WPW YEARBOOK Job Description and Timeline
Barbara Benedetti Newton 10/22/13
• The WPW Yearbook Committee is currently one person who is familiar with InDesign for layout of the Yearbook.
• The Yearbook is created each year and made available to members in printed form at the September meeting. Current size is 8.5 x 5.5, spiral bound.
• The sections of the Yearbook are:
1. Cover, first page, table of contents
2. History of Women Painters of Washington page
3. Executive Board Pages (Officers and Committee Chairs
4. Calendar of Meetings page
5. WPW Shows and WPW Gallery pages
6. Past Presidents page
7. In Memoriam pages
8. Constitution and Bylaws
9. New Members, Current Life Members and Current Honorary Member page.
10. Member Roster NOTE: The member roster is also published on the WPW Website, supplied to the webmaster by the Master Database Chair.
The member roster portion of the Yearbook is supplied to the Yearbook Chair in pdf format no later than August 15th. All other sections of the Yearbook are created by the Yearbook Chair using InDesign.
Yearbooks are distributed to members by the Dues Committee.
Suggested Timeline and Contacts
Around AUGUST 1:
1. Submit text to the Newsletter Editorfor September newsletter about Yearbook distribution.
Suggested Text: 2013/2014 Yearbook
Pay your annual member dues and pick up your copy of the annual WPW Yearbook at theSeptember meeting. Payment of dues is now possible through our website! Life Members notin attendance at the September meeting will receive a Yearbook by USMail. At year end, all other members whohave paid their dues but have not picked up their Yearbook inperson one at of the fall meetings will receive their Yearbook by USMail.
The member roster portion of our yearbook is generated from the WPW Master Database. Every effort has been made to include correct informationabout you. When you receive your Yearbook, pleasereview your information and email any correctionsto Master Database Chair,Barbara Benedetti Newton.
2. Contact MDB Chair for a count of members so you will know how many Yearbooks to print (usually member count +50).
3. Contact the printer (Tracy Wreden/Alpha Graphics in Renton) for a quote for printing. If the quote is above the budgeted amount for the Yearbook, OK the quote with the Officers before proceeding.
Cover Color: You will need to select a color for the cover.
Completion: Yearbooks should be in possession of the Dues Chair at least one week before the September meeting. Schedule printing and delivery/pick-up accordingly.
Around JUNE 1:
Send an email to all members through WPW Email Sally Cays asking them to look at their current Yearbook and send any changes or corrections or a new headshot to the MDB Chair no later than August 1st. Headshot size: 150 dpi x 2 inches high.
Around AUGUST 5:
1. Contact the Recording Secretary to see if there have been any changes to our Constitution or Bylaws to update in the Yearbook.
3. Contact the Life Member Chair to see if there are any new Life members to add to the Yearbook list.
3. Request the following reports from the Master Database Chair to update the sections of the Yearbook in InDesign:
Report: List of Officers with phone number and email
Report: List of committees and committee chairs
Report: List of New Members, Current Life Members and Honorary Members.
Report: List of members who died since the last printing of the Yearbook.
Around AUGUST 10:
Contact Spring Luncheon Chair,Holiday Luncheon Chair and Programs Chair for the Calendar of Meetings information.
Contact Exhibitions Chair and WPW Gallery Chair for WPW Shows and Gallery page information.
Contact Master Database Chair for the updated Member Roster portion of the Yearbook. NOTE: You must tell the MDB Chair the starting page number for the roster IF you want the pages numbered.
Throughout the Year: If you become aware of changes that will affect your Yearbook content, it would be good to make a note or highlight in your copy. This would be a double check to make sure the MDB received the information.
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