Faculty, staff, and recognized student organizations at Brown that seek to produce “essential” print projects that meet one or more of the criteria below and cost $3,000 or more must use an approved external print vendor. Criteria for essential print includes:

1. 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. Digital-only approach would result in a diminished user experience or negatively affect Brown’s reputation
3. 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

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.

It is strongly recommended, though not required, that multiple quotes be obtained from the pool of approved vendors for purchases under the University’s competitive bid requirement threshold to ensure the best price. 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.

External Print Vendor Services

Brown’s approved external print vendors use specialized equipment as needed, and typically require turnaround times that can range from days to weeks, depending on the complexity of the project. Examples of typical print projects that may cost $3,000 or more to produce are as follows:

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

Approved Print Vendors

Allegra Marketing Print Mail

Visit the Allegra Website

Deliverables include booklets, brochures, calendars, door hangers, envelopes, flyers, folders, invitations, labels, newsletters, notepads, postcards, etc.