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Publishing By Group or Committee

Many service organizations issue a variety of publications for various reasons. From cookbooks, histories and calendars as fairly standard fundraisers, to official stationary, programs, specialty keepsakes and directories - as part of the day to day running of the group.

Special committees or small groups that embark on most publications have special needs. We love to work with service organizations to help them succeed. We offer the same free support - and more - to groups and committees. We have found that it smoothes the relationship to work directly with one representative from any group. It can get confusing if a committee of 6 all individually call and email their own questions on their own timeline. Sometimes organizing questions through a single representative can even have the bonus of improving the project by spurring on ideas that a lower level of communication may not encourage.

Beyond a group having a single representative to work directly with the publisher, we suggest the group clearly define their goal(s), a timeline, and draw up a plan for researched and/or submitted material. Guidelines can be fairly simple and far reaching such as:

• send the information, typed requested but not required, and we'll place it in the manuscript

• sending camera ready pages (what you send is what goes in the book) with space to type the page number at the bottom

If many people are preparing manuscript pages for a single publication, guidelines can be very specific. A basic list of what can be included in guidelines are below.

• Clearly define if the submitted content will be edited, or used as submitted.

• book size (6x9", 8.5x11", etc.)

• margins

• font style

• font size

• spacing

• photo specifications

• graphic/art specifications

• sizing content restrictions (do not submit more than XXX number of pages/words, etc.)

• single sided (if hard copy)

• acceptable content

• deadline(s)

• Digital - type of program used or submitted in

• Digital - header content (text, font & margin settings)

• Special notes such as reminders of photo captions, Copyright releases, etc.

• Contact information (name, phone number, address, email, etc.)

• How to send the submission

Click here for an example from a group who has used this as a backbone to their several-year project.

Unless your group can get together at "the drop of a hat", it may find itself in need of a way to share files over the internet. The easiest way to do that is pick a format you all use and send email attachments. However, many people prefer to add another layer of anti-virus protection to this. Rather than basically computer to computer (email), computer to third party area where it can be scanned before downloading into computer. Basic needs can be fulfilled by having an electronic group online, like through Yahoo or Google email (Usenet) list/groups. However, if more space is needed, here are a few suggestions:

• www.dropbox.com - this is great because you can set the files to expire when they are loaded. When they expire, they are deleted from the internet.

• www.box.net - free or paid services

• www.yousendit.com - free or paid services

• docs.google.com - integrates with other online Google services such as gmail, etc.

• Microsoft SharePoint - robust paid service

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Page last updated Friday April 13, 2012

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