The Publication Process

An Overview

Every project is unique; even the planning, creative, and production portions vary with each job. However, this outline of the basic publication production process will give you some indication of what's involved, from idea to completion.

Basic Production Process
(or how a typical brochure or publication project is developed, step by step)

Before production begins: You meet with a project manager, designer, writer/editor, and photographer, if needed. This is the time to discuss the communication and/or marketing strategy for the project, the audience, your design and editorial needs, deadlines, and budget.

Production begins: Tell us when you want your publication in hand. We count backwards from there to establish a schedule that includes time at the printer (usually two to three weeks); writing, editing, proofreading, photo shoots, and design time on our side; and approval and proofing time for text, art, and photos on your side. The following stages will take more or less time depending on the complexity of individual projects.

• STAGE one: Publications and Creative Services (PCS), in cooperation with client, develops concept/theme/approach for the project. Project manager estimates costs for job including printing and PCS' services. You give preliminary approval for design and copy, as discussed in initial meeting and provide a speed type invoicing number. You submit your copy electronically and in hard copy format and, if you have selected photos or artwork, they go to the designer. Meet with photographers to discuss your needs, your schedule, and deadlines.
  
  
• STAGES one and two: Writer/editor writes original copy or edits your copy. Designer prepares design roughs.
  
  
• STAGE three: You and the editor finalize copy, then the editor gives it to the designer. Once you have approved design, the designer fits final text into layout. You will meet with the photographer, and possibly the designer, to begin selecting photos if they are to be used.
  
  
• STAGES four and five: Designer works on layout and placement of all design elements (i.e., text, photos, illustrations, etc.), and project manager finalizes print schedule and all of the job's specifications (i.e., paper stock, color choices, quantity, and delivery instructions). Text is proofread before you receive proofs and further revisions are checked before you receive the final proof. Finish photo selections.
  
  
• STAGE six: You will be provided with a final printout of your project. Be sure you check it carefully and get approvals from whomever has final sign-off authority. When you have given final approval, your project is ready to go to the printer.
  
  
• STAGES seven and eight: Sometime during this two-week period, the printer provides a final proof, or blueline, for your approval. The project manager will arrange to meet with you to show you the proof. Changes at this stage are costly; reserve this step for correcting major errors, not introducing new design or textual elements.

In an effort to save you time and gas, we can convert text or layout documents into a pdf format and e-mail them to you as an attachment. If you have Adobe Acrobat on your computer, you can open the document and print it on your printer in order to check it. (Acrobat can be loaded free from the Adobe web site at www.adobe.com/products/acrobat/update.html.) After checking the pdf proofs, you may approve them via e-mail or fax the pages back to us at 303-492-7828 with further comments/revisions clearly marked in ink.

Timeliness
We strive to offer the highest quality services in a cost-effective and timely manner. You can help us meet that goal by keeping these suggestions in mind and by working with us to meet deadlines.

• We provide time and cost estimates after we first meet with you to discuss your project. Although our project managers are experienced at developing cost estimates, be aware that changes in concept, copy, design, or production specifications will add to your final cost.
  
  
• We handle most projects on a first-come, first-served basis. Call as soon as you begin planning your project, so we can set up that initial meeting and get your job on our calendar. If your plans change, keep us informed.
  
  
• When unanticipated circumstances require a quick-turnaround project, call us as soon as possible. Be aware that we may need to modify the ideal scope or intricacy of a project in order to meet your deadline.
  
  
• Projects requiring original artwork, special photography, research as well as writing, or special design or production techniques will take more creative and production time than similar projects for which artwork and edited copy already exist.

Text Preparation
When you provide us with copy, you will save time and money by providing it on disk, accompanied by hard copy.

• Before submitting your copy, check it carefully for the spelling of names, correct titles, dates, etc. Because the copy editor cannot verify the factual accuracy of copy, you must assume this responsibility.
  
  
• Identify each disk with your name, the project name, and the type of file it is: Mac or PC and the software program and version.
  
  
• Put onto one disk only those files needed for the project we are working on.
  
  
• Provide a printed copy of each electronic file you give us, mark primary and secondary subheads, and identify the printed copy with the electronic file name(s).
  
  
• Verify that the hard copy you are providing is exactly the same version as the file on disk.
  
  
• Don't worry about what typeface your file is in; our designers will select the most appropriate and effective typeface. And don't format heads, charts, etc. You may use the default typeface on your software, typing in upper and lower case (all capitals have to be retyped in our office), and ONLY adding boldface and italics. Most formatting will be stripped out of your document and recreated by the designer. It helps if you will mark a hard copy with A, B, C, D beside each head to indicate its size and importance (A is the largest).
  
  
• Avoid over-formatting your draft copy. The design of the finished piece may differ markedly from the layout in your word processing file.
  
  
• Before you send a disk with tables, consult your project manager or designer for instructions on how to format those tables. In some cases, typing copy in one column and indicating on the hard copy how you want the columns to appear is the best option.

Hourly Rates
Estimates are based on PCS's fees as described below and the most current, prevailing rates established by the print industry, over which PCS has no control. We strive to find the best rates available at the time your project goes to print.

• Project Management: $40 per hour (minimum charge is $20)
• Writing, Editing, and Marketing Services: $60 per hour (minimum charge is $30)
• Proofreading Services: $30 per hour (time is charged in quarter-hour segments)
• Design and Production Services: $60 per hour (minimum charge is $30)

Web Work
Web Communications, another unit within University Communications, provides web design, content development, and related web services. For more information, call 303-735-8000 or e-mail homepage@colorado.edu.

Rush Charges
Rush charges of double the above rates may apply when jobs have tight turnarounds and when overtime is required to meet deadlines. We discuss rush charges with our clients in advance.

Use of Outside Vendors
When requested services cannot be provided by staff members, we will arrange for outside vendors. Costs for such vendors may exceed the rates shown above.