Publications: Produce printed materials such as signs, printed meeting program, tickets, flyers, etc.
Note: MAALL 2001 St. Louis did not have a Publications Committee. However, the need for various publications kept coming up and each time we had to scramble to figure out who would handle in addition to their other responsibilities. Therefore, we recommend a committee be charged with responsibility for all publications.
The major publication cost will be the printed program which is distributed at the meeting.
If possible, have photocopying and signs donated by a law school or law firm. If they cannot be, these costs should be calculated also.
A variety of signs are needed for a MAALL meeting. They include (but are not limited to):
There should be an easel and sign outside each program room listing the name, speaker, and time for each program. One sign might be used for all the programs that will be held in a particular room on a particular event.
Sponsors: For each event that has a vendor sponsor, there should be one or more signs acknowledging the sponsor. These might be easel signs or small tent signs placed on tables.
Directional: Signs are needed, especially the first day, to direct people to the registration desk. It may also be useful for any rooms that are not easy to find and for buses so people know they are getting on the right bus!
Name: Tent signs may be used to identify speakers or people seated at a head table.
The printed program is the key document that participants use to navigate the meeting. It should include:
Executive Board Members
Program and Local Arrangements Committee Members
Schedules for registration, exhibits, hospitality, etc.
Complete information on all programs and events including:
Map of hotel and/or other locations being used
Might also include, if space permits:
All information for the program needs to be assembled, formatted and sent to a printer a minimum of 2 weeks before the meeting. (However check with your printer for exact time needed.)
This means that cut-off dates for submission of information to the person preparing the program will have to be set about a month before the meeting.
Changes after the program has been sent to the printer will have to be announced at the meeting.
Careful coordination is required to get all the information in time for the program. But it is a good incentive to get things done on time!
Selecting and working with printer
You should select a printer at least a month in advance. Ask other people who have done printing for recommendations or contact printers in the phone book to get quotes.
There are many different kinds of printers. Among them are walk-in, off-the-street, quick copying printers like Kinko=s, medium level printers that will print one-time, small quantity jobs like the MAALL program, and high-end printers that only deal with large jobs from companies. [St. Louis 2001's experience was that Kinko=s-type and medium level printers would take the job, but a medium level printer offered the lowest quote.] You can=t always tell the type of printer from the company name, so call and ask or visit.
Talking with printers can be a daunting task since they use printer lingo. The things you=ll need to know are outlined below. The easiest way to convey what you want is to either give the printer a sample publication and/or to have printing job specs you can give over the phone. If you want your program to look like the 2001 program, simply give the printer the printing specs at the end of this chapter.
When you talk to the printer, you=ll need to discuss the following:
Format and software:
IMPORTANT! Consult early with the printer, before you=ve started designing, about the format needed. Can it be accepted in electronic form? If so, what form? Email? Disk? And ESPECIALLY, what software? Can the printer use your regular word processing program, or will it need to be converted to something else?
Chances are you=ll need to use something other than your regular word processing program. WordPerfect, MS Word and MS Publisher can cause problems because files printed out on different printers may change their layout and appearance. For example, with WordPerfect, a document that looks fine on your screen may be moved around on another computer=s screen because of different printer settings for the attached printers. In 2001, the software recommended by the printer MAALL used included Quark Express, Adobe Illustrator and Adobe Pagemaker. Sending a PDF file may also work well, but it depends on the project. Don=t assumeBask!
If the software you use is not compatible with the printer=s equipment, plan on significantly higher cost (quote in 2001 was additional $100) for the pre-press time the printer will need to make your file printable.
Description of project:
For example: meeting program in booklet format. In 2001, ledger size (11x17) paper was folded and stapled (or "saddle stitched" as quote says) to form a booklet.
Number of pages:
For a booklet like the 2001 program, pages come in multiples of 4, so if you increase from 8 to 12 or 12 to 16, there will be a jump in the cost because the printer will have to make more printing plates.
They'll want to know if you're going to use color. If you plan to just have printed in Ablack and white@ without color images, they may refer to that as one color, meaning black ink. Using color inks, other than black, is prohibitively expensive.
Choosing paper weight and color is tricky if you don=t already have a sample page or exact specs. If you have neither, you can try describing what kind of paper you=d like and the printer can probably make a recommendation, though you may want to go to the printer to select in person. Using colored paper will not significantly increase costs, and an attractive publication can be produced by using black ink on a fairly heavy colored paper.
Number of copies:
Most of the cost is in the initial setup (plate-making), not the number of copies, so don=t try to cut your number of copies too close. It=s better to have some leftover than to run out. The printer may routinely print some extra copies beyond the number ordered, so ask to find out about your printer.
Deliveries and deadlines:
The printer can usually send someone over to pick up or deliver when you need to do physical exchanges of disks or print-outs. Also, the printer may give you a sample of your job for your review before the job is run. The printer will ask when you need the finished product and where to send it. (If you=re getting down to the wire, you may need to pick it up or have it delivered to meeting site!)
The following might be handled by the Publications Committee or another committee, but just be sure that someone is handling!
Registration forms, preliminary program, directions and other local information. Might be better handled by Registration Committee.
Name tags: Each registered participant must have a name tag. Might be handled by Registration Committee instead. (See Registration chapter.)
Tickets: For meal events, especially those that have vegetarian/non-vegetarian choices. Vegetarian/non-vegetarian tickets should be different colors. Could be handled by Food or Registration instead. (See Food chapter.)
Information on special events. Might be handled by Events Committee instead. (See Events chapter.)
Generally, each speaker should provide his/her own handouts. However, copies (or additional copies) might need to be made for some. Coordinate with Program Committee to notify speakers of number of participants expected.
3 sheets (12 pages) ledger size (11x17)
70 pound royal fiber gray paper
folded and stapled into booklet form
150 copies produced
converted a WordPerfect file to PDF format and emailed to printer
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