Ads Production FAQ

Advertisement Tag

Why is an Advertisement tag being placed on my ad?

An Advertisement tag is used to distinguish an ad from editorial content. The tag is placed at the top center of the ad if:

The ad contains text covering more than 50% of the space.
The ad is in a multi-column format, has a headline or a byline, mimicking editorial formatting.
The creation request specifies the use of an advertorial-style layout.

Ad Maker

Can a creative request be reset so I can design an ad in AdMaker?

Yes, as long as a proof of the initially submitted creation request has not been uploaded. If a proof has already been uploaded to the system, the original creative request must be updated with the final advertising assets intended for publication. You can use AdMaker to create a mockup for the production team and provide that with the creation request. Ensure all necessary materials are uploaded to facilitate proof creation.

Can a provided ad be reset so I can design an ad in AdMaker?

Yes, but you must reset the request before the established advertisement submission deadline. Once reset, the originally uploaded ad will no longer be accessible.

Creative Requests

Can the design team create an ad if a client has no branding or logo?

No, all corporate-designed ads must contain branding or a logo as they are a required part of all creation requests. If the client lacks branding, they should provide an ad or use AdMaker to create one.

Can a provided ad be reset to a creative request?

Yes, if the request is made before the creation request deadline. A ticket must be submitted with a timestamp before the deadline for our team to honor the request. Ensure all necessary materials are uploaded, as the originally provided ad will no longer be accessible.

What if I’m waiting on materials, but my deadline is near?

To ensure the timely and efficient completion of creative requests, all necessary materials must be submitted by the established deadline. Partial or draft submissions of required assets will not be accepted. The production process will commence only upon receipt of a complete set of ad materials. Failure to provide all materials by the deadline may result in the substitution of a house advertisement or a previously run ad.

If you have concerns or anticipate difficulties in meeting the established deadline, please contact National Support for assistance and to explore potential solutions. There is no guarantee that a deadline extension will be granted.

Can I upload creative requests for future months?

Submission of creative requests for future issues is permitted and encouraged. This practice allows the production team to prepare in advance and streamlines the production process. Note that if a creation request is submitted for a future issue, it will not be used in the current deadline month.

What is a billable request?

A request is billable if:

All brand new ad designs
Additional edits requested after the initial proof
The design request takes more than 15 minutes
The design request changes the ad layout
Ads are resized (i.e. from a half page to a full page)

Why was I charged for some creative requests but not others?

You likely have exceeded your allotment of billable ads that are included in your production costs. Any ads that fall beyond the allotment are charged $50 per ad. The cost is added to “Publisher’s Misc. Expenses.”

Can I select a template with more photos than I provided?

If a template is selected with more photos than you can provide, we recommend that you select Adobe Stock images (that abide by our content policies) to fill the rest of the image spaces and provide those with creation request.

I clicked “Fix My Ad,” but my ad was still rejected. Why?

The "Fix My Ad" feature serves as a notification highlighting potential issues identified within a submitted advertisement, not a guarantee of adjustment. It is important to understand that utilizing this feature does not guarantee automatic adjustments or acceptance of the advertisement.

The system's automated assessment capabilities for advertisements are limited, and it does not possess the functionality to automatically rectify identified issues. It cannot rectify issues such as low DPI (dots per inch), improper text placement, or fundamental design flaws.

For our specific advertising specifications, read more here: Advertising Specifications

Can horizontal/vertical images be used in templates requiring a specific orientation?

Yes, we can crop images, but be mindful of potential issues with cropping when selecting a template. Taking your photo orientation into consideration when choosing a template can lead to a more successful design.

Horizontal and vertical images can be used in templates that require a specific orientation if the resolution of the submitted image is large enough for placement.

Can the production team create a QR code?

No, clients must supply QR codes. We recommend using free services like bit.ly or qr-code-generator.com to ensure codes do not expire.

Deadlines & Proofs

What are the ad deadlines?

There are four ad deadlines per month: Advertising Contracts Deadline (Insertion Deadline), Creative Design Request Deadline, Past Ad with Revisions Deadline, and the Client Provided Advertisements Deadline.

The Advertising Contracts deadline is the final date to submit ad contracts, creation requests, size changes, pauses, or cancellations for the upcoming issue.

The Creative Design Request deadline is the last day to submit a request for the corporate design team to create the ad, including past ad revisions. Late submissions will not be accepted.

The Print-Ready Ads deadline is the date by which clients' provided ads need to be submitted to be reviewed by the QC team.

See the deadline breakdown depending on your magazine’s deadline:

All creative requests, past ad with revision requests, and provided ads must be submitted by 11:59 PM CT on the first day of the established deadline.

All creative proofs and provided ads must be in the approved status by 10:00 AM CT on the last day of the established deadline.

Read more here: Publication Deadlines in ARC

How long does it take to receive a proof?

To ensure efficient production schedules and timely delivery, we adhere to the following "321 Rule" for proof turnaround:

3 Business Days: Allow three (3) business days for the turnaround of a proof, a revision request, or any communication initiated outside of the established production cycle deadline.
2 Business Days: Allow two (2) business days for the turnaround of an initial proof or any general communication initiated within the established production cycle deadline.
1 Business Day: Expect a one (1) business day response for a revision request submitted within the established production cycle deadline.

Can I submit a provided ad after my deadline?

In general, no, provided ads cannot be accepted after the deadline. Client-provided ads submitted after the established deadline will only be accepted under the following circumstances:

A documented ARC system glitch prevented the upload (screenshot proof is required with timestamp), and a ticket has been submitted to National Support before the deadline with the documented proof of system error provided.

If a late ad is accepted, the print-ready ad must be provided by the deadline established by National Support. Failure to do so may result in the denial of the late request, and a previous ad or house ad will be used.

Can I upload a creative request after my deadline?

In general, no, ad creation requests cannot be accepted after the deadline. Ad creation requests submitted after the established deadline will only be accepted under the following circumstances:

A documented ARC system glitch prevented the upload (screenshot proof is required with timestamp), and a ticket has been submitted to National Support before the deadline with the documented proof of system error provided.

If a late request is accepted, the client must provide all necessary materials within 24 hours of National Support's response. Failure to do so may result in the denial of the late request, and a previous ad or house ad will be used.

How does my client know the ad's deadline?

The client's specific ad deadline is visible throughout their customer portal. As a courtesy, reminder emails will be automatically sent to clients 10 days and 5 days prior to their first ad deadline.

Can a client’s insertion month be removed or changed in ARC?

A client's insertion month can only be removed or changed in ARC at a minimum of 20 days before the ad deadline per the Advertising Contract Policies or, upon coach approval, by the first ad deadline.

Once the first day of the ad deadline has passed, no changes to the insertion month will be permitted.

Can I make changes to an ad during review rounds?

No, review rounds are specifically for verifying the positioning of ad insertions within the publication, not ad revisions. The final proof undergoes corporate quality control checks.

How many ad proofs can I receive per request?

Clients will receive one proof at a time.
A total of up to six (6) proofs are allowed per request. This includes the proof created from the initial creative design request submission and a maximum of five (5) revisions.
After the sixth (6th) proof, the request will be locked, and no further revisions will be permitted.

Why is there a note with my proof?

Notes provided by the designer, included with a proof, may indicate the following:

A template change was implemented to better align with the client's brand.
A request for additional information is necessary to complete the ad.
Adjustments were made to the ad based on details provided by the client.

I received a message saying my request/provided ad is with National Support. What does this mean?

If the provided ad or creation request/revision is rejected with a message stating that the request or provided ad is "under internal review," this indicates that the ad may potentially violate our content policies.

In such cases, a team member from National Support will contact the publisher to provide further information and guidance for the affected client.

It is the publisher’s responsibility to review the communication, facilitate the solution and delivery of compliant materials from the client, and respond to the National Support communication to resolve the issue.

Can ad space be used for editorial content or sponsored ads?

No, to maintain editorial integrity and uphold brand standards, advertisements — whether created for internal promotion, products or services, or submitted by clients — will not be accepted if they resemble editorial content in terms of layout, design, typography, or writing style. All advertisements must be clearly identifiable as advertisements through distinct design elements and labeling. All advertisements in the magazine must serve a clear business function.

Requests for article-style ads may be rejected or tagged as “Advertisement.” Read more here: Advertisement Tag

I don’t have an ad ready this month. What should I do?

In the event that a client does not provide an ad or creative request by the established deadline, a previous ad will be used if there is a prior ad that meets the correct specifications. If no previous ad exists or does not meet the correct specifications, a corporate house ad will be placed.

If you would like to use a specific previous ad, you can choose Repurpose a Past Ad before the final ad approval deadline, select the prior month’s ad you would like to use, then click submit.

Files/Sizing

Why is ARC saying my file size is too large?

The total file size for uploaded ads or images must be under 125 MB. If your file(s) exceed this limit, your upload will fail.

Can I use a Dropbox or Google Drive link to send assets for my ad creation?

No, we do not accept third-party links (Dropbox, Google Drive, etc.). All images, logos, and text must be uploaded directly into ARC.

Will ARC reject an ad if elements are outside of the Safe Zone?

ARC’s assessment of provided advertisements is limited to technical specifications, including size, color mode, resolution, and file type. ARC does not check for elements positioned outside the designated safe zone.

You are responsible for ensuring all critical visual elements are within the safe zone to prevent potential cropping or obscuring during publication. A safe area review tool is available in ARC, upon provided advertisement upload, to assist in identifying elements outside of the safe area.

A visual indicator, represented by dashed lines, is provided in the Provided Ad Preview screen to facilitate the assessment of content that may fall outside the designated safe zone. This visual aid serves as a guide for ensuring critical elements are positioned within the recommended boundaries to prevent potential cropping or obstruction during the publication process.

Can the ad size be changed?

Yes, but only before the deadline begins. Once the deadline starts, the ad size cannot be changed.

Are the design files available for the client or publication from the production team?

We do not provide clients or publishers with design files for an ad produced by the production team.

What are the minimum advertisement requirements?

All ads provided or created ads must contain two of the three elements: a logo or clear branding of a business, contact information, and must serve a clear business function.

What are the minimum requirements for an advertorial-style ad?

Advertorial ads must still function as an advertisement and cannot mimic City Lifestyle branded content, look, or feel. They must include a logo or clear branding of a business, contact information, and must serve a clear business function. All submitted advertisements are subject to review and approval to ensure compliance with our policies and other relevant guidelines.

House Ads

Can the production team create custom house ads for my publication?

To create brand consistency, we do not support creation requests for custom house ads, nor do we allow corporate house ads to be modified in any way.

Where can I access house ads?

You can access previews of the available City Lifestyle house ads here: House Ads

Why was a house ad used and not the ad I provided or designed by the production team?

A house advertisement will be implemented as a substitute advertisement artwork under the following conditions:

Lack of client approval by deadline, and no other previous ad available
No response to the rejected creative request, and no other previous ad available
Failure to update the ad after rejection of the provided ad, and no other previous ad is available

Images

Can the production team edit or use Photoshop on an image?

The production team is permitted but not required to perform basic image adjustments to ensure optimal presentation of images within advertisements.

Permitted Adjustments:

Simple Color Adjustments: Modifications to brightness, contrast, tone, and overall color balance.
Simple Background Isolation: Cutting out headshots or product images from uncomplicated, uniform backgrounds.
Simple Background Extension: Extending uncomplicated backgrounds such as clear skies or solid colors.

Prohibited Adjustments:

The production team is not authorized to perform certain image manipulations, including but not limited to:

Facial and Body Editing: Any alterations to facial features, body shapes, or localized areas of an image.
Complex Background Isolation: Cutting out intricate objects like jewelry or isolating images with detailed or cluttered backgrounds.
Object/People Manipulation: Adding or removing any objects or individuals within an image.
Complex Background Extension: Extending backgrounds that involve patterns, textures, or non-uniform elements.

How do I use an Adobe Stock image?

While uploading a new creative request:

Click "Add an Image."
Select the Adobe Stock option.
A new window will open—search for your image.
Copy the file number below the image.
Enter the file number in the "Add an Adobe Stock Photo" pop-up and submit.

Can I download a stock image for a client?

No, we own the license for the image and can only use it within the magazine. Your client can use the image in the magazine under our license, but we cannot share it beyond that.

Can I use Adobe Stock photos that say "Editorial Use Only" in my magazine?

No, editorial use images are not allowed to be used. Even if an Adobe Stock image appears under the Standard License, some images are marked as "Editorial Use Only." These cannot be used in marketing materials, ads, or magazines unless individually purchased.

Why didn’t the design team use the image I requested?

Our design team comprises both design and advertising experts who carefully review all submitted images. The decision not to use a client-provided image in the advertisement proof may be due to the following reasons:

Violation of Content Policy: The submitted image may not adhere to our established content guidelines.
Insufficient Print Resolution: If the provided image is too small for high-quality print reproduction, a similar, appropriately sized stock image may have been selected as a substitute.
Irrelevance to Advertising Content: The image may not align with the product, service, or message being advertised.

Can clipart be used in an ad created by the corporate design team?

No, to maintain a sophisticated and upscale aesthetic in our publications, the use of holiday or seasonal clipart in advertisements created by the corporate design team is prohibited. Instead, holiday-themed messages or relevant stock imagery will be utilized where appropriate.

Can AI images be used in advertisements?

Media, including images, audio, or video, can be edited in a variety of ways. In many cases, these changes are benign, like a filter effect on a photo. In other cases, the manipulation isn’t apparent and could mislead. We specifically prohibit the inclusion of manipulated media or imagery produced by artificial intelligence in these situations:

Images intended to realistically represent a human being if they were created using artificial intelligence.
Photography edited or synthesized beyond standard adjustments for clarity or quality in ways that aren't apparent to the average person and could mislead them.
Photography created using artificial intelligence or machine learning, including deep learning techniques (like a "deepfake"), that merges, combines, replaces, or superimposes content to create an image that appears authentic but is not.

Can the production team make changes to or design a logo?

The production team's capabilities for modifying logos are limited. The team can only convert logos to black or white. Significant color alterations or major design changes to logo files fall outside their scope of work. Should color modifications be necessary, the client is required to supply a vector file of the logo accompanied by the relevant brand guidelines.

Can coupons be used in an advertisement?

The following guidelines apply to the inclusion of coupons and discount offers within advertisements:

Allowed Formats:

Mention-Based Offers: Advertisements may include special offers or discounts that can be redeemed by the customer mentioning the advertisement. Examples of acceptable phrasing include:
- "Mention this ad to receive [discount/special offer]."
- "Use code [SPECIFIC CODE, e.g., CITYLIFESTYLE] at checkout."
Shaped Coupons: Coupons are permitted within advertisements, provided they are clearly contained within basic geometric shapes (e.g., rectangles, circles, ovals).

Prohibited Formats:

Dotted-Line or Cut-Out Coupons: Coupons that utilize dotted lines, perforations, or include explicit "cut out" instructions are not permitted. This format can detract from the overall aesthetic of the advertisement and the publication.
"Must Bring In This Ad" Wording: Language that explicitly requires the physical advertisement to be presented for redemption (e.g., "Must bring in this ad") is not allowed. Our preferred methods are mention-based or code-based for easier customer engagement.
Automatic Month-to-Month Expiration Updates: Advertisements featuring coupons or discounts should have clearly stated expiration dates. We do not allow automatic month-to-month updates to expiration dates unless specifically requested and approved through the creation request process.

Why was my creation/revision request rejected?

Creation requests may be rejected for various reasons, with the most common being insufficient image or logo size or the omission of necessary information required for the completion of the request.

Should an advertisement request be rejected, clients are encouraged to review the rejection notification for specific details. For further clarification or if there are any questions regarding the reason for rejection, please contact National Support for assistance or reach out to the contact at your publication.

Provided Ads

Can the design team resize my provided ad?

In most instances, minor size adjustments of less than 0.25 inches or the removal of crop marks may be attempted by the design team. This is permissible only when the provided advertisement maintains proportional integrity to the correct insertion size and does not contain essential information extending beyond the designated safe area or border.

The design team cannot:

Resize a provided vertical advertisement to a horizontal format, or vice versa.
Make any adjustments to images of low quality.

When does the production team add a white border around an ad?

The production team will only add a white border to provided advertisements that already incorporate some white space along their outer edges. If a clearly visible border is already included by the client, an additional border will not be applied.

Can the production team make changes to the provided ads?

The production team does not make any modifications or alterations to client-provided advertisements. If any changes are required to a provided advertisement, the client must upload all necessary elements for the team to either make the revisions or completely rebuild the advertisement before the applicable creation request deadline. This includes, but is not limited to, logos, images, text copy, and any other relevant information.

Can I change a creative request to a provided ad?

Once a creative request has been officially submitted, the associated insertion can only be transitioned to a client-provided advertisement under the following condition: a design proof of the initially requested creative has not yet been uploaded.

If a proof for the creative request has already been uploaded, the client-provided advertisement must be submitted through the creative request revision process. This submission should include the provided advertisement file as an attachment, accompanied by clear and explicit instructions indicating that this file is to be used in place of the previously generated proof. This ensures proper identification and implementation of the client's provided advertisement.

Realty Report

Can the format of the Realty Report be changed or adjusted?

The Realty Report is a branded advertisement section unique to City Lifestyle that allows an advertiser to run an ad that looks like editorial content that will be listed in the Table of Contents. The standard "Realty Report" feature is branded by City Lifestyle. As such, the layout, fonts, and all text elements within a standard Realty Report must strictly adhere to current City Lifestyle brand standards to ensure that it looks like a piece of editorial content.

The top header must say Realty Report and cannot be altered in any way.
The introductory sentence, "A sample of recently sold properties in (publication name)," must be used. The word "in" may be replaced with "around" at the publisher's discretion to better reflect the geographical scope.
The "(publication name)" portion of the introductory sentence must accurately reflect the name of the specific City Lifestyle publication and cannot be changed.
All data for the Realty Report must be compiled and submitted using the provided CSV downloadable template to ensure consistency and compatibility with our layout systems. A minimum of 5 columns of data are required, and no more than 7 columns of data can be included.
We understand that real estate advertising regulations vary by state. Our standard Realty Report template is designed to be compliant with all state requirements. Minor adjustments to the standard format can be considered on a case-by-case basis to accommodate specific legal obligations. However, there is no guarantee that changes will be accommodated.

Can a Realty Report be a provided ad?

If a client chooses to provide a fully designed Realty Report advertisement, it should not be contracted as a "Realty Report." Instead, the contract and insertion should be classified and labeled as a full-page advertisement.

Table of Contents Exclusion: Consequently, provided Realty Report advertisements, being classified as standard Full Page ads, will not be listed in the Table of Contents under a "Realty Report" section.
Client Branding: Provided Realty Report advertisements cannot mimic the City Lifestyle corporate design look or feel. These client-provided ads must be clearly branded to the individual real estate client, utilizing their own logos, fonts, and design aesthetics.