Creative Design Production Process for Clients

This guide outlines the proofing and approval stages for your ad design with City Lifestyle, from initial submission to final approval. By following these steps, you’ll ensure your ad meets both creative and quality standards while keeping production timelines on track.

The Creative Ad Production Process

This process enables clients to review, request changes, and approve their ad design. City Lifestyle provides up to six ad proofs, meaning five opportunities for revisions before the deadline to ensure your satisfaction with the final product while maintaining high standards in design, layout, and content. After the sixth proof, revisions are locked in the ARC request. (This applies to print ads. Social media ads have a different limit — see the Social Media Digital Ad Production Process article.)

At any moment within the production month, a proof should be provided to the client within three business days. At City Lifestyle, we adhere to the "321 Rule" for ad turnaround:

• 3 business days for a proof, revision, or communication outside of the deadline
• 2 business days for a proof or communication within the deadline
• 1 business day response for a revision request within the deadline

ARC automatically sends out reminders to clients 10 days and 5 days before their deadline every month.

Creative Revision Guidelines

Clients should submit only one revision request per proof. Submitting multiple requests will push the ad to the bottom of the designer’s queue, resulting in delays. If there are multiple changes needed, include all details in a single request, utilizing bullets or dashes, to avoid confusion and ensure nothing is missed. This helps keep your ad on schedule and allows the design team to work efficiently.

How the Creative Ad Design Production Process Works

Submitting Your Complete Creative Design Request

1. Submit your ad design request via the Customer Portal, including all required elements (images, text, and design specifications) in a single, complete submission.

Important Note: Ensure that all components are provided. If the submission is incomplete or contains errors, the request will be rejected, and the design process will not start until all materials are submitted correctly.

Designer Review and Initial Acceptance or Rejection

1. Scenario A - Request Rejection: If elements are missing or there are errors, the design team will reject the request and notify you with specific feedback on what needs to be added or corrected.
   1. Action for Client: Review the feedback, provide the missing information, correct the issues, and resubmit the complete request.
2. Scenario B - Request Acceptance: If all elements are provided, the design team will accept the request, and the ad will move to “Creative Approved” status. You will receive an email confirming that the design process has started.

Receiving the First Proof

1. Once the design is complete, the design team will create the first ad proof and send it for your review. You will receive an email notification that the proof is available.
2. Status Update: In the Customer Portal, the ad’s status will update to Proof Available.
3. Viewing the Proof: Log in to the Customer Portal to view the proof and decide whether to approve or request changes.

Reviewing and Approving the Creative Proof

1. Approve: If you are satisfied with the proof, select Approve under “Proof Approval” and click Submit to finalize approval.

Important: Approval must be submitted by the final deadline to ensure your ad goes to print.

Requesting Creative Changes to the Proof

1. If revisions are needed, select Request Changes under “Proof Approval.”
2. Add Revision Images or Files: You can upload additional reference images if needed to clarify your revision requests.
3. Use the Revision Notes section to provide an itemized list of requested changes, ensuring clarity for the designer.
4. All desired changes should be entered in a single change request to minimize revision rounds.
5. Click Submit to send your revision request.

Additional Revision Rounds (Up to Five Rounds)

1. The designer will make the requested changes and send an updated proof for review.
2. Repeat the steps above as needed, up to a maximum of five rounds until the ad meets your expectations or the deadline is reached.
   1. Guidance: Provide comprehensive feedback in each round to avoid exceeding the allowed revision rounds and to ensure completion by the deadline.

Final Approval and Deadline Compliance

1. Make sure to click Approve by the specified deadline to confirm the ad for print.
2. Deadline Note: If the ad is not approved by the deadline or if necessary revisions are not submitted by 10 a.m. CT on the final day, a previously approved ad or a house ad will run instead.
   1. Previously Run Ad: If a previously approved ad of the correct size and format exists, it will be rerun.
   2. House Ad: If no suitable ad is available, a house ad will run in place, and you will still be invoiced for this insertion.

Tips for a Smooth Creative Design Production Process

1. Submit Complete Requests: Ensure all creative elements are included in your initial submission.
2. Submit Early: Submit as early as possible to allow time for revisions.
3. Provide Clear Feedback: When requesting changes, list all revisions clearly to minimize additional rounds.
4. Ask Questions: Reach out to your publisher if you need clarification on any feedback.