SOP for Campground Sign Replacement
Summary
A great deal of thought and time has been put into developing the Spacious Skies Brand. To that end, the company has identified and developed a standard for signage that should be present throughout the Spacious Skies Campground Collection and a process for ordering new or replacement signage. The following SOP contains these processes and must be followed.
When To Order Branded Signage
Upon Acquisition of a New Campground
Replacement of Existing Branded Signage
Process For Placing Sign Orders
Initial Sign Orders – Campground Acquisition
RD and GM are to complete a full audit of all signage present on the property at the time of closing.
A folder containing a list of all signage (including dimensions of current signage) and corresponding photographs are to be shared with the Marketing and Special Projects Team
The team will then determine which signs are necessary and will move forward as follows:
Create a full order utilizing our approved/branded signage
Send new design requests to the Director of Operations, Director of Marketing and CEO for review and approval before moving forward with requests to our designers.
Once the Special Initiatives team receives confirmation from the CEO and Director of Marketing of which signs are to be included in the order they will:
Send the entire order to our designer for creation, proof and pricing.
The Design vendor will send an estimate for the full package to the Special Initiatives Team which will include:
Proofs
Pricing
ETA for Production
ETA for Delivery and Installation
The full package and estimates are sent to the Regional Director for review and approval.
Note: This email request must include the following:
Copy of Estimate and Proofs attached
Total Cost for sign package (in body of email)
Total Budget for the project (in body of the email)
Explanation if there is a negative variance of actual to budget (in body of email)
Regional Director sends to Director of Operations, Director of Marketing and CEO for final review and approval.
Final approval is communicated to the Special Initiatives Team who then moves forward with requesting the order from our designer.
Regional Director and General Manager are copied on this request
The following information must be closely communicated throughout this final step of the process:
ETAs on design completion, delivery and installation.
Replacement of Existing Branded Signage Due to Damage or Wear
A request for replacement of existing signage is emailed to the Regional Director containing the following information:
Description and Dimension of Sign
Photo of the existing sign
Budgeted dollars available for this expense
Regional Director reviews ensuring the following:
Signage meets current brand standards and is necessary.
If approved the Regional Director forwards the email to the Special Initiatives team for order placement indicating clearly that the request has been approved
Replacement of Existing Signage Not Within Brand Standards
A request for replacement of outdated signage is emailed to the Regional Director containing the following information:
Description and Dimension of Sign
Photo of the existing sign
Budgeted dollars available for this expense
Regional Director reviews the request ensuring the following:
Signage is necessary to the successful operation of the Campground
If approved, the Regional Director forwards the request to the Director of Operations, Director of Marketing and CEO with a copy to the Special Initiatives Team for review and approval.
If approved the CEO or Director of Marketing will reply to all confirming the approval.
The Special Initiatives Team will send the request to our developers who will provide us with proof of concept and associated costs.
The proof and costs are forwarded to the CEO with a copy to the Director of Marketing, Director of Operations and Regional Director for review and feedback.
If approved the CEO will reply to all confirming approval and the Special Initiatives Team will move forward with placing the order.
NOTE: At no time should new signage not within our brand standards be ordered without knowledge or approval from the following people:
CEO
Director of Marketing
Director of Operations
Regional Director
Sign Orders that Falls Outside of This Policy
Standard Traffic Signs
Stop Signs
Speed Limit Signs
Yield Signs
Do Not Enter Signs
One Way Signs
Ordering these signs through our developer is very costly. When necessary, the General Manager should work with their Regional Director to find the most cost-effective way to order these signs.
Communicating Problems
The onsite team should escalate any issues via email to the following people for resolution:
Special Initiatives Team
Regional Director
Documentation
It is the Special Initiatives Team responsibility to ensure that we have a complete and accurate inventory of all signage located on a property. This history is to remain organized within a centralized folder in SharePoint and should include the following:
Branded Signage Workbook
1 tab for each property
Sign Name/Description
Dimensions
Cost
Date Ordered
Date Received
Date Installed
Maintaining the Sign Section of the Spacious Skies Brand Book