Steps for creating a research participant recruitment flyer:
- Read How to Write Clear Advertisements to Recruit Research Participants (PDF).
- Create your flyer using one of the following Microsoft Word templates:
- Choose and insert photos.
- Clip art is not permitted.
- Please use photos from Seattle Children’s photo Media Library. If you need access to the Media Library to browse photos, email Marcomm.
- Request a MarComm review of your flyer for brand and readability. Email it to MarComm requesting a review and a representative will review it within 5 business days.
- Submit the draft advertisement as an attachment in Click IRB along with your other study application materials. In your comments, explain to the IRB how and where advertisements will be used and posted.
Photography and stock images
Seattle Children’s Media Library
Please use photos from Seattle Children’s Media Library for your advertising materials. All Seattle Children’s photos are stored in an electronic library called the Media Library that you can browse using keyword searches, or by the name of a particular doctor or researcher. To request access to the Media Library, email email MarComm.
If there is a specific photo that you have seen in Seattle Children’s materials that you would like to use and cannot find it in the Media Library, email email MarComm with a link to or a scanned image of the materials to request the specific photo.
The use of Seattle Children’s photos is the first choice. However, if you cannot find an appropriate photo in our Media Library we have a subscription to the stock image service Thinkstock. This subscription is available for research participant recruitment advertising materials.
To download a stock image:
- Search Thinkstock.com
- Identify the photo and resolution that works for your project
- Make sure the photo shows safe behaviors (e.g., bike helmets, life jackets)
- Email MarComm with the photo identification number and they will assist you in downloading it.
Do you need to schedule a photo shoot? Complete this form (DOCX) and email it to MarComm. A production specialist will be in contact within 5 business days.
Posting and distributing advertisements and flyers
Inside the hospital
Flyers, advertisements and brochures can be posted in designated areas at Seattle Children's Hospital (e.g., clinics, community bulletin board outside of Starbucks, etc.). Please work directly with the clinics on posting and removing advertisements. See a list of all clinics and programs.
Advertisements cannot be placed in elevators, hallways or public areas of the hospital.
Outside the hospital
Study teams need to work directly with the sites on posting and removing their advertisements.
At Seattle metro area community events
Do you want your study recruitment flyer at community events where Seattle Children’s Community Outreach team is already scheduled to be? The Community Outreach team’s schedule varies; however, there are some annual events that they attend regularly.
- Because of limited space, we can only display three flyers at a time.
- We accept flyers on a first-come, first-served basis.
- Depending on demand and event schedule, there may be a time limit for flyer rotation.
Please follow this submission process to have your flyer go out in the field with Community Outreach.
- Email your IRB-approved flyer to Community Outreach for brand review.
- If your flyer is approved for distribution by Seattle Children’s at community events, you will be required to provide a stack of printed flyers.
If you are not sure if your study materials are appropriate for community events, but you know going out into the community should be part of your recruitment plan, please email Community Outreach to request a consult.
Community Outreach events
- Kohl’s bike helmet events. These take place nine or ten times a year and bring anywhere from 300–500 families.
- ParentMap lectures. There are usually six to eight lectures a year. The outreach team has a table at three or four of the lectures.
Spring or fall
- Seattle Children’s Health Fair. This is an annual event that we host at the hospital or another Seattle Children’s location. It draws between 800–1,200 people.
Mass mailings and graphic design
MarComm works with a variety of vendors from graphic designers to mass mailing services. If you would like to be referred to a vendor who is familiar with Seattle Children’s brand and quality standards for your research participant recruitment project, complete this form.
Requesting a MarComm review of your advertisement for brand and readability
MarComm communication specialists are experienced at making sure materials are understandable for all of our different audiences. To request a review of your advertisement, email your advertisement to MarComm and request a review. A representative will review your piece within 5 business days.
Submitting flyers to the IRB
All final flyers, social media and print advertisements must be reviewed by the IRB before they are published and posted. The responsibility for this submission to the IRB is on the study team. MarComm is not responsible for submitting materials for review to the IRB. Please allow enough time in your recruitment planning for this review and possible revision cycle.