Marketing Request Form

Before You Submit

Please finalize the details of your project before submitting a Marketing Request. This includes details such as locations, phone numbers, wording, quantities, and how the finished materials will be used. Marketing will design and produce your project, but departments are responsible for providing the information needed to complete the request.

Content Approval

The requesting department is responsible for ensuring the information provided to Marketing is accurate, including factual, clinical, regulatory, and contact information. Departments must review and approve all content before materials are published, printed, or distributed.

Marketing develops printed materials to communicate important information to patients, employees, providers, and the community. Marketing provides content development, editing, graphic design, and print coordination to ensure materials are clear, professional, consistent with organizational branding, and effective. Flyers are typically printed in-house, while brochures, rack cards, posters, and booklets are generally produced by a commercial printer.

Lead time: 4 weeks | Commercial Printing: 6 weeks

Privacy Reminder: This form is not intended for submitting patient information. Do not include patient names or other protected health information (PHI) unless a CSSMCW Media Release Form has been obtained. If your request involves a patient story, testimonial, or photograph, please complete the form before submitting your request. If additional patient information is needed, Marketing will coordinate a secure method for obtaining it.

Marketing develops social media content to educate, inform, and engage our community while supporting organizational goals. Marketing will determine the most appropriate platform(s), messaging, graphics, and posting schedule based on the request, target audience, and organizational priorities.

Lead time: 2–6 weeks

Privacy Reminder: This form is not intended for submitting patient information. Do not include patient names or other protected health information (PHI) unless a CSSMCW Media Release Form has been obtained. If your request involves a patient story, testimonial, or photograph, please complete the form before submitting your request. If additional patient information is needed, Marketing will coordinate a secure method for obtaining it.

Marketing develops and maintains website content to provide accurate, timely, and user-friendly information for patients, providers, employees, and the community. Marketing will organize, edit, and format content to improve readability, navigation, user experience, search engine optimization (SEO), and consistency with organizational branding.

Lead time: 1+ week (New pages may require more time.)

Privacy Reminder: This form is not intended for submitting patient information. Do not include patient names or other protected health information (PHI) unless a CSSMCW Media Release Form has been obtained. If your request involves a patient story, testimonial, or photograph, please complete the form before submitting your request. If additional patient information is needed, Marketing will coordinate a secure method for obtaining it.

Marketing develops advertising campaigns to promote hospital services, providers, events, and community initiatives. Marketing will recommend the most appropriate advertising channels, messaging, creative approach, and media placement based on the project goals, target audience, timeline, and available budget.

Lead time: 4–6 weeks (Some paid advertising placements may require additional lead time.)

Privacy Reminder: This form is not intended for submitting patient information. Do not include patient names or other protected health information (PHI) unless a CSSMCW Media Release Form has been obtained. If your request involves a patient story, testimonial, or photograph, please complete the form before submitting your request. If additional patient information is needed, Marketing will coordinate a secure method for obtaining it.

Marketing develops press releases and coordinates media relations to share newsworthy announcements with the media and the community. Press releases may be used to promote new providers, programs, services, awards, events, partnerships, community initiatives, and other significant organizational achievements. Marketing will determine the most appropriate messaging, media distribution, and supporting communications based on the nature of the announcement.

Lead time: 2 weeks (Major announcements or media events may require additional planning.)

Privacy Reminder: This form is not intended for submitting patient information. Do not include patient names or other protected health information (PHI) unless a CSSMCW Media Release Form has been obtained. If your request involves a patient story, testimonial, or photograph, please complete the form before submitting your request. If additional patient information is needed, Marketing will coordinate a secure method for obtaining it.

Marketing provides photography to support organizational communications, provider profiles, employee recognition, and select marketing initiatives. Departments are encouraged to provide photos whenever practical. Marketing photography requests are prioritized based on organizational need, communication goals, and staff availability.

Lead time: 2 weeks (Photography requests for major events or special projects may require additional planning.)

Privacy Reminder: This form is not intended for submitting patient information. Do not include patient names or other protected health information (PHI) unless a CSSMCW Media Release Form has been obtained. If your request involves a patient story, testimonial, or photograph, please complete the form before submitting your request. If additional patient information is needed, Marketing will coordinate a secure method for obtaining it.

Marketing provides materials to support approved community outreach activities, recruitment events, health fairs, and other organizational initiatives. Available resources may include marketing pens, existing printed materials, promotional items, and shared event supplies. Materials are provided based on inventory, availability, and organizational priorities.

Lead time: 4 weeks (Specialty items may require additional ordering time.)

Marketing coordinates the design and ordering of business cards to ensure consistency with organizational branding and approved contact information. Business cards are ordered through an approved vendor and require department approval before printing.

Lead time: 3 weeks

If you have any questions, please reach out to Natalie in Marketing (nsamuel@windbercare.org).