PUBLICATIONS
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PUBLICATIONS
Revised by the P&P Committee January 2010
General Statement
The Editor of Inklings will be the Publications Committee Chairman. She will direct the production of the AWCP’s official publications.
Policy
1. All new publications must be approved in advance by the Board.
2. Up to forty (40) percent of Inklings’ costs may be subsidized.
3. Only AWCP members may receive Inklings. Full copies of the magazine may not be distributed outside the membership, except at the discretion of the Editor, Co-editor.
4. The Editor or Co-editor of Inklings may edit for space, uniformity, clarity, accuracy and visual continuity.
5. Officers and Committee Chairmen/Co-chairmen must give signed approval for all articles, pictures and inserts concerning their events and are responsible for submitting them to Inklings for publication. In the case of an insert, the Officer or Committee Chairman/Co-chairman must supply one person to assist with the placing of the inserts in the envelopes for distribution.
6. Advertisements in Inklings must be fully paid in advance of publication.
7. All advertisements in Inklings are subject to approval by the Editor/Co-editor. Criteria for ads are fully explained in the Inklings Magazine Advertising policies in the Board Policy and Procedures Manual.
8. No prices for any AWCP activity may be printed in any AWCP publication.
Duties
The Publications Chairman/Editor of Inklings shares her responsibilities with the Co-editor of Inklings who acts as the Co-chairman of the Committee. These duties include:
1. Overseeing the production of the AWCP’s official publications which include: Inklings and any other official publication(s) produced by an Officer, Board Member, Standing Committee or member for use by the AWCP membership and the public.
2. Maintaining the integrity of the publications.
3. Planning a budget for all publications with the help of the Chairman of the committee in charge of the publication.
4. Advising the Board of the activities of the Committee.
5. Preparing and submitting a Year-End Report on the activities for the Committee.
Procedures
Overseeing the production of AWCP publications
The Editor of Inklings/Chairman of Publications will directly coordinate the production of each publication with its Editor, assisting with planning issues, helping with layout, securing advertising, coordinating with printers and the like. The Editor of Inklings/Chairman will meet regularly with each Editor and hold quarterly meeting with the entire Publications Committee, or as needed.
Maintaining the integrity of the AWCP’s publications
The Editor of Inklings/Chairman of Publications will ensure that the AWCP’s publications are an accurate and positive reflection of the Club and its goals. She will act as the final authority on all official AWCP copy produced for use by the AWCP membership and the public.
The Editor/Co-editor or a representative of their choice will attend all functions of the AWCP in order to record the events in Inklings.
Advising the Board
The Editor of Inklings/Chairman will advise the Board of the activities of the Committees through regular reports at Board Meetings.
Preparing and submitting a Year-End Report on the activities of the Committee
The Chairman will prepare a Year-End Report of the activities of the Committee during the year and supply copies to the President, Historian and her successor.
Planning a budget
The Editor of Inklings/Chairman will meet with the President, the Treasurers and editors to develop a budget for expenditures and projected income for all of the AWCP publications, current and planned.
INKLINGS MAGAZINE
ADVERTISING
General Statement:
To defray the costs associated with providing AWCP members with a monthly magazine, Inklings accepts advertising support.
Policy:
The Editor, Co-editor and Advertising Manager will establish the guidelines for advertising. These guidelines must be approved by the Board.
Duties:
The Editor, Co-editor and Advertising Manager share the responsibilities for advertising. These duties include:
1. Determining what ads will be accepted.
2. Determining what ads will be rejected.
3. Supplying copies of published ads to advertisers.
4. Determining what inserts may be placed in Inklings.
5. Establishing the advertising rates and deadlines.
Procedures:
Determining what ads will be accepted
The criteria for accepting advertisements are:
1. A signed contract and payment received one week prior to magazine’s release to the printer.
2. A camera-ready form of ad (including color separation or negative if ad is in color) received by advertising deadline.
3. The ad content must not be offensive; the Editor or Co-editor will make this determination.
Determining what ads will be rejected
The criteria for rejecting advertisements are:
1. No payment received for advertisement one week prior to magazine’s release to the printer.
2. Incomplete advertising contract.
3. Inappropriate or offensive ad content.
4. Ads received after ad deadline.
Supplying copies of published ad to advertisers
1. Advertisers will be sent a copy of their ad within one week after publication. Only those who pay for a full-page color ad will receive the entire magazine with the deletions listed in # 2. All other advertisers will receive only the page on which their ad is placed.
2. The Mabuhay, Interest Groups, Community Service and other sections with phone numbers of members must be removed before sending to the advertiser.
Determining what inserts may be placed in Inklings
Nonprofit organizations outside the AWCP that wish to place inserts in Inklings must meet the following guidelines:
1. Inserts are subject to approval by Editor or Co-editor of Inklings.
2. Organizations must provide all inserts (no copying done by AWCP office staff) for the monthly printing.
3. All inserts must be delivered to AWCP office by the Inkling’s deadline.
4. Organizations must pay for inserts upon or before delivery of the inserts at the AWCP office.
5. An organization is limited to one insert per month, though there is no limit to the number of months.
6. Organizations not affiliated with AWCP will be charged 1% of the issue cost.
7. Organization will provide one person to help stuff insert into envelopes
All other organizations that supply an insert will pay the same rate as a full-page ad. The advertiser must provide a sufficient number of inserts for the monthly printing. The inserts must meet the same criteria as a regular ad as determined above.
Establishing the advertising rates and deadlines:
1. Advertising rates and deadlines will be reviewed and established each year. However, these rates may be changed during the year by the Editor/Co-editor with prior Board approval.
2. The Advertising Manager will retain signed advertising contracts for each advertiser. She will invoice advertisers as needed. Ad artwork goes to the Editor. All payments are received and receipted at the AWCP office. The Ad Manager will send advertising information on rates and deadlines (including a contract) to interested potential advertisers.
