Download Printing and distribution

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 A4 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 5K 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?
[email protected]