Preparing print publications

Large or small, postcard or prospectus, leaflet or brochure, your publication project will run smoothly and meet your deadlines with planning and forethought.

Publications generally have more impact if they are part of a marketing and communications campaign. For more information see Working with departments.

Define the aims of your publication
Who is the target audience?
What is your budget?
Design and colour
Deadlines
Copyediting
Proofreading

Define the aims of your publication

What do you need your publication for?

Your publication may be needed to:

announce a lecture series or a special event
raise the profile of your research
prepare staff for change
promote a new product or service
provide important information for students
recruit students for a new course (see departmental leaflets)

Who is the target audience?

Think about who you are designing your publication for. Make sure your writing style, and the look and feel of your publication meets the requirements and expectations of your target audience:

staff
potential staff
current students
potential students
overseas students
industry
government
local residents

What is your budget?

Allow for

design
printing
proof-reading

Cost-saving tips

Employ a professional proof-reader at the final stage. It could save an expensive reprint if there's an error.
Give the designer a specific brief or show them something you like which they can draw ideas from. This saves time and money.
Printing costs vary hugely depending on size, quantity, paper quality and colour. Campus Copy and Print can advise on what you can get for your money and ring around for quotations.
Always order more copies than you think you will need to avoid expensive reprinting if you run out.

Design and colour

All University publications must follow the Design standards for the visual identity. Please ensure that you and your designer are aware of them.

To ensure consistency throughout your printed and web materials choose a colour palette for your publication based on your department's website colours.

Deadlines

When do you need the publication?

Open Day
Graduation
an external lecture
launch of a course
international visit

If it has to arrive in time for a particular event, set a deadline and make sure everyone in the team – colleagues, designer and printer – is aware of it and keeps to it.

Put the delivery date in your diary and schedule your production timescale back from it.

Copyediting

You can save valuable time and money by carefully copyediting your manuscript before you give it to the designer.

Textual errors corrected after the design has been put together are an avoidable expense.

Double-check names, dates, phone numbers, websites and addresses as they are often overlooked and it is vital to get them right.

Follow the University's Style guide to ensure consistency and clarity in your writing style.

Proofreading

You will receive proofs from your designer as electronic PDFs or in printed format.

When making corrections on proof, write clearly and neatly using a red pen. Keep a photocopy of your corrections and check them against the next proof you receive to ensure that the designer has made them properly and no new errors have been introduced.

Contact Jilly Lovett jml11@york.ac.uk or Dodi Beardshaw db32@york.ac.uk in the Communications Office for further advice.

Communications