Resources for Newsletter Editors

Printed Newsletter Time Line

Photography Guidelines

Virginia State Bar Style Book

Budgeting

Possible Cost-Saving Measures

Digital Newsletters
 


Printed Newsletter Time Line

Listed below is a production schedule* for printing and mailing section newsletters:
From VSB to Printer: 1–3 days
Printing and Binding: 7–10 days (may take 1–2 days longer if special features are involved)
From Printer to Mailing House: 1–2 days
Through Mail to Membership: 3–10 days
*schedule indicates business days

Spring newsletters to be received by members by post before the Annual Meeting need to be submitted, designed and ready to print, by May 1st.

Please note that the schedule does not include design time. Please figure editing and design times into the schedule. A timetable for design may be estimated with the designer.
 


Photography Guidelines


Lighting
Natural, diffused lighting makes for better photographs than direct light, over-head interior light, or flash. Those type of lights tend to cause reflections, wash-out subjects, or put their features in shadow. Additionally, make sure your light source (like the sun or a lamp) is behind the camera and not behind your subject, as your subject will appear in shadow.
 
Distance
Shoot photos within six feet of your subject whenever possible, leaving enough space around your subject for a designer to crop to any shape. For head shot portraits, shoot photos from no more than four feet away.
 
Composition
When composing your photograph, check in your viewfinder to make certain that there are no statues or potted plants growing directly out of your subjects’ heads.
 
Identify your subjects
Please make a note of the names, and titles, if appropriate, of the subjects in the photograph.
 
Don’t use a cell phone
Photographs taken on cell phones are generally not clear and do not have a high enough resolution for printing.
 
Digital Photo Delivery
When providing digital photos, please send only high-resolution files (300 ppi/dpi at a size no smaller than 3” X 4”) in jpeg, tiff or eps formats. Digital photographs are preferred.
 
Printed Photo Delivery
Photos printed from negatives scan well. However, digital photos printed from a computer printer do not scan as well, so it is always better to send a digital photo file rather than its print.


 

Virginia State Bar Style Book

This style guide offers general information on writing, punctuation, word usage, and a number of other issues particular to the VSB that come up as we read and edit copy submitted to us for publication. It is intended to assist our section newsletter editors as they edit submitted articles.

 


Budgeting

The costs associated with production of a newsletter are design, printing and binding, mailing house services, and postage.

Design
Some sections have their newsletter produced at the newsletter editor’s office, by law-school students or by an outside vendor. For those sections without the resources to produce a newsletter themselves, the VSB can provide the name of a freelance designer who is available to produce section newsletters. For more information, contact the VSB Publications Department.

Printing and Binding
All newsletters are sent to a professional printing company. Costs for the production of your newsletter are based on the number of pages it contains, the quantity printed, how the newsletter is delivered, use of color, paper quality and type of binding.

 


 

Possible Cost-Saving Measures

1. Make your newsletter smaller by printing summaries and an index to the contents with links to downloadable information online. (See the Virginia Lawyer Register as an example)

Pros: • the newsletter is mailed to everyone,
        • the members incur the printing cost of the materials,
        • we potentially save paper,
        • the information is accessible at any moment with
           an internet connection,
        • the documents are password protected,
        • you do not have to worry about email distribution,
        • you can track member downloads,
        • files are smaller when they are separated, and
        • people can access just what they want

2. Print and mail fewer issues of the newsletter each year


3. Go digital


Going Digital

For further information, please contact the publications department for examples of cost and details associated with going digital.



 

Updated: Jun 05, 2013