Software:

– Any layout software that can output high quality EPS or PDF
– QuarkXPress 10+ (or Adobe inDesign – for layout)
– Adobe Photoshop or equivalent (for photo editing)
– Adobe Acrobat Distiller (Optional – for creating PDF’s)

Initial Draft:

– Email to Board. Request for content.
– Copy most recent issue and image folder.
– Update the color scheme (see below).
– Delete out existing article text
– Copy similar common articles from previous year’s issue
– Assess the existing open space to determine where new articles are needed.

Final Draft:

– Spell Check Entire Doc
– Convert all double spaces to single spaces.
– Find/Replace all single quotes to single quotes (the right kind).
– Find/Replace all double quotes with double quotes (the right kind).
– Output a low-rez (72 or 96dpi) PDF and email or post to website for reviewing.
– Solicit comments.

Send to printer:

– High resolution (Print) PDF.
– e-mail or deliver to printer: (2015: Graphics Impressions, Malvern, PA)
– Printer will load into their system and produce a draft
– Review draft and provide changes if necessary.
– Approve for printing. Provide total count and number of pre-sealed newsletters.
– Usually ~175 pre-sealed and 400 total. (Some issues require more – e.g. Fall issue to send extras to recipients)

Image Formats:

– Change image resolution to 300 pix/inch with no resampling
– Resize or crop to print size (Cover airport image is usually 1024×768).
– Adjust brightness/contast to moderate contrast. (When printed, image will darken somewhat)
– Most images will be approx 3.4in wide x 2.5in tall, 300 pix/inch
– Save as TIF or appropriate high rez format
– Drop into Quark/InDesign

Color Scheme:

Full Color.
NewsletterBase used for most text, and normally black
NewsletterHighlight, used for title page, some headings and background color

Optional seasonal color scheme:

Spring = Green – Pantone 341C
Summer = Red – Pantone 200C
Fall   = Brown – Pantone 160C
Winter = Blue – Pantone 301C

The color scheme can be changed for the whole document in one place…

– Choose “Edit”, “Colors” from the menu
– Select “NewsletterHighlight”
– “Edit”
– Control-C (To copy the color name to the clipboard)
– Choose a new Pantone Coated Color
– Paste (Control-V) “NewsletterHighlight” back into the Name field
– Press OK
– Press Save

Publish PDF to website at some point after printing:

– Add PDF to /papilot/issues directory
– Update /papilot page to point to new issues

Newsletter Mailing:

– Coordinate with Membership to ensure updated member list (Wild Apricot)
– Print labels using label templates for members, airports, complimentary list (see below).
– Get first class postage.
– Get large envelopes for mailing multiple newsletters to some officers and others (e.g. recipients).
– Attach first class to folded newsletters.
– Provide extras in large envelopes for PA airports and others (some officers, recipients).
– Purchase 1^st class postage for large envelopes.
– Deliver to Post Office.
– Photocopy or snap photos of postage receipts and send to Treasurer for reimbursement.