SUBMITTING ART WITH YOUR FINAL MANUSCRIPT. 1. Introduction

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1 SUBMITTING ART WITH YOUR FINAL MANUSCRIPT 1. Introduction We recommend careful consideration of the narrative or informative value of every proposed illustration in your text. All illustrations should be specifically and directly relevant to the content of the book. To avoid unnecessary effort and expense, we suggest that you consult your acquisitions editor as soon as possible to finalize the illustrations list. We must have in hand all artwork (photographs, maps, graphs, tables, etc.), complete captions, and any necessary permissions before we can undertake the copyediting of your manuscript. Obtaining complete permissions for art reproduced in the book is the responsibility of the author. You will want to start early, as it can take several months to secure permissions. 2. Preparing Art 2.1. List of illustrations Create a list of illustrations that includes brief descriptions of all the images and presents them in the order in which they will appear in the book. If your book has various categories of art, prepare separate numbered lists for each category (e.g., photographs, tables, figures, maps) Labeling Number the back of your illustrations lightly in pencil. If the paper does not accept lead pencil, apply a self-adhesive label and write the number on it. Do not use Post-it Notes: they easily fall off. Do not write with a ballpoint pen or permanent marker because inks can smudge or bleed through the paper, ruining the front. Completely avoid using paper clips and staples. Insert a slipsheet a plain white sheet of paper between each illustration. Never write or affix anything to the front of an image Photocopies In addition to the originals or electronic files, please include numbered photocopies or printouts of all art as part of the final manuscript (two complete sets, one for each copy of the manuscript you submit). These will be used by the copyeditor and various press staff for reference, while the originals will be stored until they are needed for production Callouts Insert a callout in the manuscript, such as "<table 1 here>," "<map 1 here>," or "<fig. 1 here>," to indicate approximately where each illustration should appear in the text. Callouts should be enclosed in angle

2 brackets or some other delimiter and placed on a separate line. Remember that the callout indicates an approximate location; design and textual considerations will determine exactly where the illustrative material will appear. Use the same numbering system(s) as used in the list of illustrations and the captions. No callouts are needed for illustrations that appear in a gallery Permissions and credit lines Include photocopies of formal permissions and related correspondence for all items that require permission. Make sure to send copies of both sides of all permission forms, including any terms or conditions that may be on a separate sheet. Please provide a translation of foreign-language permissions. Illustration permissions and text permissions should be numbered and organized separately. Whether or not the use of others' material requires permission, please provide the exact source of the material for use in the credit line. The necessary permission letters must accompany the final version of the manuscript Captions Create a list of captions that includes descriptive text as well as any necessary bibliographic information and specific credit lines as stipulated in permissions agreements. Captions should be specific and concise, explaining the relevance of each image, figure, or map. Follow the numbering system established in your list of illustrations. Save the list of captions in a separate file and include the printout at the end of your manuscript Numbering Confirm that the numbering is consistent among and clearly marked on the following elements: originals, photocopies or printouts of art, list(s) of illustrations, captions, callouts, and photocopies of permission agreements. 3. Photographs Black-and-white, high-contrast glossy prints are best for sharp reproduction, but other acceptable formats for original images include high-resolution scans, slides, and transparencies. We cannot use photocopies or low-resolution scans. Color photographs often do not provide sufficient contrast to reproduce well. Images should have good contrast. The significant elements should be prominent and visible, not small and set in the distant background. Photographs that are blurry or extremely light or dark are best avoided. Only if the illustration is essential will we consider using poorer quality reproductions.

3 If extraneous detail is to be cropped, please indicate the desired cropping on a photocopy of the full image. If you are submitting an electronic image, please scan only the portion of the image you wish to use. Keep in mind that some permissions restrict cropping Black-and-white prints Submit 8 x 10 or 5 x 7 prints if possible High-resolution scans Scan image at minimum 300 dpi. Scan image at the size at which it is likely to be reproduced (for a standard-format book, the available area for images is 4 x 6 inches). Save image as a TIF file Slides or transparencies Indicate which side is the front and which is the top, if necessary. 4. Maps In most cases the press would prefer to arrange for a professional cartographer to prepare your maps. Working with our freelance cartographers allows us to prepare the maps in consultation with you, which simplifies the process and ensures that the maps will harmonize with the design of the rest of the book. The cost of such maps is generally not prohibitive and often can be charged against future royalties. We can also work with camera-ready maps that you provide, but keep in mind that they often require changes after copyediting and that you will be responsible for providing a corrected and final version. Camera-ready maps must be approved by the production department to ensure that they will be reproducible in the book. When they are suitable for reproduction without alteration, previously published maps can also be used. These too need to be examined by the production department to ensure that they will print well. Please discuss with your acquisitions editor which arrangements will be most appropriate for your book Maps prepared by a freelance cartographer Please send with the final manuscript the following materials for each map:

4 Reference maps The reference map(s) (also called base maps) should identify the location of each item to be included on the final map. You can use a single map or a combination of existing maps and sketches to indicate what you would like the final map to look like. Photocopies of maps from atlases or general reference books work well. Please highlight relevant names and locations on your reference maps A list of all labels The labels should be grouped into categories: political divisions, bodies of water, topographical features, and so forth. List the labels in each category in the order the cartographer would encounter them on your reference map when reading from top left to lower right. Verify all spelling, capitalization, and diacritics in this list and make sure they are identical to those used in the text. Save your list in a separate electronic file along with your manuscript files A legend or key, if necessary A legend can be placed inside the map's border, if one is needed. It should identify symbols used in the map. Identifiers in the legend should be capitalized sentence style. Include the legend text on your label list Camera-ready maps As noted, the press prefers to hire freelance cartographers to prepare maps. But if you have camera-ready maps already drawn, send the printouts (and any electronic files) to your acquisitions editor, who will have the production department evaluate them for compatibility and reproducibility in your book. If you and your acquisitions editor determine that your preparing new camera-ready maps is best for your project, submit a file of your first map to your editor for evaluation by production staff before proceeding. You can go to much needless expense of time and money by preparing maps that will not reproduce because of file problems, miscalculations, and unworkable features. Once your camera-ready maps have been approved, send with the final manuscript the following materials for each one: A printed copy The hard copy should be clear and clean, drawn or printed with a laser printer on a highquality, heavy paper An electronic file, if available

5 The electronic files should be saved in TIF format. Note that we can import, size proportionately, and print from TIF files, but we cannot correct spelling or make other changes in the files. The copyeditor will review the maps along with the manuscript and mark corrections. Be prepared to make corrections during both the copyediting and the proofreading stages. 4.3 Previously published maps If you locate in another publication a map that is suitable to be reproduced without change in your book, obtain a photograph or high-resolution scan of the image (see under "4. Photographs"). We cannot use or work from photocopies, no matter how clear they may be. Obtain permission to reprint the map if necessary (see "Obtaining Permissions"). Bear in mind that a previously published map may not reproduce as well as a map created specifically for your book. However, the historical value or cost savings may outweigh the loss in reproduction quality. If you have concerns about the reproducibility of a previously published map, consult your acquisitions editor. 5. Figures (line drawings, graphs, and charts) In most cases the press would prefer to arrange for preparation of figures such as line drawings, graphs, and charts. We can also work with camera-ready figures that you provide, but keep in mind that they often require changes after copyediting and that you will be responsible for providing a corrected and final version. Camera-ready figures must be approved by the production department to ensure that they will be reproducible in the book. When they are suitable for reproduction without alteration, previously published figures can also be used. These too need to be examined by the production department to ensure that they will print well. Please discuss with your acquisitions editor which arrangements will be most appropriate for your book Figures prepared by the press In order for us to arrange for preparation of the figures, you need to send with the final manuscript a clean copy or rendering of the figure as it should appear in the final book, as well as a caption that includes any source credits. Please provide all data points (plotting coordinates) for graphs, whether you or someone else has generated them.

6 5.2. Camera-ready figures As noted, the press prefers to arrange for preparation of the figures rather than work with camera-ready materials. But if you have camera-ready figures already drawn, send the printouts (and any electronic files) to your acquisitions editor, who will have the production department evaluate them for compatibility and reproducibility in your book. Once your camera-ready figures have been approved, send with the final manuscript the following materials for each one: A printed copy The hard copy should be clear and clean, drawn or printed with a laser printer on a highquality, heavy paper An electronic file, if available The electronic files should be saved in TIF format. Note that we can import, size proportionately, and print from TIF files, but we cannot correct spelling or make other changes in the files. The copyeditor will review the figures along with the manuscript and mark corrections. Be prepared to make corrections during both the copyediting and the proofreading stages Previously published figures If you locate in another publication a figure that is suitable to be reproduced without change in your book, obtain a photograph or high-resolution scan of the image (see under "3. Photographs"). We cannot use or work from photocopies, no matter how clear they may be. Obtain permission to reprint the figure if necessary (see "Obtaining Permissions"). 6. Tables Tables can offer an efficient means of conveying information. A simple table can often present information that would require several paragraphs to explain. However, in general works tables may be daunting for the reader, so do consider whether information could be effectively conveyed in running text. An uncomplicated list or information that requires only two columns should usually be included as part of the main text, set off as an extract with an extra hard return before and after the tabular matter. 6.1 Preparing tables Our compositors will rekey the tables based on the editing and the designer's specifications.

7 Submit a hard copy of each table as a visual reference as well as an electronic file, if available Number each table according to the place where it will appear in the text: Table 1.1, Table 1.2, Table 4.1, Table 4.2, etc Make the table title as brief as possible and use sentence-style capitalization Use a brief, consistent style for titles, column heads, abbreviations, and other elements Provide sources and notes as needed. For more information on preparing tables, consult the Chicago Manual of Style, 15th ed., chapter 13.