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Graphic Designer Task List

Last Revised On: September 10, 2014



Welcome to your Task List! The Sudbury Savoyards Task Lists are intended to be used as a guideline for how you can successfully complete your job in the current production. The task list is divided into five sections: In order to keep this task list current and helpful, please edit it as you see fit. You will be asked to turn in your marked-up copy at the Debriefing Meeting. You can also send any changes electronically by clicking here or the link at the top of this page.

General Information

Quick List

Task Timeframe
Create show graphic draft design ASAP, following selection of Stage Director
Deliver show graphic final files Design should be presented at the August board meeting and files delivered by September 1.
Create ads Create ads as needed per the Producer's request. The Producer should supply specifications.
Create and deliver shirt design October Deadline determined by Producer in consultation with Internal Sales Chief
Create poster draft design October. Deliver to producer for review. See Graphic Design specifications spreadsheet for specs and copy. Final design to be approved at November board meeting
Create postcard/business card draft design October. Deliver to producer for review. See Graphic Design specifications spreadsheet for specs and copy. Final design to be approved at November board meeting
Create ticket design Before November board meeting so tickets can be ready for December sales.
Deliver poster design files to Producer Deliver final printer files to Producer by 12/1.
Deliver postcard/business card design files to the Producer Deliver final printer files to Producer by 12/1.
Deliver Final ticket design files Deliver final printer files to Producer by 12/1
Create Certificate design The final design should be delivered to the producer for final approval before the December board meeting. It should include Pastor and Chairman signatures.
Create and deliver design for Road Signs 2 weeks prior to first tech day
Create and Deliver Final Playbill Cover Design Deliver draft to the Producer for approval at December board meeting. After approval deliver playbill cover final layout file to Playbill Layout Chief who will determine deadline.
Publicity Items Create additional files for publicity items at the Producer's direction. Producer to supply specifications and deadlines.
Deliver Certificate Design Mid-January, Deliver to Certificate Printer or Producer
Attend Debriefing Meeting Date is determined by the Producer
Return Task List Return to the Task List Manager at Debriefing Meeting. See the show calendar for the exact date.
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Task Details

Create show graphic design

Create show graphic draft design. This design must accord with the Stage Director's artistic vision for the show. Meet with the Stage Director as soon as possible, provide several mockups for SD comment. Render draft design. Final design is approved by Director and Producer and, ideally, presented at the August board meeting. Final files should be delivered to Producer by 9/1.

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Deliver show graphic final design

Get final sign-off from the Stage Director and get the design to the Producer so that it can be used for the web site and for publicity for auditions.

Provide final design to producer in format for 4/c print, facebook, and web use. See Graphic Designer Specifications spreadsheet in Reference Documents for specifications.

The Producer should distribute the graphic files to the disciplines that need them, such as, Newsletter, Publicity, Ads, Database Manager (for nametags and rosters, etc.), Discipline heads should contact the Graphic Designer directly if alterations (sizes, file formats) are needed.

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Create and deliver shirt design

Prepare graphic design for screen printing. The design may have to be simplified in order to print properly on fabric and spot colors need to be specified. Note that shirt color can be used as a 5th color. Confirm choice of shirt color with producer. Upload file to shirt print vendor. Check with producer/internal sales for deadline, depending on whether shirts need to be ready for Two-Ring Circus or first rehearsal.

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Create poster draft design

Create poster draft design Deliver to producer for review. See Graphic Design specifications spreadsheet for specs and copy. Final design to be approved at November board meeting.

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Create postcard/business card draft design

Create postcard/business card draft design Deliver to producer for review. See Graphic Design specifications spreadsheet for specs and copy. Final design to be approved at November board meeting.

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Create ticket design

Deliver to producer for review. Update previous year template with current information. Producer and Ticket Sales Chief should review and approve. Final design to be approved at November board meeting.

In recent years, the Database manager has provided the final design file for the tickets. The GD has not been involved with tickets at all. The Graphic Designer may be called upon for assistance in producing the Ticket Design.

Ticket copy contents: "Sudbury Savoyards", show title, show location, performance dates*, days of week, times, prices (Adult, Senior/Student, Children), colors, and "All proceeds are donated to the relief of world hunger." *For the last several years, we have not had specific dates printed on the tickets, with the exception of the Dress Rehearsal. Tickets have just been "Adult", "Student/Senior", "Children", "Comp" and a specific dated ticket for the Dress Rehearsal date. Ticket prices are determined by the Board.

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Deliver poster design files to Producer

Deliver poster design files to Producer by 12/1.

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Deliver postcard/business card design files to Producer

Deliver final printer files to Producer by 12/1. This is a hard deadline. If it is missed, postcards will have to be sent by first class mail at considerable extra expense.

This has been a postcard for the past few years. In 2014 a business card was substituted, saving mailing cost.

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Create and deliver design for road signs.

Specify layout and copy for fire station signs (4 x 8). The GD provides a 1-c (outlines only) and 4-c file. The Paint Chief may either create a transparency from the 1-c file or project the image directly using a laptop projector. The 4-c file should be used as a guide for colors.

Confirm the number and sizes of other sandwich board signs (4 x 4 or 3 x 4) where the show name and dates can be painted in. They will require a 1-c outline file for the Paint Chief. Specify lettering color(s).

The design should be completed at least 2 weeks before the first tech day as this is a task that can be started immediately.

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Create and Deliver Final Playbill Cover Design

Deliver draft to Producer for approval at December board meeting. Deliver playbill cover final layout file to Playbill Chief. Also supply 1-c graphic for title page. See specs spreadsheet for details.

Make sure that deadline is met - Playbill Chief will set deadline.

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Deliver Certificate Design

The GD does not print the certificates. The GD supplies the file leaving space for the names. The certificate requires the signature of the Board Chairman and the Pastor. Allow time to obtain these if there have been changes from previous years.

The certificate file should be delivered by mid-January. Names are supplied by the Producer. These should be delivered to the Chairman when completed.

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Attend Debriefing Meeting

The Producer is responsible for scheduling the Debriefing Meeting, generally held within one month of the show closing. The meeting is to go over the production, focusing on areas of great success and areas that need significant improvement. The GD should prepare a report for the debrief, following the producer's guidelines, and plan on attending this meeting to contribute input and hear feedback

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Return Task List

If not already turned in, return the task list at the Debriefing Meeting.

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Tasks that require your input but are the responsibility of others

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Related Documents:

Graphic Design Specifications (MS Excel)
Graphic Design Specifications (PDF)