Name	Title	Phone	Contact me to:
Elena Olmstead	Director of Communications	544-5787	Design or review materials (fliers, newsletters, brochures, etc.) Order promotional 'swag' (banners, signs, t-shirts, pens, etc.) Highlight an event, activity, or story on the ESD website, social media, or local news Request help with a communication project
Emily Noyes	Communications Specialist	537-1703	Edit content on the ESD website Troubleshoot email signatures Order business cards

Contact Us for Assistance:

1. Submit your materials for review to ESD 123 Communications via email at [email protected];
2. Complete the ESD Communications Request Form

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Top Communication Requests:

I need to...

• Use/find the ESD 123 logo
• Use the ESD 123 letterhead
• Set up my email signature line
• Find an image to use
• Design something (flier, brochure, graphic, banner, newsletter...)
• Distribute a communication
• Order business cards
• Order branded merchandise, such as a table cloth, pens/pencils, retractable banner, etc.
• Borrow ESD promotional materials to use at an event (table cloth, retractable banner, display boards, etc.)
• Share a story or highlight from my program
• Submit a request to the Communications Team
  • Needing support promoting an ESD 123 event? Complete the communications questions when filling out the Event Request Form instead.

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The ESD 123 Brand

The brand of an organization is much more than coordinated colors and fonts. A strong brand creates instant recognition in the minds of those we serve. The visual identity of ESD 123 establishes our agency as a unified and professional team.

Graphic Standards

Whether you are creating an electronic presentation, designing a brochure, planning an event, or creating a memo, the ESD 123 Graphic Standards Guide can help you produce communications that represent the ESD 123 personality and beliefs.

Logo

The ESD 123 logo must appear on all materials representing the ESD. We have logos available to download in a variety of styles here.

Colors

The two colors that comprise the ESD 123 logo are Black and Pantone 308 U. A secondary color palette is also available to complement the primary ESD colors in ESD publications and materials.

Fonts

All ESD materials (print and electronic) should be created using one or both of the agency fonts: Tahoma and Californian FB.

Email Signatures

An employee’s email signature and stationery affect the tone of the correspondence and the perception of ESD 123 by the recipient. Official ESD email signatures must be included in all emails following the standard ESD 123 format or your program’s Communications Department approved email signature.

To add your signature, copy and paste from the template into Outlook, following the guide in the Graphic Standards Guide, then replace the information with your own. Instructions for setting up your signature are available here: Instructions for PC users / Instructions for Mac / Instructions for iPhone

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Using Images

Finding legal images

Copyright infringement is real, and it can mean fines and even jail time for those in violation.  Not only can it spell trouble for the employee who is wrongly using a copyrighted material, it also greatly damages the reputation of the entire company.

Photo/image resources

• Photo release forms
  • The Standard ESD Photo Release Forms (available in English and Spanish) can be found by accessing our shared ESD Google Drive.
  • Images depicting people require that a model release form be signed first. Therefore, identifiable people must give their consent for public usage of their images.
• Websites
  • Just because you found an image online does NOT mean you have the right to use it.
  • The rule of thumb on photos is almost always: “If you did not take the photograph yourself, DON’T use it!” Employees are always encouraged to use photographs that they have taken and know are legal to use, because we have permission from the “model,” and the image is not copyrighted.
• If you are looking for a website with images, options include:
  • ESD 123 Marketing Images folder
  • www.unsplash.com
  • www.creativecommons.org
  • Microsoft Stock Images (access these through your ESD 123 licensed Microsoft Office software. Specifically, you can open a blank PowerPoint slide, select the Insert tab > Pictures > Stock Images)
  • Images used through the ESD 123 Canva subscription

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Tools and Templates

ESD 123 Branded Templates

• ESD 123 Letterhead
• PowerPoint slides
• Printable greeting cards
• Zoom backgrounds

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Telling Our Story

Sharing news & working with the media

We love to hear your stories! If you have news you would like to share about something that happened or would like help promoting an upcoming event, reach out to the communications department or submit a Communications Request Form. Please remember that the more advance notice your audience has about an upcoming opportunity, the more likely they are to engage.

All press releases and contact with the media (television, radio, newspaper, etc.) must be cleared through the ESD Superintendent’s Office. ESD employees are asked not to contact the media or agree to media interviews without first working through the Superintendent or his designee. You can call the Superintendent’s Office (509.544.5785) and/or the Communications Office (509.544.5787), and we will help you share your news.

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ESD Communication Platforms

• ESD 123 Publications
  • “ESD Connected” – internal ESD 123 staff newsletter (to submit content, contact Elena Olmstead)
• Emma email
  • E-flyers
  • Newsletters
  • Mass emails
• Social Media – be sure to follow & share ESD 123’s social media!
  • Facebook @ESD 123
  • X (Twitter) @ESDteam123
  • Instagram @teamesd123
  • YouTube
  • LinkedIn
• Website
  • Web banner
  • Homepage news articles
  • Program pages
• Local media (TV, radio, newspaper)

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Designing and Sharing Materials

We love to create fliers, graphics, brochures, presentations, and more! If you have something you need created for your program, please contact our Communications Team for assistance. 

If you are creating the communication...

1. Assure that you apply our Graphic Standards to the communication, including our ESD 123 logo and colors
2. Check that your communication includes the following
   • Title (what is it about?)
   • Contact information (whom should people contact if they have questions?)
   • If it is an event:  Date(s), time(s), location, and presenter name(s)
3. Submit your final draft of the communication (flier, handout, etc.) BEFORE you send it out. Please remember that all materials being provided to audiences outside our ESD 123 staff must be reviewed by the Communications Team before distribution.

If you would like us to create the communication...

Timing is everything! Please contact us as soon as you become aware of the project so that we can add it to our queue and respond to your request as quickly as possible. Remember that the more advance notice your audience has about an upcoming opportunity, the more likely they are to engage.

1. To allow time for creation and revisions, please submit requests for assistance a minimum of 10 working days before the project is needed. Bigger projects require more advanced notice.
2. Materials promoting an event / training / activity should be distributed to your audience(s) a minimum of 30 calendar days prior to the event. Therefore, please make your request to the Communications Team at least 40 days before your event.
3. Under most circumstances, we cannot create or review a project that is needed within 3 business days.

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Sending & Distributing Communication

ESD 123’s reputation and brand are affected by many factors, including the quality and consistency of marketing materials. To ensure the highest quality and professionalism, ESD 123 staff and programs are required to seek approval from ESD 123 Communications for all marketing materials designed for external audiences, as well as highly visible materials designed for internal audiences such as banners and major signage.

Quick Tips & Reminders:

• Double-check your work before sending materials to ESD 123 Communication for review: Be sure to proofread and check for accuracy and any copyright issues (images, any partner copyright notices such as ™ or ®). While ESD 123 Communications will alert you of any obvious errors caught while reviewing branding requirements, it is the responsibility of the department to provide accurate and compliant content.
• Check design requirements before sending materials to a print shop: Check if the print shop has any prepress requirements, such as bleeds (extra design space beyond the trim area) and file format (e.g. PDF, .ai, etc.). ESD 123 Communications can help you meet requirements, but will not check for requirements in review.
• Check school district guidelines before sharing materials AT schools: Check the school district’s guidelines for sharing materials at schools. Many school districts use Peachjar to manage outside requests for material distribution in schools.
• Reach out to school districts directly to share information ON BEHALF of a school: Under usual circumstances, the ESD Communications Department will NOT write or submit information on behalf of school districts. Those wishing to recognize students, educators, programs, or services within a school district are encouraged to contact their corresponding school district administration.

See all guidelines and expectations for ESD 123 employees distributing marketing and communications materials here.

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