Procedures for brochures Status lessons learned Christine Sutton

Procedures for brochures: Status & lessons learned Christine Sutton, CERN 10 March 2009

Methodology General agreement: • CERN to pay for 10000 copies per MS of standard A 4 brochures in the language of the MS. • EPPCN member to arrange for translation; to be checked and agreed at CERN. • CERN to be in control of layout. • EPPCN member to oversee distribution within the MS and handle all requests from MS institutes for brochures.

Printing and distribution: • Original plan was to print via CERN, but this proved difficult to organize in 2008 with high simultaneous demand form MS and internally at CERN (Open days, start up etc). • Distribution logistics/costs were also unresolved. Led to …

2008 solution: MS to print in own country, but via agreement made with institute linked to EPPCN. (CERN can make payments of more than 5 K CHF to institutes, without asking for 3 estimates, but not to companies. ) • Institute gets estimate for cost of local printing • Institute sends estimate to CERN (from institute, NOT the printer • CERN raises order with institute (NOT with the printer) • When brochures are printed, institute invoices CERN (and sends sample copies of brochures) • CERN pays institute

What happened in 2008: a variety of solutions!

Analysis for 2008 To respond to the urgency that arose because of the high work load for communication in 2008, several solutions were used, but 4/8 countries did more or less follow the protocol. The results are interesting, especially when compared with the current costs for printing via CERN on mixed orders of 10000 brochures. One problem is that CERN ends up paying VAT/TVA…

Analysis for 2008

What next? 2009 solution Given that printing in MS generally ends up higher than through the CERN contract, we propose reverting to the original idea of printing via CERN. However for this to work need to agree the following: • Orders per country must be for maximum of 10000 brochures (or equivalent for LHC guide), with a minimum of 500 per brochure type. • Orders must be paced throughout the year. We cannot cope with printing and distributing to several countries in the same month. 20 MS suggests 2 MS per month maximum. • As before, EPPCN member to arrange for translation; to be checked and agreed at CERN.

Questions? Christine. Sutton@cern. ch