How to Manage High-Volume Print Runs for Schools and Universities

Why High-Volume Printing Matters in Education 

Since their inception, schools and universities have relied on printed materials to inform, engage, and connect with their communities. From student-centric materials like course catalogs and admissions brochures, to donor relations magazines, event invitations, campus signage, and so much more, it all relies on print. This holds true even in a digital era, thanks in large part to print’s longevity and its unique ability to build trust and emotional connections.

Of course, many of these materials must be produced in the thousands or tens of thousands in order to reach every applicable party. Pulling these high-volume projects off can seem like a major logistical challenge, but it doesn’t have to be. Read on to get practical advice for high-volume printing, including tips for planning ahead, cost-saving strategies, and how working with a commercial printer can help keep everything running smoothly.

Planning for Large Print Projects

Know that the larger a print project, the more time is needed to guarantee it goes well. When you reach out to your commercial print partner well in advance of your deadlines, they can work with your institution to ensure the appropriate resources are always available to meet your print needs throughout the academic calendar.

Some winning strategies when planning for large-volume educational print projects include:

• Pick the Right Partner: Choose a commercial print partner with a history of working with educational institutions.
• Get Started Early: Collaborate early with print providers to avoid bottlenecks (for large-volume runs, best to start collaborating at least 6-8 weeks in advance of your desired delivery date).
• Know Your Deadlines: Finalize your design, complete the proofing, and communicate your critical mailing windows to your printer prior to the scheduled start of printing.

Cost-Effective Printing Strategies

Keeping costs under control for large-volume print projects doesn’t have to mean sacrificing quality. Many institutions use a standard-template approach, where design resources are focused on creating a versatile template for a given print product (folders, stationery, signage, etc). Then, as each new print job arises, that high-quality template can be returned to and adjusted relatively quickly, saving on design costs and speeding up approval times.

Commercial printers experienced with education printing can also be a fruitful source of cost-saving solutions for schools, drawing upon their past work to offer smart strategies and substitutions. For example:

• Alternative Material Recommendations: Professional printers have access to an exceptional variety of print substrates, inks, print techniques, and finishes, giving schools options at a variety of price points.
• Offset Printing for Volume: Professional offset printers can complete high-volume runs at a lower price-per-copy than digital-only printers. Offset printing also typically provides a faster turnaround for high-volume print projects.
• Bundle Jobs Strategically: Professional printers have the equipment and storage capacity to print a large number of related materials at the same time. This consolidation can help save on setup, material waste, and freight for multi-component products like enrollment and welcome kits.

Efficient, Secure Fulfilment 

The third major factor to consider for large volume printing is how the materials will make their way to the students, alumni, families, and faculty that need them. Some fulfillment methods, such as direct mail, have historically been rather labor and time-intensive to execute. Thankfully, professional printers now have access to advanced variable data management solutions that can make this process much faster, even with personalized and/or sensitive data.

Steps to ensure fulfillment runs smoothly for your print campaigns include:

• Look for End-to-End Fulfillment: Commercial printers with in-house kitting, labeling, and mailing services boast the streamlined logistics necessary to handle fulfillment quickly and accurately. These capacities support faster turnaround times for high-volume print projects and help to minimize the risk of delays.

Ask About Data Security and Mailing Compliance: For any print projects that involve sensitive student data (acceptance letters, test results, financial aid info), confirm that your printer follows secure handling protocols and meets FERPA or HIPAA-related standards where relevant.