PLANNED COMMUNICATION-PRODUCTION SUPPORT
Communication Support Retainer for NGOs and Development Organisations
Keep recurring design, programme communication materials and event documentation moving through a clear monthly plan, defined capacity and dependable approval workflow.
Defined scope: This is planned, capacity-scoped support—not unlimited design, full social-media management or Communication Consultancy.
When recurring communication work needs a dependable system
Programme and communication teams frequently manage announcements, event materials, social-media creatives, presentations and documentation alongside their core responsibilities. When these requirements are handled as disconnected one-off assignments, briefing, vendor coordination and approval can consume valuable internal time.
Gateway Graphics’ Communication Support Retainer establishes a consistent production workflow. Your organisation receives an agreed monthly allocation, scheduled coordination and access to external design and documentation capacity through an approved monthly deliverable plan.
Depending on existing resources, this planned external capacity may reduce some recruitment, software, equipment and production overhead. Actual benefit varies by organisation; Gateway does not replace every internal communication function.
Who this service is for
- NGOs and development organisations
- CSR programmes and foundations
- Educational and research institutions
- Public-interest programmes and institutional initiatives
- Teams with recurring creative-production needs
What the Retainer can support
- Social-media creatives, posters and announcements
- Certificates, event materials and presentation graphics
- Simple publication pages and basic infographic panels
- Digital banners, email headers and approved adaptations
- Conference or workshop photography and selected video coverage under the applicable package
For a single report, film, publication, photography assignment, campaign or website, a separately scoped project service is more appropriate.
MONTHLY PACKAGES
Choose the level of support your organisation needs
Each package has a minimum initial engagement of three months, is billed monthly in advance and excludes GST.
Essential Communication Desk
₹25,000 + GST/month
For organisations that manage their own strategy, copy and publishing but need regular design-production support.
- Up to 7 standard design units
- Up to 3 simple adaptations
- One monthly planning call
- One designated client coordinator
- Two consolidated revision rounds per original design
- Standard turnaround: 3–5 working days
- Email or agreed project-management channel
Coverage: Not included; available at active Retainer rates.
RECOMMENDED
Programme Communication Support
₹45,000 + GST/month
For NGOs and programmes with regular design requirements and recurring field or event communication needs.
- Up to 12 standard design units
- Up to 8 simple adaptations
- Monthly deliverable planning
- Fortnightly review call
- Two consolidated revision rounds per original design
- Standard turnaround: 2–4 working days
- One full-day photography coverage
- 100–150 selected and edited photographs
- Organised monthly asset handover
Included coverage: Up to eight consecutive working hours with one photographer. Video, same-day delivery and multi-camera requirements are additional.
Institutional Communication Partner
₹85,000 + GST/month
For organisations requiring higher output volume, closer coordination and regular documentation.
- Up to 20 standard design units
- Up to 12 simple adaptations
- Monthly communication-production plan
- Weekly coordination call and priority scheduling
- Two consolidated revision rounds per original design
- Standard turnaround: 2–3 working days
- Monthly asset organisation and work summary
Choose one monthly allocation: Up to two full days of still photography; or one full day of combined photography and single-camera videography.
Combined coverage includes selected edited photographs, organised raw clips and one basic 60–90 second highlight edit. Extended films, interviews, scripting, advanced motion graphics, multiple cameras and same-day edits are additional.
How design units, revisions and adaptations work
One standard design unit may cover one original static social-media creative; one poster, invitation or announcement; one simple certificate; one presentation slide requiring original visual treatment; up to two simple publication pages; one basic infographic panel using final client-supplied data; or one simple email header or digital banner.
| Higher-complexity deliverable | Allocation |
|---|---|
| Carousel of up to six slides | 2 units |
| Simple two-page leaflet | 2 units |
| Short edited Reel using client-supplied footage | 3 units |
| Publication or report cover | 3 units |
| Detailed infographic | 3–5 units |
| Complex multilingual adaptation | Agreed before production |
| Major publication, report, film or campaign | Separately scoped |
Two revision rounds
Two revision rounds means two consolidated feedback rounds per original design. Substantial new content, concept changes, changed data, new formats or a new creative direction may become a new design unit or additional work.
What counts as an adaptation
Adaptations are limited to resizing, platform-format adjustments or minor text replacement on an approved design. A new concept, material re-layout, significant content change, substantial language re-layout or new data visualisation is not an adaptation.
Unused monthly allocation
Monthly design units, adaptations and included coverage allocations do not automatically roll over, accumulate, convert to credit or become refundable unless Gateway agrees otherwise in writing.
Coverage, scheduling and urgent work
Coverage area and expenses
Standard conference and workshop coverage extends approximately 60 road kilometres from Gateway Graphics’ Habra base. This covers many locations across North 24 Parganas, Nadia, South 24 Parganas, Hooghly and Kolkata; it does not mean every location in those districts is automatically within 60 kilometres.
Transport, tolls, parking, accommodation, venue permissions and applicable third-party expenses are additional at actual cost.
Advance scheduling and cancellation
Included photography or video coverage is subject to team availability and advance scheduling. Coverage should normally be requested at least seven working days in advance.
Cancellation or postponement within three working days of confirmed coverage may count as use of that month’s allocation where resources were already reserved.
Turnaround and urgent requests
Turnaround begins only after Gateway receives the complete brief, required content, data, assets and necessary approvals. Client-side delays may move the production schedule.
Work requested within 24–48 hours is not guaranteed. It may be accepted subject to team availability, workload and complete inputs. If accepted, it uses the normal allocation or applicable charge, plus a 30% priority charge.
Preferred rates for additional work
| Additional service | Rate |
|---|---|
| Additional standard design unit | ₹2,500 |
| Additional revision beyond included rounds | ₹1,000 per hour |
| Full-day still photography | ₹10,000 |
| Full-day single-camera videography | ₹15,000 |
| Full-day photography and videography combination | ₹20,000 |
| Additional coverage hour | ₹2,000 |
| Basic 60–90 second highlight edit | From ₹7,000 |
| Same-day selection of 10–15 photographs | ₹6,000 |
| Accepted 24–48 hour urgent work | Normal allocation/applicable charge +30% |
All prices exclude GST and pre-approved third-party expenses.
A planned monthly workflow
1. Define priorities
Agree the monthly deliverables, priority order, source materials, responsibilities and expected dates.
2. Produce and review
Gateway develops approved items while one authorised client coordinator consolidates feedback and approvals.
3. Deliver and organise
Final assets are supplied in agreed formats, with organised handover or a work summary under the applicable package.
4. Plan the next cycle
Review pending needs, upcoming events and future priorities before the next monthly allocation begins.
Selected Project Experience Across Organisations and Programmes
Gateway Graphics has contributed design, documentation or visual communication services to selected assignments associated with Tata Trusts, CInI, WASSAN, DRCSC and SWISSAID.
These text references identify relevant project experience only. They do not imply that every organisation was a direct client, endorsement, exclusivity or a current Retainer relationship.
What is not included
- Unlimited designs, requests or revisions
- Social-media posting, scheduling, community management or inbox responses
- Communication Consultancy, full communication strategy or long-form copywriting
- Daily caption and hashtag development
- Paid advertising, media buying or influencer coordination
- Printing, fabrication or third-party licences
- Website development
- Major reports, publications or campaign systems
- Full documentary films, multi-camera production or livestreaming
- Presenter, voice-over or other external talent
- Work outside the approved monthly plan
- A replacement for separately scoped major reports, films, campaigns or websites
These services may be quoted separately where Gateway can provide them.
Commercial terms at a glance
- Minimum initial engagement: three months
- Billing: monthly in advance
- GST additional as applicable
- Work delivered through an approved monthly deliverable plan
- One authorised client coordinator consolidates feedback and approvals
- Unused allocations do not automatically roll over, accumulate, convert to credit or become refundable unless agreed otherwise in writing
- Delayed client feedback does not automatically extend the allocation and may move the production schedule
- Work beyond the allocation requires written approval
- Editable or source-file transfer applies only where specified in the agreement
- Client-supplied copy, data, permissions and factual claims remain subject to client approval
Frequently asked questions
Is this an unlimited design service?
No. Each package contains a defined monthly allocation. Work is planned and prioritised before production begins.
Why is the minimum engagement three months?
The initial term allows time to understand the organisation’s communication system, establish an efficient approval workflow and deliver recurring work with greater consistency.
Does Gateway manage social-media posting and community responses?
No. The packages cover approved creative-production outputs. Posting, scheduling, community management, paid promotion and full social-media strategy are not included unless separately agreed.
Can conference or workshop coverage be included?
Yes, subject to team availability and advance scheduling. The Programme package includes one full day of still-photography coverage; the Institutional package includes either two full days of still photography or one full day of combined photography and single-camera videography.
What happens when we need more than the allocation?
Gateway confirms the additional allocation, cost and delivery schedule for written approval before extra work begins.
Can the Retainer include a major report, campaign, website or documentary film?
Major assignments are separately scoped because their research, production and review requirements differ from planned day-to-day communication support.
Is travel included?
No. Transport, tolls, parking, accommodation, venue permissions and applicable third-party expenses are additional at actual cost.
RETAINER ENQUIRY
Discuss your organisation’s recurring communication needs
Tell us what your team needs regularly, how often the work arises and whether conference or workshop coverage is required. We will review fit and recommend an appropriate monthly structure.
Phone, email and WhatsApp options remain available through Gateway’s existing contact page.