Please see advice below for everyday routine print work guidance.

Note:
For all other work please complete an INTERPRETIVE WORK REQUEST SHEET (Appendix 1)

1. HOW DO I SPECIFY A PRINT JOB?

You need to give the printer a completed print specification ie:

Paper size: A4/A3/A5 etc
Folds: A4 folded to 1/3 (A4) or A3 folded to 1/3 (A4) etc
Paper weight and finish: 115gsm/125gsm/150gsm etc (matt or silk)
Colour: Full colour, two colour, single colour etc
Print run: 500, 1,000, 5,000, 10,000 etc
Artwork: Is *artwork ‘camera ready’ (ie completed)
or a draft to be formatted by printer?
Finish: Can vary-check with printer
Deadlines: Specify dates for proofing, printing and delivery.

*artwork- If artwork is to be finished by printer check which format they would prefer you to
supply it in ie WORD or PDF or other?

2. HOW DO I GET A QUOTE FOR A PRINT JOB?

You can only use the company which holds the Council’s corporate contract. This is currently
The Ink Shop,
Contact David Duff (manager) or Stephen Mathieson (Graphic designer)
5 Post Office Avenue, Inverness, IV1 1DN, Tel: 01463 243800 Fax: 01463 241 400

You must supply them with a print specification as shown above. You will then receive a
quote in writing detailing costs. Please check the quote against the specification you have
asked for as errors sometimes occur which can affect the price.

Accept the quote if you have the budget to do so and submit a formal order to the printer.

3. HOW DO I MANAGE A PRINT JOB?

Once you have accepted the quote and submitted an order or order number you can then
supply the printer with your draft or final artwork.

Proofing
The printer will then supply you with a proof to check before printing. You must ensure that
this matches exactly what you have supplied. See Appendix 2 for a proofing checklist. Note
the press office will usually only want to see the LAST proof prior to printing as a final check.

Once the proofs have been checked and altered if required (this may take two or three
proofing stages) you can then request the printer sends a final PDF proof to double check all
alterations have been carried out as per instructions.

When you and the press office are 100% happy, the final proof along with the completed
checklist in Appendix 2 should be passed to HQ for signing off by the relevant budget holder.

Highland Council, Environment and Development Section, JB January 2008

4. OTHER POINTS TO CONSIDER
Gaelic
Current policy requires that all printed material must contain Gaelic. This includes posters,
leaflets, brochures and interpretive panels. The current agreed minimum is that headings,
sub headings and key words throughout the text are translated into Gaelic. See Appendix 3
for a summary of Gaelic Guidance.

To obtain Gaelic translations please contact:

Catriona Murray, c/o Tain Academy, Tel: 01463 224 914, E: [email protected]

Once you have received the translations, try to find a local person in your area to confirm
that the translations are locally acceptable as there may be regional variations.

Images, maps and fonts

Printers will require high quality images (300dpi) for best results.
Please ensure your images are high enough quality before you submit them. It is also good
practice to convert to CMYK (printing palette) from RGB (screen palette) and size your
images to the exact printed size in your publication. If you do not have photo editing
software then please let the printer know as they can convert your files but will charge for
this work.

The Council has numerous images available through the P&D photo library and the ‘Caithness
Collection’ which are copyright free. If you have budget available, photos can also be
sourced form various websites including www.lauriecampbell.com. Please note that if photos
are externally sourced you must receive permission from the photographer and ensure that
they are given credit somewhere on your publication.

The Council’s GIS section can supply map bases if required which are free but must also show
copyright details to comply with license agreements.

The printer may also ask for the fonts used especially if you only supply draft artwork. If you
are unsure please check with printer at the outset.

DDA Compliance
The Highland Council Public Relations Office has issued a guide for accessible print to ensure
that all graphic design and printed output complies with up to date DDA compliance.
http://www.fieldfare.org.uk/public.htm See Appendix 4 for recommended criteria

Creating a PDF file

Adobe Acrobat software can create PDF files for print work from most applications ie Excel,
word etc. This is the easiest way to provide artwork to a printer as you don’t need to supply
fonts and images etc. We are at present trying to purchase further copies of this software but
meantime there are copies on various PC’s within the Planning and Development Service.

Highland Council, Environment and Development Section, JB January 2008

 Appendix 1

INTERPRETATION
Work Request Sheet
CUSTOMER DETAILS

Customer Name:

Address:

JOB DETAILS

Project Name: Reference Number:

JOB DETAILS

Status: New Work Update of existing

Job Description: Interpretative panels Sign

Leaflet
Map Other (Please specify)

Final Dimensions: A4 A3 A2 A1 A0 Other (Please specify)

Colour: 4 colour spot (single colour) B&W

Content required: Maps Photos/slides

Diagrams Illustrations
Text Gaelic
Logos Other (Please specify)

Budget Allocated

Funding Sources

Preliminary required: Site visit Meeting Planning Permission Copyright

Proofing stages: Date Date Date

Final Product req'd by: Date Additional Comments:

For Office Use Only: Officer

Authorised by DM Client advised start date

Date Funding Confirmed

Priority High Med Low Estimated completion date

Estimated Time Required Unable to accept

 Appendix 2

PROOFING CHECKLIST:- Leaflets, posters, and everything else that goes to print
(internal or external) regardless of quantities, and including joint projects where we
are not the lead.

PROJECT NAME:- Responsible Officer:

Initial Check Second Check Final Check Press Office

By By By approved?
Spelling

Grammar
NB Plain English
Consistency – eg:-
car park or car-park,
badger or Badger?
Acronymns – consistent
use
Symbols – all present and
correct, and consistent?
Dates, times, locations –
correct?
Grid references/Tel
numbers – correct?
Copyright included for
photos/text/illustrations
Logos included for
partners/funders e.g. SNH
Other Acknowledgements
GAELIC
Headings, sub headings
and place names as a
minimum (refer to App 3)
Legibility
Font size, and colour
contrasts, NB DDA
considerations
(refer to App 4)
Font sizes and types –
consistent throughout?
DDA compliance
statement eg large print
versions available?
OS Licence – it is on any
maps?
Press Office
Initials
Date

Signed Off By:-

Date:-
Sent to Printers (date):- Print Run:- Cost:-
 Appendix 3

GAELIC GUIDANCE

SIGNS

“Provide opportunities for people to see Gaelic”.

Road signs, street signs, community facilities, general information signs

• Where appropriate, the council will continue to provide bilingual
signs and to replace any sign at a council site with a bilingual version
during normal maintenance and improvement procedures.
• The council will encourage developers to provide bilingual signs for
new developments which reflect the history and culture of the area.

DOCUMENTATION, PUBLICATIONS & INTERPRETATION

“Enhance awareness of Gaelic by increasing its visual impact and

profile”.

Where appropriate, the council will ensure that Gaelic text is included on
literature relating to community events, programmes, posters etc.

Letterheads
• Service name & address to be bilingual.
• Bilingual logos to be used.

Brochures, Pamphlets & Interpretation

• Bilingual titles & section headings where appropriate.
• Bilingual place names.
• Direct translation to be avoided.
• Single panels of Gaelic text to be used where it enhances content and
design.

Advertisements
• Bilingual logos to be used.
• Adverts to be in English unless service involves the Gaelic language.

Web Sites
• Visible Gaelic elements on home page.
• Bilingual titles & section headings where appropriate.
• Sections that relate to Gaelic culture should be bilingual.
 Appendix 4
The Highland Council - Public Relations Office

Accessible Print – DDA Considerations Design Pledge

We will strive to ensure that the following criteria below will be applied to all graphic design and printed
output from the Public Relations office and to advise and encourage others within the Council involved
in design and print to support the criteria shown below.

Our default choice of:

1) Font types will be simple e.g. Arial, Univers, Verdana or Benguiat Bk Bt (Countryside Rangers)
and Trebuchet MS (Access work).
2) Type weight/font style should be normal or regular.
3) Leading will be minimum single space and preferably 1.5 where possible.
4) Text alignment will be justified left, and set horizontally.
5) Font size will be a minimum 12 point and preferably 14 point where possible.

In body text, we will avoid the use of:

1) Italics;
2) Capitals;
3) Underlining;
4) Hyphenated text;
5) Setting text over images or photos;
6) Running text around right hand side of images or photos
7) Running text across paper fold

And will encourage the use of:

1) Bold (for emphasis e.g. in headings); and
2) Increased font size (for emphasis)
3) Generous blank spaces in form designs for filling in and generous sized tick boxes
4) Clear illustrations/photos and only set text around illustrations if text is placed on the left hand
side of the illustration so that the beginnings of text lines are clearly identifiable

Contrast:
1) Our choice of font will be a strong contrast of dark font against light background;
2) Or, if text is reversed out a strong simple font with high contrast against a dark background will
be used

Paper
1) We will avoid glossy papers; and
2) Avoid paper that is too thin and shows text through from the reverse (i.e. minimum of 90 gms
paper weight)

On all publications, where possible, we will include: “To request this information in an alternative
format, e.g. large print, Braille, computer disc, audio tape, or suitable language, please contact The
Highland Council’s …appropriate Service name, telephone, fax, or email”.

Public Relations Office, Tuesday, 15 January 2008