Editorial Polices

Our editorial policies serve as a comprehensive guide for all content and design decisions, providing a clear framework for every stage of the editorial process. Designed to ensure efficiency and consistency, these guidelines set clear expectations from content submission through final production.

Planning & Content 

Policy on Communicating Editorial Directions

To ensure accurate and efficient communication regarding editorial content, please adhere to the following guidelines for communicating with the production team:

General Editorial Direction For all general editorial guidance or overall notes pertaining to an article or content piece, use the production notes section located within the content tab in ARC. Note: This means do not place communication directed at the internal production team in the Assignment tab. Notes provided in the assignment tab are intended for writers and photographers and are NOT viewed by the production team.

Image-Specific Instructions: For any instructions directly related to a specific photo, utilize the notes section located directly under that photo in ARC.

Communication that is not allowed: 

Review Rounds Communication: During review rounds, all edits must be marked within the feedback PDF itself. Any communication placed in the ARC NOTES field next to the PDF upload that contains an edit or a request will not be honored.

Incorrect Placement for Designer Notes: Do not place notes intended for the design team within the photo caption field or directly in the editorial text box within the content tab. Any text entered into these fields will be considered final copy and will be printed in the magazine.

No Direct Designer Communication: Don't send direct email communication to the layout designer. Per policy, they will not answer any direct attempts at communication. All communication outside of what has been listed above must go through our National Support team. This ensures all requests are properly logged, prioritized, and routed to the correct individuals.

Following these guidelines helps us avoid miscommunications and ensures your editorial content is published precisely as intended.

Policy on National Editorial Themes

Our national editorial themes have been developed based on trends and sales opportunities, and generally remain consistent. These themes are vital because they create cohesion within the magazine, making it more engaging for readers and boosting read times and audience investment.

Themes strengthen our brand identity, aid in cross-promotion, streamline advertising, encourage collaborative content, support brand expansion, and improve operational efficiency and quality. We provide specific interpretations for each broad theme to objectively determine if content is "on-theme."

Requirements for Each Issue

The requirements for an on-theme issue are:

• Cover: The cover image must be on-theme or directly relate to an on-theme article.
• Main Teaser: The main teaser must also support the theme.
• Lifestyle Letter: This letter should connect personally to the theme and tease a theme-supporting article.
• Minimum of 3 Featured Stories: You must produce at least three articles that directly support the theme. City Scene, Business Monthly, and City List do not count towards this minimum. These articles should be featured in the Table of Contents.

For more detailed information on themes and how to effectively use them, please refer to the Monthly Editorial Theme Requirements, Descriptions, & Ideas article.

Policy on National and Evergreen Content

National Content is produced monthly by our corporate office and directly ties into the national theme for that given month, offered in multiple sizes to fit various magazine layouts. Evergreen Content, also created by the corporate office, is designed as a supplement for your magazine, primarily intended for situations with near-deadline page count adjustments.

Evergreen and National Content Usage

It's important to understand that while we provide a variety of content, there are specific restrictions and guidelines associated with using National and Evergreen content. These limitations are in place to ensure brand consistency, maintain the local focus of our publications, and comply with all licensing agreements. 

• Photos: Photos from National and Evergreen content are not to be used as standalone stock images. If you wish to use a National Content photo for your cover image, you must include the related article in the same issue.
• Content Purpose: National content, and specifically, Evergreen content, should be reserved as a backup option for instances where a local article falls through or there's a last-minute increase in page count. It is best practice to avoid relying on Evergreen content as a standard monthly feature.
• Online Restriction: National and Evergreen content lack local relevance, which can detract from community engagement which is why they will not appear on magazine landing pages or websites. Additionally, posting it online risks multiple publishers using the same content, which diminishes the unique local appeal of our publications.
• Content Reductions: When it's necessary to cut or reduce content to fit the final page count, we follow a specific order. We'll first reduce National and Evergreen Content, followed by Anchor Content (which includes Events, City Scene, Business Monthly, and City List), and finally, Local Articles. Unless otherwise specified, National and Evergreen content will always but cut first. 

Cover Image Requests

You can request an image from Evergreen or National Content for your magazine's cover. To do so, add a detailed note in the production notes section, including the national content month and year, along with a detailed description of the image to ensure the production team selects the correct one.

Managing Extra Space 

Evergreen content is specifically designed to be a resource when magazine page counts fluctuate, particularly as the total page count is finalized after the editorial content deadline. Similarly, National content also serves as a crucial resource to help manage these shifts. Both are provided to ensure there is access to high-quality material to fill pages, especially when unexpected space opens up or content plans change near deadlines.

You can gain more control over filler content by specifying which Evergreen or National content should be used if there's extra space. If there is extra space and no specific evergreen or national content has been specified, the production team will fill the space with Evergreen or National content that is appropriate for the month and fits the available pages. 

Policy on Magazine Anniversary Issues 

This policy outlines the specific criteria and restrictions for featuring magazine anniversaries, particularly concerning cover themes and content.

Anniversary Cover Eligibility

Major Anniversaries Only: An off-theme cover celebrating a magazine's anniversary is only permitted for major anniversaries, defined as increments of five years (e.g., 5th, 10th, 15th, 20th anniversary).

Prohibited for Other Anniversaries: All other yearly anniversaries are prohibited from being featured on the magazine cover as they will be considered off-theme.

Single Article Allowance: A single article celebrating an anniversary in a non-major year is allowed within the magazine. However, other on-theme content must be present in the issue, and no images from the anniversary article can appear on the cover.

Anniversary Cover Design

There is no standard anniversary cover design. Magazines typically opt for celebratory imagery such as a cake, candles, or a photo of their local team. The use of collaged photos on anniversary covers, just like all other covers, is not permitted. All other image policies apply. 

Policy on Readers’ Choice

To maintain our editorial standards and focus, Readers' Choice or "Best Of" style content is not permitted within the editorial section of the magazine. Content related to soliciting votes is also prohibited. 

This restriction applies to any article where content is determined by community input or votes and presented in a large, list-style format, regardless of the specific name used (e.g., "Readers' Choice," "Best Of," or any similar designation). This type of content will not be approved to appear in the printed magazine.

Alternative ideas:

1. Social Media Campaign:
   1. Run a reader’s choice vote via social media
   2. Post each winner individually with a photo + bio.
   3. Tag their business page.
   4. Stagger posts for stronger reach and engagement.
2. Two-Page House Ad
   1. List of categories and winners (no photos or bios).
   2. Include a call to action to follow social accounts for full winner features.
   3. Must be a provided ad (publisher-produced) and meet all our ad standards (logo, call to action, contact info included).
3. City List Inclusion
   1. Consider using the monthly City List department as a way to feature advertisers in top categories. 
4. Editorial Feature for top clients, not all clients
   1. Make it exclusive. Feature your top clients in a round-up style feature. Note you are not allowed to list out winners in a large list, as noted above. This is to highlight a select group of your advertisers who have won. 
   2. Highlight a few clients/winners in an editorial feature. 
   3. Suggested Layouts: If ideas are needed on which current layouts to use to feature the select group of advertisers in editorial that follows policy, submit a ticket to National Support for guidance. 

Any alternative idea executed will need to be facilitated completely by the local teams. Corporate will not provide any support, like creating or providing logos for the campaign and will not produce any materials to support it. 

Content Creation and Submission Standards

Policy on Intellectual Property and Content Submissions

For all content that is submitted, it is required to acknowledge intellectual property rights directly within the submission process in ARC. This is designed to keep the importance of intellectual property front and center as content is created.

To ensure intellectual property acknowledgment, when content is created in ARC, it is required to select the acknowledgment checkbox. This checkbox will display the language: "I agree to the financial responsibility and the terms and conditions of the Intellectual Property Responsibility Agreement, click here to see more."

The checkbox must be checked to save all content in ARC. 

By checking the box, the person checking it confirms their agreement to the terms and financial responsibilities outlined in our Intellectual Property Responsibility Agreement. 

To review the full agreement, please follow this document: Intellectual Property Responsibility Agreement

This acknowledgment step won't apply to National or Evergreen content selections.

This safeguard helps ensure everyone is aware of their intellectual property responsibilities for the content they contribute.

Important Note: Intellectual property responsibilities and liabilities exist whether or not the checkbox appears in ARC. This step is a reminder to remain conscious of what content is being used and helps awareness of these obligations.

Policy on Print-Ready Content Submission

To ensure the highest quality and accuracy of our publications, all text content submitted by the editorial deadline must be fact-checked and thoroughly proofread prior to submission.

We require all content to be "print-ready" at the time of submission. This means it has undergone a comprehensive review for:

• Accuracy: All facts, figures, names, dates, and locations must be verified and correct.
• Proofreading: The text must be free of grammatical errors, spelling mistakes, punctuation errors, and typographical issues.
• Completeness: All necessary components of the text (e.g., full body copy, captions, headlines) must be present and finalized.

Submitting print-ready content allows our production and design teams to focus on layout and visual presentation during subsequent review rounds, rather than extensive proofreading or fact-checking. This adherence is crucial for maintaining our production schedule and delivering high-quality magazines.

Policy on Photo Requirements and Submission Standards

To ensure the highest visual quality and integrity of our publications, all photos submitted must meet the following requirements. Please note that corporate will not make any adjustments or edits to submitted photography.

Photo Quality and Resolution

All photos must be submitted at 300 DPI (dots per inch). While ARC will automatically convert photos to 300 DPI upon upload, please be aware that this conversion does not guarantee visual high quality if the original image was low resolution. Photos should be visually sharp and clear.

Final State and Corporate Editing Limitations

Photos must be submitted in their final, ready-to-use state.

Our production team cannot make any edits or adjustments to photos, including but not limited to color correction, contrast adjustments, or retouching.

Logo and Text Exclusion

Photos containing visible logos or overlaid text are not accepted. If a photo includes a logo, it must be provided without the logo; our team will not crop logos out.

Adhering to these standards ensures your photography meets the professional quality expected in our publications.

Policy on Editorial Image Content

To maintain the integrity and aesthetic quality of our editorial content, the following types of images are not accepted for editorial use:

• Logos. This helps us maintain a clean, professional appearance and prevents any perceived endorsement or advertising within editorial features.
• Photos with overlaid text. This ensures a consistent visual style and allows our design team to control typography. 
• Collaged photos or images digitally composed together. We cannot verify the authenticity or quality of such composites, and they often don't meet our aesthetic standards for editorial photography.
• Graphs, charts, or similar data visualization images. These are typically reserved for specific sections or must be designed in-house to match our publication's visual style and data presentation standards.
• Adhere to the Content Policy. All editorial images must follow our broader Content Policy, which prohibits content that could be construed as divisive, exclusionary, or unnecessarily graphic.

Policy on Authenticity of Editorial Imagery

We believe in providing our readers with authentic, hyper-local community content. To uphold this commitment, we maintain strict guidelines regarding the manipulation and origin of editorial photography.

While some image edits are harmless (like a simple filter), others can be misleading because the changes aren't obvious. To prevent this, we do not include photography that is the product of artificial intelligence or machine learning as part of our editorial content.

Additionally, 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.

All other instances of manipulated media are subject to review by our quality control team and may result in a request for edits or content removal.

Policy on Acceptable Editorial Photography and Graphics

To maintain the high aesthetic and editorial standards of City Lifestyle publications, and to ensure clarity and brand consistency, specific types of images are not accepted for use.

Prohibited Image Content

We do not accept photos that contain, or appear to contain, digitally placed text or graphics. This includes, but is not limited to, the following:

• Standalone logos.
• Photos with logos on them.
• Maps that include text.
• Graphs, charts, diagrams, icons, or clip art.
• Illustrations that include text unless the text is clearly handwritten as part of the original artwork.
• Advertisements or flyers. These are reserved for paid ad space.

Permitted Exceptions

The only exceptions to this policy are movie posters, book covers, and album covers, provided they are in their original, unaltered state. These may be used as relevant editorial content.

Architectural renderings are allowed as long as they do not include text or logos in the image. 

Policy on Stock Photography Usage

This policy outlines the official and approved methods for using stock photography in City Lifestyle publications.

Official Stock Photo Provider

Adobe Stock (stock.adobe.com) is the official and approved stock photo provider for all City Lifestyle publications. You can easily add Adobe Stock photos to articles by providing the stock image number in the designated field within ARC.

Using Other Stock Providers

If a local team chooses to obtain stock imagery from an alternative provider, it is their responsibility to:

• Understand the user and licensing agreements of that specific provider.
• Assume all liability associated with uploading and using the image in their magazine.

Cover Photography

To maintain our hyper-local focus, there is no direct stock photography input field in the cover section. In the rare event that stock photography is required for a cover, the Adobe Stock image number must be provided in the production notes of the section.

Policy on Cover Imagery

The selection of a magazine's cover image is a critical decision that reflects the publication's brand and monthly theme. To maintain the integrity of our covers, the following policies and best practices must be strictly adhered to:

• Local Imagery: As a best practice, a local image is used for the cover. For this reason, there is no option to input a stock image for this section.
• No Sales or Promises: Cover images may not be sold, promised, or guaranteed to any advertiser.
• Theme Adherence: The final cover image must align with and support the requirements of the monthly theme.
• No Collage Covers: All covers must feature a single, cohesive image. Collage-style covers are not permitted.

Policy on Article Sharing Between Publications

This policy outlines the guidelines and requirements for sharing editorial articles between City Lifestyle publications, ensuring proper management of intellectual property and efficient content flow.

Article Sharing Permissions

• Within Assigned Publications: Editors are permitted to share articles across any publications assigned to them, for both the current and future months.
• Outside Assigned Publications: If an editor wishes to use an article from a magazine not assigned to them, they must obtain explicit permission from that magazine’s publisher before proceeding.

Writer & Photographer Agreement Verification

Before any article can be shared, the publisher and/or editor of the article being shared must verify that a signed Writer & Photographer Agreement is on file in ARC for both the writer and the photographer.

• If these agreements are blank or not on file, the article cannot be shared.
• If no agreement exists, you can create a new assignment in ARC to email the writer and/or photographer for their signature before proceeding with the share request.

Responsibility for Content Transfer

Once permission is confirmed and agreements are verified, it is the sole responsibility of the local team (publisher, editor, or designated person on their team) to share the images and article content with the magazine that intends to use it.

Deadlines and Corporate Support

• All steps outlined in this policy, including obtaining permissions, verifying agreements, and transferring content, must be completed before the editorial deadline for the receiving publication.
• Corporate and national support will not complete these steps on behalf of local teams. These actions must be executed by the teams involved in sharing the content.
• Failure to comply with these requirements will result in the content not appearing in the intended publication.

Editorial Review and Deadlines

Policy on Editorial Deadlines 

Strict adherence to all established production deadlines is paramount for the timely and high-quality delivery of our publications. Each deadline is a critical milestone that ensures a seamless workflow, maintains editorial and design integrity, and guarantees the on-schedule release and distribution of every magazine. Most deadlines can be found in the Issues tab in the editorial section of ARC in the top right corner. 

Key Production Deadlines:

The following deadlines are essential for the efficient progression of content from creation to print.

Editorial Deadline: This is the cutoff for all content submissions, including articles, images, and other editorial components, to be entered into ARC.

Content Review: This phase encompasses the initial review of submitted content to ensure it meets quality and thematic guidelines.

Print Ready Review PDF Delivery: The initial Print-Ready PDF of the magazine layout is delivered to local teams by 10:00 AM CT on the designated day for their review.

Print Ready Review Feedback Due: Feedback on the Print-Ready PDF must be submitted by 10:00 AM CT on the business day following its delivery. All comments must be included in the PDF that is submitted. 

For more information on the review rounds: Regulations and Best Practices for Review Rounds

Final Review PDF Delivery: The Final Review PDF is delivered by 5:00 PM CT on the designated day, typically the same day the Print Ready Review Feedback is received.

Final Review Feedback Due: Feedback on the Final Review PDF must be submitted by 10:00 AM CT on the business day following the Final Review Delivery. All comments must be included in the PDF that is submitted. 

For more information on the review rounds: Regulations and Best Practices for Review Rounds

Printer File Delivery: The completed magazine file is delivered to the local teams no later than 4:00 PM CT on the day Final Review Feedback is submitted. No further changes can be made once this PDF is sent. 

Importance of Adherence:

Failing to meet any of these deadlines can lead to significant issues, including:

• Dissatisfaction: This can impact clients, readers, and internal teams.
• Unilateral Production Changes: Necessary adjustments may be made by the production team without prior consultation.
• Content Alterations: Your content might be reduced or entirely removed.
• Unimplemented Critical Changes: Important requested changes might not be incorporated into the final publication.

Policy on Content Review Deadlines and Process Adherence

The content review process is a critical step in producing our publications, ensuring all content meets our quality, brand, and editorial standards before it's finalized and laid out. This policy outlines the mandatory requirements for engaging with the content review process.

Deadline Adherence

All communicated deadlines are mandatory and non-negotiable.

• Communication of Deadlines: Deadlines are officially communicated via email from ARC once the production team has reviewed your content.
• No Extensions: Deadline extensions are not provided.
• Consequences of Non-Compliance: Failure to complete all required changes and approvals within ARC by the established deadline will result in automatic lockout from ARC, preventing further edits. In such instances, our internal team will proceed to make the necessary adjustments to ensure uninterrupted layout progression.

ARC as the Official Communication Channel

ARC is the sole platform for all communications and actions related to the content review process.

• All feedback, revisions, and approvals must be submitted through ARC.
• Communication outside of ARC for review-related matters, barring documented technical difficulties, will not be accepted or acted upon.

Scope of Review and Edit Limitations

The content review process is designed for targeted feedback and a limited opportunity for specific alterations, not for a comprehensive re-opening of the magazine's content for general edits.

• "Review Only" Content: For content designated as "review only," only acceptance is required. Submission of new materials or extensive changes in relation to such items will not be accepted.
• Absence of "Action Items": If a piece of content does not have an "Action Item" attached, it is considered final for that stage, and no new materials or edits will be accepted for it during the review round.

Incomplete Content Policy

• Definition of Incomplete Content: Content is considered incomplete if essential elements are missing (e.g., text, required photos, etc.) by the established content deadline.
• Consequence of Incomplete Content: If an article or other content piece is found to be incomplete by the editorial deadline, a note will be added indicating that the deadline was missed and the content is incomplete. As a result, the article will not run in the current month’s publication.

Addressing Disagreements and Content Challenges

• Disagreement with Change Requests: We value your feedback and are available to assist via ARC Help if you disagree with a requested change. However, please be advised that all noted alterations have undergone thoughtful and thorough internal review and will require rectification to proceed.
• Inability to Provide New Content: Our deadlines are critical for maintaining the premium quality of our magazines and are therefore not flexible. If you are unable to provide new content by the communicated deadline to complete a change, you may message National Support ahead of the communicated deadline to explore creative alternative solutions. These may include, but are not limited to, the use of stock photography, a change of the layout template, or the postponement of the content for inclusion in a future issue.

Policy on Review Rounds 

Our review rounds are a critical step in the publication process. These rounds are not for proofing or editing; they are for reviewing how the finalized content has come together and for minor tweaks.

All content submitted to ARC by the editorial deadline is expected to be 100% print-ready. This includes being fully proofread and fact-checked before the initial editorial deadline. By treating the review rounds as a final look at the layout—rather than an opportunity for last-minute changes—we can ensure a smooth, efficient workflow and deliver high-quality publications on time.

While the review rounds are a critical step in our process, we have strict rules on what can and can't be changed to maintain our production schedule and quality standards. For a complete list of all acceptable and prohibited requests, please refer to our full Regulations and Best Practices for Review Rounds document.

Here are some of the most important restrictions during the review rounds to ensure a smooth and efficient publication process:

• No New Materials: We cannot accept new images or advertisements. This includes any images or ads that have been added to the system for future months.
• No Redesigns: We cannot accommodate redesign requests. This includes both a single request for a redesign or a collection of smaller requests that would collectively result in a redesign.
• Limited Text Replacement: We cannot replace more than 50% of an article's original body text. This rule applies to both a single large edit and a combination of smaller edits.
• No Deletions for Expansion: We cannot delete ads or articles to make more room for the expansion other articles or to add new advertisements.
• Edit Limits: You cannot submit more edits than the number allowed for your magazine's page count.

Policy on Review Round Edit Restrictions

Our review rounds are designed to finalize content and advertisements for publication efficiently. To achieve this, certain types of edits and requests are restricted. 

General Edit Restrictions

Edits during review rounds are subject to limitations to ensure a smooth and timely production process. This means:

• Edits must be precise and individual: We can't accept grouped or overly broad edit requests. Each requested change should be clear and standalone. This prevents confusion and reduces the chance of errors.
• No new content or major structural changes: Review rounds are for refining existing content, not introducing new elements or significantly altering the original design. Submitting new content or requesting major redesigns at this stage would cause significant delays to our production timelines.
• Focus on refinement, not creation: The design and content creation phases occur before review rounds. Edits should focus on minor adjustments, corrections, and ensuring the accuracy of what's already present.
• Complete list of Review Round Restrictions: For a full, complete list of review round edit restrictions, please review this document: Regulations and Best Practices for Review Rounds

Rationale for Restrictions

These restrictions are in place for several critical reasons:

• Maintaining Production Schedules: Each publication has a strict deadline. Late or extensive changes can disrupt the entire production timeline.
• Ensuring Quality and Consistency: Major changes or last-minute additions can introduce errors, inconsistencies, and compromise the overall quality and brand standards of our publications. By restricting certain edits, we maintain a higher level of control over the final product.
• Optimizing Resource Allocation: Our production teams operate on tight schedules. Allowing broad, unrestricted edits during review rounds would strain resources and lead to inefficient workflow.

Adhering to these guidelines ensures we can deliver high-quality content and advertisements efficiently and on schedule.

Policy on Magazine Reviews and Changes 

To ensure timely publication and maintain our production schedule, all review rounds for magazines have quick turnarounds and strict limitations on the types and number of changes allowed.

First Review Round

Feedback on the initial delivered PDF review round is due from local teams by 10:00 AM CT on the following business day.

The maximum number of edits permitted in this round is based on the magazine's page count:

36-60 page magazine: 50 edits

68-96 page magazine: 80 edits

100+ page magazine: 110 edits

Final Review Round

The final round of changes for the magazine is due back from local teams on day designated in the final review pdf email.

The maximum number of edits permitted in this final round is based on the magazine's page count:

36-60 page magazine: 5 edits

68-96 page magazine: 10 edits

100+ page magazine: 15 edits

Policy on Article Reorganization During Review Rounds

Review rounds are designated for final proofing and minor editorial adjustments. At this stage of the production process, we cannot accommodate requests for a full reorganization of the magazine's articles, such as moving all articles to a different place in the magazine.

All major structural and content decisions, including article placement and flow, must be finalized before the editorial deadline by ordering the articles in ARC in the preferred order. 

Article Layout Page Reorganization

It is permitted to use pages from a layout out of their standard sequential order to best suit the needs of the article, provided the following guidelines are strictly followed:

• The title page, which contains the headline, subtitle, and byline, must be used in its original placement of the article. The title page must be used in every article.
• If a photograph is designed to span across both pages of the initial spread, it must remain as a single, unbroken element. The image may not be split or separated from the title page.
• All notes regarding the use of different pages must be documented in the article's production notes using clear and concise language.
• Any word count discrepancies that arise from using different pages must be acknowledged and rectified with the submitted text.

Advertising and Sales Integration

Policy on Managing Magazine Page Count and Ad Sales

The total page count for each issue is finalized after the Ads Contract Deadline. It is essential to have a plan for managing any unexpected space created by ad sales. This policy outlines the procedure for handling page count changes and selecting appropriate filler content.

Magazine Page Count Calculation

A magazine's total page count is determined by the total number of ad pages sold. The maximum number of ad pages that can be sold for a given total page count is calculated using the following formula:

• Maximum Ad Pages = (Targeted Total Page Count × 0.50) + 1

  • For example, for a 44-page magazine, the calculation would be:

    (44 × 0.50) + 1 = 22 + 1 = 23 Ad Pages

Page Count Adjustments

Publishers at the silver tier and above have the option to increase their magazine's total page count by either 4 or 8 pages manually. This adjustment must be made in ARC prior to the Ad Contract Deadline. If a publisher previously qualified for Silver tier but later falls below it, the page count adjustment function will no longer be available in ARC. Publishers are financially responsible for any page count changes made.

Managing Content Overages

Being proactive is the most effective way to manage content overages and ensure a smooth production process. To help with this, please use the Table of Contents (TOC) to note which articles and anchor content can be reduced if space becomes an issue.

The instructions on what to cut from the issue must be simple and direct. The notes should be a clear, listed set of articles that can be reduced, rather than complex scenarios based on potential page counts.

Managing Extra Space

• Alternative Filler: You can maintain greater control over filler content by specifying which Evergreen or National Content should be used if extra space becomes available after the sales deadline.
• Article Expansion: To proactively manage extra space via article expansion, a production note should be placed in the Table of Contents specifying which articles are candidates for expansion. Any article noted for this purpose must have additional material, such as extra photos, already uploaded to accommodate the change. Note that there may be limitations to how far an article can be expanded based on the additional content provided and pagination. 
• Not Allowed: Future Content: Content from a future month's editorial is not permitted to be used to fill unexpected space. All content must go through a lengthy quality control (QC) process that begins right after the editorial deadline, which does not allow for future content to be used.

Policy on Ad Placement

Pagination is the essential process of arranging editorial content and advertisements within the magazine's total page count each month. Ad placement is determined through the pagination process. It's a complex task, akin to solving a unique puzzle with varying content lengths and ad sizes. 

While some requests might seem simple, certain limitations exist due to the combination of materials, ad sizes, and physical page constraints. If a request cannot be accommodated, a solution closest to what has been requested will be selected.

House Ad Placement

To optimize page utilization, a house ad may be placed in instances of unrounded or odd numbers of fractional ads:

• 1/4 Vertical House Ad: Example: If there's an odd number of 1/4 vertical ads, a 1/4 vertical house ad will fill the remaining space.
• 1/3 Horizontal House Ad: Example: If there are two 1/3 horizontal ads, a 1/3 house ad may be placed to complete the page.
• 1/3 Vertical House Ad: Example: If a 2/3 vertical page ad is present and cannot be paired with content, a 1/3 vertical house ad will fill the remaining space.

Article placement. Could explain that we follow the content list except near end of mag when some things can shirt b/c of the last page of editorial. Also that editorial cannot be placed on the inside back cover. 

Standardized Sections

The magazines feature standardized sections at both the front and back, each with a fixed location that can't be changed. The Front of Book sections, including the Cover, Table of Contents (TOC), Lifestyle Letter, City Scene, Business Monthly, and City List, appear in an unalterable sequence; no articles can disrupt this specific order. In the Back of Book, the Events and Realty Report sections must remain within the final quarter of the magazine, their exact placement depending on the total page count.

Ad and Article Flow

In larger magazines, ads are strategically placed toward the front to ensure a smooth flow throughout the publication. The production team adheres to strict guidelines, preventing more than three pages of ads from appearing between articles. Additionally, the integrity of recipe layouts is prioritized, meaning articles won't be disrupted in unusual ways just to accommodate the ad list without specific direction. If disruptions are necessary, front of book content (anchor content) will be chosen first for adjustments before normal articles. 

Policy on Two-Third Page Advertisements Placement 

Two-thirds page ads are a distinctive size, and their placement requires careful consideration to maintain the magazine's flow and integrity.

Challenges with General Placement

Placing a 2/3 page ad outside specific sections like Business Monthly or Events significantly increases the likelihood of it being paired with a house ad. Additionally, articles may need to be adjusted or shortened to accommodate these ads when placed in general editorial sections.

Placement in Specific Sections

• Business Monthly:
  • Two Business Monthly entries can fit alongside a 2/3 page ad.
  • If the 2/3 page ad is on the opening page, one Business Monthly entry can fit.
  • A full Business Monthly page can accommodate two 2/3 page ads.
• Events Section:
  • Up to three events can fit next to a 2/3 page ad, depending on the word count of the individual event entries.

Avoiding Article Interruption by 2/3 Page Ads

To minimize the need for articles to be broken up by 2/3 page ads, we suggest the following strategies if these ads are in your ads list and not specifically desired within editorial articles:

• Maintain Open Page Count: Leave a minimum of 1 page of content open (available pages) to provide the design team with room to place the 2/3 page ad alongside a filler ad. It helps to visualize a 2/3 page ad as occupying a full page of space for layout purposes.
• Production Notes for Articles: Place a production note in any articles you wish to remain uninterrupted by 2/3 page ads.
• Flexibility with Other Articles: Note that if you request an article not to be broken by ads, there might be some give-and-take with other articles to ensure all ads fit within the allotted pages.
• National/Evergreen Content Reduction: Place a production note in any National or Evergreen content, explicitly stating that, in the case of a 2/3 page ad space need, these corporate articles can be reduced to make room for the ad and its accompanying filler ad.

Policy on Back Cover Advertisement Placement

To maintain the premium value and visual impact of the magazines' back covers, this prime position is reserved exclusively for full-page advertisements. Fractional advertisements, including but not limited to ¼, ⅓, ½, or ⅔ page sizes, aren't permitted on the back cover. Any placement notes or requests for fractional advertisements on the back cover, even those made during review rounds, won't be honored. This policy ensures the most prominent advertising space consistently showcases full-page advertisements, maximizing visibility and impact for our advertising partners while upholding the publication's aesthetic standards.

Policy on Editorial and Ad Page Discrepancies

To ensure all magazines are delivered on time, our editorial deadline is set before the ad insertion deadline. This timing can occasionally lead to a discrepancy between the number of editorial pages and the final number of ad pages. This policy outlines how to manage these changes and the order in which content will be reduced if necessary.

Communication and Planning

Communication is key to managing these discrepancies. We recommend that local teams proactively indicate which content should be reduced or cut if additional ads are sold. This should be communicated in ARC in the production notes before the editorial deadline to allow for requests to be honored.

Content Reduction Order

In the event the production team must make content reductions to accommodate final ad sales, they will follow this specific order:

• National or Evergreen Content: This content will be the first to be reduced or removed.
• Anchor Content: Next, content from the City Scene, Business Monthly, City List, and Events sections will be reduced depending on how much needs to be reduced during pagination.
• Local Articles: Local articles will be the last to be reduced or removed.

Important Considerations

While the production team will attempt to communicate what they intend to reduce during the content review if the available pages are fewer than one, this isn't always possible. Providing your preferences ahead of time is crucial to ensure that important content isn't unintentionally removed. Please note that content cannot be added back in during the review rounds.

Design and Layout

Policy on Magazine Masthead Titles

To ensure consistency and adherence to our established brand standards across all publications, the titles permitted within the magazine masthead are restricted to a pre-approved set.

Only titles available in the drop-down in the masthead section in ARC are available to be used. No alterations to the wording of existing titles are allowed, nor will requests for new or custom titles be considered.

This policy helps maintain a uniform and professional presentation for all City Lifestyle publications.

Policy on Unique Department Headers

To ensure variety and fresh content in every issue, department headers cannot be repeated within the magazine. Each department must feature a unique header from the available selection to reflect the diverse content offered and maintain reader engagement. This policy helps us keep the magazine varied and engaging for our audience.

Additionally, department headers cannot use any titles assigned to standardized sections such as Business Directory, Business Monthly, City Scene, Events, or Realty Report.

Policy on the City List Section 

The city list section serves as a sales tool, with its content and purpose directly tied to the magazine's monthly theme to generate potential leads for the publisher. To maintain the integrity of this section, all categories featured in the section’s lists must have a clear connection to the monthly theme.

If a new category is wanted for the city list, the request must be submitted before the month's editorial deadline, where it will be reviewed internally for approval. This ensures all content remains relevant to the current issue.

Policy on Cover Teasers

To maintain a cohesive and compelling magazine cover, all cover teasers must adhere to the following guidelines:

• Teaser Limit: There can be only one main teaser for the cover and a maximum of four secondary teasers.
• Theme Support: The teaser must support the magazine's monthly theme.
• No Specific Locations: Specific geographic locations are not permitted as the sole or main content of a teaser. (e.g., city names, townships, additional coverage areas, or addresses).

Policy on Permitted Layout Template Modifications

This policy outlines the permissible modifications to standard layout templates to ensure design consistency and brand adherence across all publications.

Background Color Changes

The background color of a layout can only be changed if its original color is not white.

Requests for background color changes must be made in the production notes section of the content tab in ARC.

Our design team will select an appropriate color tone that complements the article's photography and overall aesthetic.

Text Size Modifications

The size of article body text cannot be changed in standard layouts.

The only text sizes available for modification are for headlines, subtitles, and pull quotes within custom layouts only. All other text elements are not subject to size changes.

Image Space Allotment

The space allotted for an image within a template cannot be altered. We provide specific image size requirements to help you anticipate necessary cropping and prepare your images accordingly before submission.

Permitted Layout Adjustments

For more significant adjustments to a template's design or content flow, you may utilize Flex Pages or designate the entire article as custom content. These options offer structured ways to adapt layouts beyond the minor adjustments detailed above.

Providing Directions and Specifications

• All directions, specifications, or instructions for the corporate production team must be placed exclusively in the production notes section of the article within ARC.
• They should not be included in the article text box, as content within that box is considered final copy for publication. If instructions are placed in the incorrect space (e.g., the article text box), the production team won't remove them before the article is published online, and the text will go live on citylifestyle.com as entered.
• Notes on the assignment screen, which is intended for communication between the editor and the article's writer, will not be honored by the corporate production team for layout or design purposes.

Policy on Custom Content

If you can't find a standard layout that meets your content needs, you can use your available custom content pages to create a tailored layout. The number of custom content pages you're allotted is limited and can be found in the Custom Content Page Guidelines section of the Managing Custom Content guide.

Keep in mind that if you customize even a single page within a recipe layout, the entire article must be designated as custom content and will count against your total custom page allotment. While custom content can be split across multiple articles, it cannot exceed your overall available custom pages.

Guidelines for Custom Layouts

Inspiration: You can add layout inspiration in two ways:

• By selecting the "Add Inspiration" button on the assignment screen, which pulls up a curated selection of inspirational layouts to choose from.
• By referencing past City Lifestyle layouts. In the article's production notes, indicate which past article you'd like to reference, including the magazine name, month, year, and page numbers for easy designer reference.

External Inspiration is not allowed:

To maintain brand consistency and streamline our design process, we do not permit the use or submission of outside inspiration imagery.

This includes, but isn't limited to, uploaded image files, screenshots, external image links, or hand-drawn examples. Any external inspiration imagery provided will be rejected. Instead, please submit a written explanation of your design idea or concept. This ensures all inspiration aligns with our established brand guidelines and can be efficiently integrated into our workflow.

Brand Alignment: All custom content must fit within City Lifestyle’s overall brand style. If a request doesn't align with our style, the designer will adjust it to fit as closely as possible to your vision while adhering to brand guidelines.

No Adjustments During Review Rounds: Custom layouts are held to the same review round rules as all other content and cannot be adjusted during review rounds.

Specifications

Word Count: Maximum 300 words per page.

Image Resolution: Images should be 300 DPI.

Maintaining Editorial Integrity in Custom Content

The policy on maintaining editorial integrity also applies to custom content.

Policy on Flex Page Usage and Customization

Flex pages offer a structured way to add flexibility to our templated magazine layouts. They're designed to help local teams adapt layouts to their unique article needs while maintaining design consistency.

Flex Page Usage

Flex pages come "as is" and cannot be altered. This means you cannot move, remove, or leave any elements unused. We've provided a variety of flex pages so if one doesn't quite fit, you'll likely find another that does.

Restrictions

To maintain the overall integrity and design consistency of the layouts, the following restrictions apply to flex pages:

Limits Per Layout: A maximum of two (2) flex pages can be added to any single layout.

No Customization: Flex pages follow the same rules as our recipe layouts; we cannot accommodate any changes to their text or image count.

Title Page Restriction: Flex pages cannot replace the article's title page (the page containing the title and byline).

Allowed Customization

Background Color: The only customization allowed for a flex page is changing its background color to match the background of the original layout it's being added to.

Important Note: Using flex pages doesn't change our existing policies for custom content or standard layout selection. Flex pages are simply an additional tool to enhance our current offerings.

For detailed instructions on how to use flex pages, please refer to our Flex Page Documentation: Flex Layouts

Policy on QR Code Usage in Editorial Content

To ensure accuracy, brand consistency, and proper link management, only City Lifestyle generated QR codes are permitted within editorial content, exclusively for the Business Monthly section.

We will not allow any QR codes created outside of our system to be placed in editorial content. This restriction is critical because external QR codes prevent us from managing and confirming that the link consistently directs users to the appropriate and intended website, which could lead to a poor user experience or misrepresentation.

Policy on Maintaining Editorial Integrity

To maintain the integrity of our editorial sections, we have established restrictions on the content of articles and their layout, including but not limited to the following guidelines:

Layout Design Integrity

We have established restrictions on how articles can be broken up with advertisements, including but not limited to the following guidelines:

• No Mixed Page Orientations: Outside of the anchor content sections, we will not place horizontally designed pages across from vertically designed pages. While this may be necessary within anchor content sections due to pagination, it will not be the first choice nor prioritized.
• No Outside-Edge Placement: Editorial content must not be placed on the outside edge of a page.
• Minimum Content on Isolated Pages: An isolated page must not contain less than two-thirds of a full page of content.

Use of Logos or Branded Imagery

To maintain the distinction between content and advertising, the placement of commercial logos or brand marks is not permitted within most editorial material, excluding, but not limited to, sections specifically intended to highlight businesses (e.g., Business Monthly).

Editorial space is reserved for written content and relevant non-branded imagery. This policy ensures that our editorial pages are free from any visual elements that could be mistaken for paid promotion or advertising.

Prohibition of Visual Interactive Activities

We are dedicated to providing high-quality editorial content. As such, we do not permit the inclusion of non-article elements such as games, puzzles, or interactive activities. This includes, but is not limited to, bingo cards, crosswords, puzzles, sudoku, or word searches, or anything with a similar resemblance.

Use of Clipart and Graphic Imagery

To ensure the highest quality of our publications, we prohibit the use of clip art or generic graphic icon imagery within all editorial layouts.

We are committed to utilizing high-resolution, original photography that maintains the aesthetic integrity of the magazine. Graphic icons and clip art are not permitted as they detract from the elevated visual standards of our editorial content.

Policy on Unique Layout Designs

To ensure visual diversity and maintain high design standards across every issue, repeated layouts are not allowed. This policy guarantees that our editorial content is presented in a fresh, distinct manner appropriate for its subject matter.

Each article must feature a unique layout design. This means two articles cannot share the same layout, even if modifications are requested later in the process for one of them. They cannot have the same initial layout design. 

If it’s discovered that two articles have been assigned the same layout, the production team will automatically change one of the layouts to a different, appropriate design.

Post-Publication and Digital Management

Policy on High-Resolution PDF Requests

High-resolution PDFs can be requested for individual covers and articles that have been previously printed. These PDFs are intended for clients who wish to print and frame their article for personal display. Please provide these only when explicitly requested by a client, not proactively.

Request Limitations

No Full Magazine PDFs: You cannot request a high-resolution PDF of an entire magazine issue.

Monthly Limit: Requests are limited to five (5) high-resolution PDFs per month per user.

Post-Print Restrictions: Once a magazine has been printed, we cannot print additional physical copies on your behalf, nor can we provide a high-resolution PDF of an entire issue for commercial reprint.

Request Process

To request a high-resolution PDF for an individual cover or article, a support ticket must be submitted with the following required information: magazine name, issue month, issue year, page number(s) of the article/cover. 

PDF Specifications

When provided, a high-resolution PDF will be at the full size of the page at 300 DPI. We cannot provide files at a larger size or a higher resolution.

Turnaround Time

All PDF requests have a minimum turnaround time of 5 business days. Please plan accordingly if you need a PDF for an event or specific deadlines.

Digital edit request

At this time, the content that is online is the content that is submitted at the Editorial deadline. Unfortunately, any edits made in the proofing rounds will not make it to the online version. Minor edits to the online version of an article may be requested via ticket.

Policy on Digital Edit Requests for Online Content

The digital version of content published online directly reflects what was submitted in ARC by the editorial deadline. It's important to understand that any edits or changes made during the subsequent review rounds for the print magazine will not automatically appear in the online version.

If edits are needed for the online version of an article, you can submit a support ticket. Please limit these requests to major content inaccuracies such as incorrect names, places, dates, or times. Minor or inconsequential differences from the final print version do not warrant a digital edit.

To minimize the need for digital edits, all content entered into ARC must be print-ready and thoroughly proofed before the editorial deadline.

How to Request a Digital Edit

To request a digital edit, you must submit a support ticket with the following required information:

• Magazine Name
• Issue Month
• Issue Year
• Exact Article Name
• Requested Edits

Specific Instructions for Digital Platforms

For the Digital Flipbook (Issuu.com): When submitting your ticket to National Support, specifically note that the changes should be made to the digital flipbook magazine on issuu.com.

For CityLifestyle.com Articles: When submitting your ticket to National Support, specifically note that the changes should be made to the digital article on citylifestyle.com.

Policy on Archiving of Digital Images

To protect you and your team from potential intellectual property violations, we are implementing a policy to archive images from our website.

Archiving Process

Effective immediately, we have begun archiving images that are more than 13 months old from citylifestyle.com. This is a multi-day process due to the high volume of images on the site.

Impact on Content

• Images: Only the images will be removed from articles older than 13 months.
• Articles and Text: The articles and their accompanying text will remain live on the website.
• Availability: All archived images will still be available for your access within the ARC system.

Intellectual Property Protection

While this process is designed to help protect against past intellectual property issues, it is not a guarantee of protection. We strongly encourage you to review the attached Intellectual Property Responsibility Agreement and watch the training video to ensure you and your team are taking the necessary steps to protect yourselves moving forward.