University Print and Merchandise Spending Guidelines
Purpose
These Guidelines have been created to support responsible, sustainable, and consistent spending on print and merchandise across the University. By following them, we can:
• Reduce unnecessary costs
• Make environmentally responsible choices
• Keep our brand strong and consistent
• Ensure good value for money
Together, this helps us meet our sustainability, financial and brand reputational goals whilst making sure University resources are used effectively.
Scope
These Guidelines apply to all University staff and student groups using University funds to purchase print materials (e.g. brochures, posters, flyers, reports) and merchandise (e.g. branded clothing, gifts, event items such as tablecloths).
1. General Principles
1.1 Budget Management
• Please manage budgets responsibly throughout the financial year.
• Spending at the end of the year just to “use up” budget is discouraged. Unspent funds are not penalised.
• All spending should be needs-based and aligned with University priorities.
1.2 Thoughtful Spending
• Avoid last-minute or reactive purchases, especially in Q3 and Q4, unless essential and pre-approved.
• Plan and document purchases so they clearly support University goals.
2. Print Spending Guidelines
2.1 Assess Necessity
• Before requesting print, consider if a digital format will work just as well.
• Print should only be used when it adds real value to our work and objectives.
2.2 Reduce Waste
• Only order what’s needed—over-ordering creates waste and additional costs.
• Careful planning helps avoid costly reprints.
2.3 Sustainability
• Use recycled or certified sustainable materials wherever possible.
• Choose suppliers who can demonstrate environmentally responsible practices.
2.4 Use of University’s Print Services
• Please route all print requests through Print Services (printservices@exeter.ac.uk).
• External suppliers may only be used with prior approval from the Multimedia Design Studio (designenquiry@exeter.ac.uk) or Procurement (procurement-operations@exeter.ac.uk).
3. Merchandise Spending Guidelines
3.1 Essential Use Only
Merchandise may be purchased only for:
• Major University events (e.g., open days, conferences)
• Strategic branding initiatives
• Activities with a measurable impact
General promotional merchandise is not permitted unless explicitly approved.
3.2 Sustainability Standards
• Choose merchandise made from recycled, biodegradable, or ethically sourced materials.
• Items should be designed for long-term use.
• Single-use or throwaway merchandise is not allowed.
3.3 Promotional Merchandise
• Branded giveaways (e.g., pens, tote bags) must have a clear purpose, be approved by a budget holder, and meet sustainability standards.
4. Procurement and Supplier Engagement
4.1 Approved Suppliers
• Please use only approved University suppliers.
• Give preference to suppliers who:
• Offer sustainable products
• Follow ethical labour practices
• Minimise environmental impact
4.2 Procurement Consultation
• If Print Services cannot fulfil your request, contact Procurement (procurement-operations@exeter.ac.uk) before approaching an external supplier.
• All purchases must comply with the University’s Procurement Policy
5. Alignment and Accountability
• Budget holders are responsible for ensuring purchases follow these guidelines.
• Purchases that don’t align may result in:
• Reimbursement being declined
• Escalation to line managers or Finance
• Review of procurement privileges
• Spending will be monitored centrally to help identify savings and improvements.
• Suppliers and this policy will be reviewed annually.
University Print and Merchandise Spending Guidelines
6. Support and Guidance
If you need help or advice:
• Print Services: printservices@exeter.ac.uk
• Procurement Operations: procurement-operations@exeter.ac.uk
• Multimedia Design Studio: designenquiry@exeter.ac.uk
At a Glance: Print and Merchandise Spending
Why do we have these Guidelines?
To spend wisely, protect the environment, and ensure everything we produce reflects the University brand.
Do:
• Use approved suppliers – saves time, ensures value, and meets our standards
• Follow brand guidelines – keep logos, colours, and designs consistent
• Think before you print – could it be digital? If not, print only what’s needed
• Choose sustainable options – FSC-certified paper, recycled/recyclable materials, eco-friendly merchandise
• Plan ahead – combine orders to save money and reduce delivery impact
Don’t:
• Use non-approved suppliers (unless there’s a clear, approved exception)
• Order single-use or disposable merchandise
• Produce materials without checking brand alignment
• Spend above thresholds without the required approval
Our Commitments
• Supporting sustainability by cutting waste
• Getting the best value by using our frameworks
• Protecting our reputation with consistent, high-quality branding
Need Help?
• How to order: printservices@exeter.ac.uk
• Brand guidance: https://brand.exeter.ac.uk
• Policy queries: printservices@exeter.ac.uk or procurement-operations@exeter.ac.uk
Remember: Every order counts. By following these Guidelines, you’re helping us save money, reduce waste, and strengthen our University brand.