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The workflow for programs is a 5-week span that begins when the marketing designer delivers the first draft of your program, and ends 12 days before your concert. The goal is that your program is press-ready at least 12 days before your concert so that there is plenty of time to account for the busy printing schedule.
The process includes three proofs and three rounds of changes for a final PDF about 2 weeks before your concert. Each time you receive a draft, you are given 4 days to proof the document and return changes to the marketing designer. Upon receipt of the changes, the marketing director will provide a new proof within 2 days.
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Programs will be scheduled to go to press approximately 9-11 days before your concert; this allows us to fit the job into the busy print schedule and allows a buffer in the case of unforeseen problems, like a machine breakdown.
Final Roster and Change Deadlines
Though the general workflow is considered flexible, the 12-day deadline is firm. 12 days before your concert, the existing draft program will be considered the final program and go to press. Any changes to roster after the 12-day mark will not appear in the final program.
Making Corrections
- Your ensemble team may choose who should be involved in the proofing process. Have your point person distribute the proofs to your selected team, and collect edits from the team. Only the assigned point person should be in contact with the marketing designer.
- Before sending corrections to the marketing designer, the point person should collate all the changes into a single document, and ensure that none of the changes contain conflicting information. If there is a conflict, resolve the conflicting data internally before sending corrections.
- Whenever possible, an annotated PDF is the preferred method for receiving changes. You can use the markup tools provided in MacOS Preview to make clear changes throughout the proof. A single change list in a Word document or the body of an email will also be accepted. The changes must be collated into a single list. Do not simply forward multiple change lists from multiple email addresses.
- Please make every effort to send a single list of changes for every cycle. Upon receiving changes, a new draft is frequently generated on a quick turnaround, so multiple changes coming in at different times results in a lot of excess work for everyone.
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