Planning a Publication
The Marketing Office is committed to producing publications that are well-written, well-designed, and successful in their intent. The marketing team will work with you, in shared responsibility, to produce your publication in a timely and cost-effective way.
To initiate a project, it is important to meet with the marketing team. Topics of discussion will be the scope and purpose of the piece, your budget, and the time frame necessary. Put simply, we will ask the questions, What, Why, With Whom, How Much, and When. This information will allow for informed discussion, thoughtful decisions, action planning and scheduling, and possible measurements of outcomes.
What to bring to your publication meeting
- A general idea of scope and purpose, as well as audience. If possible, bring sample publications (electronic pubs or paper pubs) that are similar to what you expect of your finished piece.
- Any research that has been conducted that would promote understanding of the constituency/audience for the publication piece or that would quantify or qualify the expectations/needs for this specific publication.
- A definition of success for the particular publication (i.e. Number of donors responding, Number of inquiries generated, increase of 'X'percent in the number of hits to a specific web page, etc.)
- Expectations or opportunities to integrate this publication with econtent, media, and/or promotions.
- Opportunities for collaboration with another program to reduce costs and/or improve the power of communications with the targeted constituency/audience.
- A budget figure. (A budget is only necessary if you are in need of a paper pub and the project is not already part of the planned marketing budget.)
- Specifications (For a paper publication only. These are important to obtain accurate cost information. Often called “specs” these are as follows: quantity, delivery instructions, size, number of pages, date needed, mail date needed if applicable, ink color(s) including black, paper stock, photography needs, bindery or "finishing" (folding, stitching, stuffing, collating, etc.)
Time Frame
After the initial meeting, a schedule will be created for your publication. (Specialty items such as diecutting (uniquely shaped sizes), bangtail envelopes, perfect bound books, unique binding, take up to six weeks to be delivered.) Every effort will be made to accommodate the schedule of writing, if deemed necessary, and design, saving you the cost of freelance designers, writers, and editors. To take advantage of marketing's services, you must contact the marketing team well ahead of time (even if you anticipate a project you are not yet ready to begin.)
Sample time frame of a typical paper publication:
- Price quote = 5 business days
- Writing/design = 4-8 weeks (time frame applies to electronic publication also.)
- Photography = 2-3 weeks
- Commercial printing production = 2-3 weeks **Does not include specialty items, or changes made to printer's proof, which add time and cost.
- Firstclass mail = 1 week*
- Bulk mail = 2 weeks within local region, 34 weeks countrywide.*
*More information can be obtained by contacting the post office supervisor (x3370).
Price quote process (paper publications only)
To get accurate price quotations from printers, you must provide the following information or specs: Quantity, Size, Number of pages, Colors, Paper stocks, Bindery details, Delivery instructions, Date needed. Printing estimates are usually good for 30 days. For more information about providing specs for accurate quotes, contact print publications staff.
Production
After your initial meeting, your project will be scheduled and put into production. You will receive laser proofs of your project. If your printproject cannot be produced in the time specified due to scheduling conflicts, print publications staff can assist you to find freelance assistance. You must pay for freelance services.
Checking laser proofs:
Indicate any changes on the laser proof in red ink. Any changes or additions will add time to your project. If a freelance designer is working on your job, it will also add cost.
- Verify that all text is included and in the proper order.
- Check your previous laser proof or your original text against the new proof to verify that all changes or corrections you indicated were made.
- Check for typographical errors.
- Check photos and captions.
- Verify that text falls into columns and breaks page-to-page as desired.
- Check page numbers.
- Check all line breaks and hyphenated words.
- Check accuracy of dates.
- Check spelling of names.
Checking printer's proofs:
- Check copy. (If you approve a printer's proof with errors, and you must reprint the project, you are responsible for the reprinting costs.)
- Check color accuracy.
- Confirm quantity, delivery date, and paper stock(s).
Photography
Marketing staff will work with you to set up photo shoots for your needs. You must provide ideas, locations, and names of students and faculty subjects to be photographed. If needed, print publications will assist to artdirect these shoots. If necessary, you must be sure to reserve facilities (classrooms, laboratories) for these sessions. If you are working with a freelance designer, you or the freelancer must arrange photo shoots through marketing. The online database of photos (server2.adminhome.juniata.edu/photos) are also available for your use.
Preparing files on your desktop for commercial printing
Please contact print publications about your project to ensure vendors can output your files to be printed properly and accurately. Specs will be needed to understand the full scope of your project. Allow more time than you think you need to ensure positive results.
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