MEMORANDUM CIRCULAR NUMBER _____ SERIES OF 2017

Reference Code: __________________

SUBJECT: CULTURAL CENTER OF THE PHILIPPINES (CCP)

CREATIVE SERVICES UNIT IMPLEMENTING
GUIDELINES

I. Rationale

The CCPs Creative Services Unit plays an important role in the

promotion and advertising of various productions, exhibitions and other
cultural content. Through the units graphic design services and the
various advertising facilities and resources that it manages, it enables
the Center to communicate its message to its audiences and clients.
Through advertising and promotions, the Center is able to educate
audiences on the various types of content that it offers. Aside from
being a tool for arts education, efficient use of our advertising
resources also helps in increasing revenues from various productions.

Objective

1. To provide systematic guidelines in the efficient utilization of

creative services and advertising/promotional resources.

2. To maximize the benefits to be gained from efficient utilization of

such services and resources.

3. To inform end-users of the various promotional resources that the

Center offers.

Scope

These guidelines apply to all end-users of the CCPs Creative Services

Unit, including but not limited to CCP employees, artists, resident
company members, lessees and other clients.

These apply to the utilization of graphic design services, and

advertising resources and promotional services.

Policy Statement

It is the policy of the Center to establish implementing guidelines on

creative and promotional services and utilization of advertising
facilities and resources.
Definition of Terms

1. Creative Request Form refers to a document that contains

basic information on the production, exhibit, or other event,
including the title, date and time, venue, required promotional
materials. It also contains a creative brief and a peg for the
desired look of the graphic design for the events advertising
materials.

2. e-Board refers to the electronic facility for airing video

advertisements.

3. Island Banner refers to an advertising material made of

tarpaulin measuring 1m by 3m.

4. Marquee refers to an advertising material made of tarpaulin

which comes in two sizes: 5 by 7 used for regular
productions/exhibitions and contains a violator that classifies the
event category (e.g. theater, music, dance, etc.), and 7.5m by
2.1m used for festivals and other major events.

5. Event Page refers to an event-specific web page on the CCP

website that lists information on a production, exhibition or other
event, including title, presenting organization, venue, date and
time, description of the event, ticketing information, web banners
and other relevant information.

II. Guidelines Section A Creative Service Requests

1. A Creative Request Form should be filled out and submitted to

the Sales and Promotions Division. Requests can be made for the
design of posters, brochures, flyers, souvenir programs, print
ads, signage and other printed materials. It can also be used for
the posting of video advertising materials on the CCP e-board, LT
& Box Office LED monitors.

2. Schedule of layouting and design work will be on a first-come,

first-served basis. This will be based on the date of submission
of the Creative Request Form. For more extensive jobs like
souvenir programs and calendar of events, please refer to the
following timetable:

PRINT PRODUCTION TIMETABLE

 Day 1 Layouting and cover/graphic designing
Day 3
Day 4 Proofreading and editing
Day 5 Initial approval of design and layout by the Marketing
Department Manager and the project lead unit
Day 6 Final editing
Day 7 Final approval of design and layout by the Marketing
Department Manager and the project lead unit and
subsequent submission of approved final artwork to the
awarded printer.
Day 8 Submission of proof/sample (downsized sample if actual
10 size is too big for a proof) by printer to CCP for approval.

Printing
Day 11 Delivery

3. Necessary materials not included in the creative request form

such as write-ups of performers, photos of artists, program notes,
partner logos, and other important details should be submitted
at least two (2) weeks or ten (10) working days prior to
printing to facilitate routing of the pre-final artwork,
proofreading, revision and sign-off of the requesting unit. This is
also to give sufficient time to suppliers and maximize exposure of
printed marketing collateral materials.

4. Late submission of abovementioned materials will not be

entertained by the Creative Services Unit.

III. Guidelines Section B Use of Advertising Spaces/Facilities

A. CCP E-BOARD
Location: corner of Vicente Sotto St. and Roxas Boulevard

1. For the e-Board, priority is given for the posting of video

advertising materials for CCP productions, since the number of
airtime spots allocated to CCP is limited. The ad material
contains graphics/visuals of the events being announced and
may include logos of sponsors and partners on the end tags.

2. The video advertising material should conform to the following

dimensions:

Size: 800 pixels x 480 pixels (TV size)

Duration: 10 seconds
Format: wmv
3. For video advertising material requests, a Creative Request
Form should be filled out and submitted to the Sales and
Promotions Division. This should contain basic information on
the production and a peg for the desired look of the graphic
design. Schedule of video material production will be on a first-
come, first-served basis. This will be based on the date of
submission of the Creative Request Form.

4. The Creative Services Unit should be given at least three (3) days
to program and prepare the video material for the events to be
posted.

B. LITTLE THEATER (LT) LED MONITOR

Location: CCP Little Theater Entrance

1. The Marketing Departments Creative Services Unit will be in

charge of posting and monitoring event announcements on the
LED monitor based on confirmed productions.

2. Individual event announcements are posted on the LT LED

monitor in video format produced by the Creative Services Unit.
The duration of the video ad material may be up to 15 seconds
and includes sound.

3. Other end-users, such as Resident Companies may request for

the posting of ad materials for their productions on the LT LED
Monitor. The video should conform to the standard format and
should be submitted in advance to the Sales and Promotions
Division for approval. The Creative Services Unit should be given
at least three (3) days to program the video ads for the events to
be posted.

C. CCP BOX OFFICE LED MONITOR

Location: CCP Box Office

1. The Marketing Departments Creative Services Unit will be in

charge of posting and monitoring the Calendar of Events on the
Box Office LED monitor based on confirmed productions.

2. Only revenue productions (shows with tickets for sale) are posted
on the Box Office LED monitor. Aside from the Calendar of
Events, other sales and promotions-related announcements can
be posted on the monitor, such as information on festival passes,
ticket promos, audience advisories, sold-out shows and show
cancellations, among others.
D. POSTING OF ISLAND BANNERS

1. Priority is given to CCP productions for the posting of

island/lamppost banners.

2. Layout of banners designed by other end-users is subject to the

approval of the sales and Promotions Division.

3. Other end-users, including resident companies may use a

maximum of 8 banner spaces for each production. In case of
several simultaneous productions, posting will be scheduled
based on which event will be presented soonest.

4. When submitting requests for posting of banners and other

advertising materials, kindly ensure that the banners/ad
materials are available for posting on the date stated in the
request. Such requests are coordinated with the General Services
Division, which in turn assigns and schedules the staff who will
implement the request. If materials are not submitted on the
date stated in the request, the requesting unit will have to wait
again for the availability of General services staff to be delegated
on another future date.

5. For the posting of banners, 2 to 3 days are allotted for

coordination and scheduling. The Creative Services Unit should
be given at least one day to coordinate with the Administrative
Department for scheduling and reservation of staff who will
implement the request.

E. POSTING OF MARQUEES

1. Priority is given to CCP productions for the posting of marquees,

especially for festivals.

2. Layout of marquees designed by other end-users is subject to

the approval of the sales and Promotions Division.

3. Other end-users, including resident companies may use the

marquee advertising spaces. In case of several simultaneous
productions, posting will be scheduled based on which event will
be presented soonest.

4. Lessees will be charged with a rental fee for the use of marquee
ad spaces with 50% discount. This should be endorsed and
arranged by the Venue Operations Division with the Sales and
Promotions Division.
IV. Guidelines Section C Listing on the CCP Website

1. Events are listed on the CCP website

(www.culturalcenter.gov.ph) in the chronological calendar
listing and on an event-specific web page (Event Page). Please
note that the Creative Services Unit reserves the right to abridge,
modify, or reject information provided by any end-user on the
CCP website.

2. When submitting materials for the CCP website, please make

sure that the file to be submitted is the final revised copy. The
Creative Services staff may not always be available to
accommodate further requests for revision especially when they
are engaged in other prior scheduled projects.

3. Requests for posting on the CCP website should be e-mailed to

gemccpmktg@yahoo.com and pauloccpmktg@gmail.com.

4. The following information for the event page should be

submitted:
Production/Event Title and Subtitle (if applicable)
Presenting organization (The Cultural Center of the Philippines in
cooperation with / and) Billing should be based on the
Memorandum of Agreement (MOA) for the event.
Date, Time and Venue
Approximate event duration (including intermission)
Short Description of the Event/Performance
Short Bios/Write-ups/Artistic Profile of Featured Performer/s
Ticket information (including prices and discounts)
Approved artwork for the production/event in JPEG format
resized according to the following web banner dimensions:

WEB BANNER SIZES

List Image 145 pixels x 107

pixels
Mega Menu Image 132 pixels x 169
pixels
Spotlight Image 157 pixels x 198
pixels
Slider Image 162 pixels x 205
pixels
Featured Image 960 pixels x 400
pixels
 Banner Image 1000 pixels x 367
pixels

5. Please e-mail all information for the website to:

gemccpmktg@yahoo.com cc: pauloccpmktg@gmail.com.

V. Guidelines Section D Listing on the Calendar of Events

1. For productions and events to be included in the CCP Calendar of

Events, an electronic copy (soft file) of the raw materials such as
event descriptions and jpeg images should be submitted to the
Sales & Promotions Division. Please send the materials to
gemccpmktg@yahoo.com and pauloccpmktg@gmail.com.
This is also true for new productions that suddenly arise and that
have not been previously included in the yearly calendar of CCP
activities. This is to ensure that all information printed or posted
on the CCP website and social media are correct.

2. The Sales & Promotions Division should also be notified of all

cancellations or changes in program, artist, date of
performance, etc. Changes should also be sent to the
abovementioned email addresses.

3. The Creative Services Unit reserves the right to edit content in

order to give the calendar uniform language and style.

4. Production of the Calendar of Events should also follow the basic

Print Production Timetable. Failure to submit required materials
on time will result in non-inclusion of an event in the Calendar.

5. When submitting content for Calendar listing, the following

Template should be followed:

DATE : Day(s) / Month / Year

TITLE : SHOWTITLE
(If a Resident Company, append name of company
before the title, i.e Ballet Philippines' "Rama Hari")
CATEGORY: Indicate primary category: music, theater, dance,
film, literature, visual arts, architecture, special
events. Include secondary category, if applicable:
symphony, piano, vocal, musical, opera, ballet,
contemporary, hip-hop, installation, sculpture, print,
etc. Tertiary category can include "in
Tagalog", "with English supertitles", etc.
DESCRIPTION: A concise, compelling description of the show. Its
main artists, repertoire, and special qualities.
Mention awards or citations if applicable.
DATE & TIME : Indicate inclusive dates and times.
VENUE : Pilipino name of venue (English name of venue)
TICKETS: Indicate price ranges and locations; if non-revenue,
indicate as "FREE" or "by invitation"

SAMPLE ENTRY:

DATE : 3 November 2011

TITLE : THE CCP GALA
CATEGORY : music, theater, dance, special event
DESCRIPTION : All nine resident companies perform together
in a rare occasion featuring the best pieces from their repertoire. Ballet
Philippines, Philippine Ballet Theater, Tanghalang Pilipino, Bayanihan
Philippine Folk Dance Company, Ramon Obusan Folkloric Group,
Philippine Madrigal Singers, the National Music Competition for Young
Artists, The UST Symphony Orchestra and the Philippine Philharmonic
Orchestra in a night of musical variety to raise funds for the CCP's arts
education development programs.
DATE & TIME : November 2, 2011 / 8:00 p.m.
VENUE : Tanghalang Nicanor Abelardo (CCP Main
Theater)
TICKETS : Orchestra Center Php 3000 - 5000/ Orchestra
side 5000/Balcony Suggested Donation 500

VI. Development of Guidelines

These guidelines may be periodically reviewed and modified

upon consultation with relevant CCP committees, management,
and staff. Any modification of these guidelines must be approved
by the President of the CCP.

VII. Repealing Clause

All previous Office Orders, other issuances or any part thereof,

which are inconsistent with the provisions of this Memorandum
Circular, are hereby repealed and amended accordingly.
VIII. Effectivity Date

This Memorandum Circulartakes effect immediately.

RAUL M. SUNICO,
Ph.D.
President
Deate: ______________

EVENT INFORMATION

Event Fact Sheet

For the Calendar of Events
For the Website

Creative Service Request Form

MARKETING COLLATERALS AND ADVERTISING MATERIALS

ITEM SPECIFICATIONS REMARKS
Island Banners (Drop 1 meter x 3 meters Vertical banners; print
Banners) from 6 to 10 pcs
depending on
available budget
Marquee (outside LT 5 feet x 7 feet Enlarged poster
entrance) image installed
outside the LT
entrance;
Long Marquee 7.5 meters x 2.1 Horizontal
(outside LT entrance) meters
Backlit Poster 28 inches x 38
inches

Billboard (along 12 meters x 3 Horizontal billboard

Macapagal Ave.) meters
Or 12 m x 2 m
Post Card (Flyer) 6 inches x 4 inches Print from 3,000 to
5,000 pcs
Flyers Variable size
Poster 18 inches by 24 Print from 300 to 500
inches pcs
Photowall (2 panels) 6 feet x 7feet
Souvenir Program 11 inches x 8.5 Variable size; print
inches from 300 to 500;
usually 40 pages each
E-billboard Ad (15 sec) 720 pixels x 480
pixels (TV size)
Season Brochure Variable size and type
Newspaper Ad (1/4 16.28 cm x 24 cm Usually sponsored
page)
Newspaper Ad (1/2 32.56 cm x 24 cm
page)
Businessworld Ad
Magazines
ITEM SPECIFICATIONS REMARKS
Island Banners (Drop 1 meter x 3 meters Vertical banners; print
Banners) from 6 to 10 pcs
depending on
available budget
Marquee (outside LT 5 feet x 7 feet Enlarged poster
entrance) image installed
outside the LT
entrance;
Long Marquee 7.5 meters x 2.1 Horizontal
(outside LT entrance) meters
Backlit Poster 28 inches x 38
inches

Billboard (along 12 meters x 3 Horizontal billboard

Macapagal Ave.) meters
Or 12 m x 2 m
Post Card (Flyer) 6 inches x 4 inches Print from 3,000 to
5,000 pcs
Flyers Variable size
PRODUCTION OF PRINTED MATERIALS

The following guidelines are made to ensure the quality, accuracy and
timeliness of delivery of all CCPs printed materials.

I. Submission of raw materials to the Creative Services Division by

the end-user or project lead unit

a. Raw materials refer to the contents needed to finalize the

artwork of the printed material. These should be submitted
by the end-user or project proponent to the Creative Services
Division. The raw materials include the messages, write-ups,
program and program notes, cover artworks or graphics,
acknowledgements, photos, logos and ads required to
complete the end-product.

b. The submission of complete raw materials to the Creative

Services Division must be no later than 10 working days
before the delivery date set for the project. (Please see the
set schedule below). This allows the creative team to finish
and finalize the artwork and to submit the final material to the
awarded printer on time. This schedule must be followed to
avoid printing errors and delivery delays. Any delay on this
schedule may affect the quality of the final output and
delivery date of the finished product.

PRINT PRODUCTION TIMETABLE

 Day 1 to Day Graphic artist does the lay-out and design
3 of the product
Day 4 Proofreading and Editing

Day 5 Presentation of developed product to the

Marketing Department Manager and project
lead unit
Day 6 Revisions and final editing
Day 7 Final approval and submission of approved
final artwork to the awarded printer
Day 8-10 Submission of final proof.
Printing press work
Day 11 Delivery of the finished product to the CCP
by the awarded printer

II. Submission of the approved material by the Creative Services

Division to the awarded printer for press work

a. The Creative Services Division takes responsibility for the

submission of
the final artwork to the awarded printer for press work. To
avoid any printing errors,
the creative artist/staff should coordinate and give
instructions to the representative of the printer, and must
submit to them the following materials:

1. Signature and Pagination Guides signed by the Division

Head and the Marketing Department Manager
2. One hard copy signed by the Division Head and the
Marketing Department Manager
3. One soft copy (CD) file which is identical with the hard
copy submitted

III. Penalty charges to the awarded printer for non-compliance of the

output and delivery date

a. Delivery date - to be computed by the Inspector from the

IASO office.
b. Misprinting - the Marketing Department recommends the
following deduction from the total contract price as penalty:

5 % deduction - text omission

10% deduction - misprinting of one page
20% deduction - misprinting of two or more pages
 20% deduction - vital pages like message of the
Pres. & Vice Pres., program
and program notes
50% deduction - omission of sponsors logo and ads

c. On the first offense, the recommended deduction shall be

applied according to the errors the printer has made. On the
second offense, the Marketing Department reserves the right
to ban the printer from any future printing jobs required by
the Center.
We would like to request that the following measures be observed when
submitting ad materials to the Sales & Promo Division Creative Services
Unit (Graphics):

1. When submitting requests for posting of banners and other advertising

materials, kindly ensure that the banners/ad materials are available for
posting on the date stated in the request. Such requests are
coordinated with the General Services Division, which in turn assigns
and schedules the staff who will implement the request. If materials
are not submitted on the date stated in the request, the requesting
unit will have to wait again for the availability of LQ staff to be
delegated on another future date.

2. When submitting requests for banner posting, ideally 2 to 3 days are

allotted for coordination and scheduling. Please give the Creative
Services Unit at least one day to coordinate with the Administrative
Department for scheduling and reservation of staff who will implement
the request.

3. When submitting materials for the CCP website, please make sure that
the file to be submitted is the final revised copy. The Creative Services
staff may not always be available to accommodate further requests for
revision especially when they are engaged in other scheduled projects.