Your Print & Mail 12-Month Roadmap – Calendar It!

Why Month-by-Month Planning Makes Print and Mail More Effective & Less Expensive

Calendaring your print simply means mapping out your printing needs over the course of the year, aligned with the seasons, key annual and special events, business cycles, and deadlines, so production and mailing don’t turn into constant fire drills.

Instead of asking, “Can we get this printed next week?” you’re asking, “What needs to be ready, and when?” When print is planned proactively, it shifts from reactive to one that supports better design, smoother production, fewer rush fees, and predictable budgets.

Election Printing & Mailing: The Campaign Timeline

6–12 Months Out: Personalized mailings to donors, yard signs, door hangers, palm cards, flyers, mailers, posters, window signs, banners, fundraising event programs. Apparel & promo items.

3–6 Months Out: High-frequency direct mail (weekly/bi-weekly), stickers, GOTV (Get Out The Vote) postcards, sample ballot, issue-specific campaign mailers.

Educational Organizations: The Academic Year in Print

Summer: School calendars, registration packets, staff handbooks

Fall: Sports program signage, mailed student notices, fundraising campaigns

Winter: Concert programs, report card mailers, flyers

Spring: Enrollment packets, yearbooks, music & sports programs

Late Spring: Graduation programs and certificates, programs, signage

Nonprofits: From Annual Reports to Year-End Appeals

Q1: Annual report printing, donor tax receipts, membership renewals, event save-the-date promo letter

Q2: Fundraising appeal letters, event invitations, sponsorship packets, gala programs

Q3: Mid-year newsletters, fall program mailings, renewal letters

Q4: Year-end appeal letters, Giving Tuesday mailers, holiday cards, gala invitations, programs, signage, tax acknowledgment letter

Public Sector: Mandated Mailings & Community Outreach

Jan–Mar: Utility bills, budget summaries, property tax notices, annual calendars, emergency preparedness guides, ballot printing

Apr–Jun: Service updates, recycling mailers, voter guides, summer program brochures, annual reports

Jul–Sep: Usage reminders, water conservation mailers, community newsletters

Oct–Dec: Year-end summaries, property tax bills, State of the City reports.

Retail: Print That Matches Shopping Seasons

Jan–Mar: Winter, spring sales signage, Valentine's Day promos, custom branded shopping bags, logo-marked packaging, banners, and branded promotional items - maybe even some custom tissue paper

Apr–Jun: Spring sale postcard printing, product launch signage, in-store posters, event signage

Jul–Dec: Summer clearance, back-to-school & fall refresh signage, Halloween signage, holiday campaigns, gift card packaging

Why Consider Calendaring Your Yearly Printing?

Cost savings: Avoid the potential 30–50% rush fees with advance planning

Less stress: Know what's needed and when, and get it on time

Better results: More time = refined design, thorough proofing, stronger messaging

Ready to plan your year? EMCO Mail & Print will help you plan out your year in print! Let us be your partner in design, print, and delivery of all your print and mailing needs—on schedule and on budget.