Multiple files allowed | File types: jpg, gif, png, pdf | Maximum combined file(s) size: 20MB If you still need to add more info, please email or send links to Box.
Drop files here or

Accepted file types: jpg, jpeg, gif, png, pdf, Max. file size: 20 MB.
Design Notes
Anticipated Audience:
Copy
Paste copy here. If needed, you can attach a Word doc as a file upload, below.
Design Expectations:
Please add any design notes that will help the designer or the writer (i.e.: atmosphere or tone wanted, discuss visuals (photos/links), logos that must be included, etc.). If not sure, please request a meeting.
File Upload
Multiple files allowed | File types: jpg, gif, png, pdf | Max. Combined File(s) Size: 20MB If you still need to add more info, please email.
Drop files here or

Accepted file types: jpg, jpeg, gif, png, pdf, Max. file size: 20 MB.
Copywriting
Anticipated Audience
Key Message
Copy Points
Please share any pertinent information here. If you have a word document, please attach below.
File Upload
Multiple files allowed | File types: jpg, gif, png, pdf | Maximum combined file(s) size: 20MB If you still need to add more info, please email. (If you are using a photo from our BOX photo vault, we prefer you include direct link to the photo(s), rather than attaching the file(s), for expediency).
Drop files here or

Accepted file types: jpg, jpeg, gif, png, pdf, Max. file size: 20 MB.

Save and Continue Later

Editorial Requests
Our office can help you prepare copy for projects such as posters, newsletters, programs, advertisements, etc. Fill out the information below to get started.
Anticipated Audience:
Key Message
Copy Points
Please share any pertinent information here. If you have a word document, please attach below.
File Upload
Multiple files allowed | File types: Word .doc, jpg, gif, png, pdf | Maximum combined file(s) size: 20MB If you still need to add more info, please email. (If you are using a photo from our BOX photo vault, we prefer you include direct link to the photo(s), rather than attaching the file(s), for expediency).
Drop files here or

Accepted file types: jpg, jpeg, gif, png, pdf, doc, Max. file size: 20 MB.
Additional Files
File Upload
Multiple files allowed | File types: Word .doc, jpg, gif, png, pdf. etc | Maximum combined file(s) size: 20MB If you still need to add more info, please email or send link to Box.
Drop files here or

Accepted file types: jpg, jpeg, gif, png, pdf, doc, Max. file size: 20 MB.

Save and Continue Later

Delivery of Project
Delivery:
- My Department/office
- UR Mailing Facility
- Eastman Welcome Center (Lowry Hall)
- Other
Delivery Instructions
Include name of receiver, building, office number or any other information we should know about.

Save and Continue Later

SUBMIT PIF

You and the Communications Office will receive a confirmation email after you submit this PIF form. If we have any questions about your submission, we will contact you.

If you have any questions, please call the Communications Office at (585) 274-1050.

Save and Continue Later

sidebar_2

Quick Links

Community Engagement
Offices and Services
Resources for Current Students
Resources for Faculty and Staff
Resources for Visitors
Directory
News Room
Hire a Student Musician

Divisions

Eastman Community Music School
Eastman Performing Arts Medicine
George Walker Center for Equity and Inclusion in Music
Institute for Music Leadership
Sibley Music Library
Summer@Eastman

Eastman News

William Warfield Scholarship Fund 2025 Benefit Concert: “Let Freedom Sing” featuring Holden Turner ’25E
December 11, 2024
Kevin Hays Trio added to Eastman Presents 2024-25 Season
December 5, 2024
Phish Lead Guitarist Trey Anastasio to Perform in Kodak Hall on March 12, 2025
December 4, 2024

Contact Us

Eastman School of Music
26 Gibbs St.
Rochester, NY 14604

Phone:
585-274-1000
Business hours:
Monday - Friday 9 AM - 5 PM
Directions, Parking and Maps
Join Our Concerts Mailing List
Questions / Comments

Find us on:

Facebook page opens in new window X page opens in new window YouTube page opens in new window Linkedin page opens in new window Instagram page opens in new window

©2024 University of Rochester. All rights reserved.

Scroll Up