July 24, 2026

Preparing for a general election requires careful planning, clear communication, and dependable production schedules. A well-organized election print procurement timeline helps boards of elections avoid unnecessary delays, secure critical materials, and keep every stage of the election on track. At Phoenix Election Printing in Rochester, NY, we work with election officials throughout the planning process to help ensure printed election materials are produced accurately and delivered when needed.

Why Is an Election Print Procurement Timeline Important?

An election print procurement timeline is a structured schedule that outlines when key printing decisions should be made before Election Day. Planning several months in advance helps reduce supply chain concerns, allows time for proofing and approvals, and supports compliance with important election deadlines.

What Should Be Planned Each Month?

Breaking the process into manageable milestones helps election offices stay organized and prepared.

July: Begin Procurement Planning

July is the ideal time to review anticipated election needs and begin placing orders for paper stock and other essential printing materials. Early planning also allows time to discuss project schedules, estimated quantities, and production requirements.

August: Review Layouts and Proofs

As ballot information becomes available, attention shifts to layout development and proof approvals. Careful proofreading during this stage helps identify potential issues before production begins, saving valuable time later in the process.

September: Prepare MOVE Act Files and Final Production

September is often the critical month for finalizing artwork and generating files required to meet MOVE Act deadlines. Completing approvals on schedule helps ensure military and overseas ballots can be produced and distributed within required timeframes.

October Through November: Printing, Freight, and Delivery

As Election Day approaches, production schedules become increasingly important. Coordinating freight, delivery windows, and inventory helps ensure ballots and election materials arrive where they need to be, when they need to be there.

Key Procurement Milestones

A successful election print procurement timeline typically includes:

  • Order paper stock as early as possible.
  • Establish production schedules with your printing partner.
  • Review and approve ballot layouts carefully.
  • Complete MOVE Act file preparation on schedule.
  • Coordinate freight and delivery logistics well before Election Day.
  • Allow time for unexpected revisions or quantity adjustments.

Partner with Phoenix Election Printing

Election printing is most successful when preparation begins well before production starts. By following a structured election print procurement timeline, boards of elections can reduce last-minute challenges and keep projects moving from the primary through the general election with greater confidence.

At Phoenix Election Printing in Rochester, NY, we're committed to supporting election officials with dependable printing services, responsive communication, and timely delivery throughout every phase of the election cycle. Contact our team to discuss your upcoming election printing needs and begin planning your next project with confidence. Give us a call at 800-262-3202 or email us through our secure form.