Danby Area News Submission Guidelines, 14-Jul-2010
The Danby Area News (Danby News or DAN) is published monthly
by the Danby Community Council. Submissions, on topics of interest
to Danby residents, are solicited from Danby residents and others.
This document provides guidelines for article/item submitters:
how to prepare a submission, and how to submit it.
How To Submit An Article/Item To The Danby Area News
In general, Email is the best way to send something to the
Danby Area News. Also, in general, it should be sent as
Plain Text, not as an attachment. Attachments should only
be used for photos and other non-text submissions.
- Please, please, please, no Word documents and no attachments.
Send your items as Plain Text; that is, type it (or "paste" it
as if you had typed it) into the body of a Email message.
- Save time and storage space: please don't send anything that's
not part of your submission.
- Photos, if any, should be sent in separate Email messages;
that is, separate from your article/item text. Be sure to include
a description of the photo: what's happening, who's visible (names!),
and the photographer's name.
- Space is limited; please try to keep your item under one column
in length. That is, only the text that'll fit in one column width
by no more than 8" high. About 250-350 words. Shorter the better.
If you need an example, look at previous issues in the
Danby Area News
section of the
Town of Danby
Preparing a Submission for the Danby Area News
- Please don't even try to make it "look" right. Don't worry about
things like all caps for titles, etc etc. It's actually easier
when we don't have to replace your formatting with what
really works (smile). Just write your text naturally...
we'll edit for space, spelling, clarity, and a consistent style.
- Telephone numbers always have Area Codes. These days, more and
more people are using cell phones instead of landlines. All too often,
those cell phones are assigned numbers in a different area code.
So, please be specific; give a 10-digit number when you specify
a North American telephone number.
- Dates are Cardinal, not Ordinal. In plain language, that means
you should say "August 1" rather than "August 1st", unless you are
explicitly saying, "The First Day of August." Nobody talks that way,
so please just say, "August 1."
- Speaking of dates, there are a few standard formats for describing
the "where and when" of an event.
In general (note the bold prepositions):
...on Thursday, August 1,
2010 at 7pm in the Danby Town Hall.
- ON: Specify the day-of-week, month, day, and year.
- AT: "At" always refers to a time of day. If, however,
a time range is being given, use, "...August 1, 2010, 7-9pm, in...,"
with no preposition at all.
- IN: Events happen "in" a location, not "at" a location.
This avoids repetitive use of the word, "at". There are some
rare exceptions; for example, "...5pm, on the third step in front
of Town Hall," or, "...5pm, at the yellow mark near Town Hall."
- Avoid superfluous number digits. For example, "7pm", not "7:00pm";
"$5", not "$5.00".
- Numbers less than or equal to twenty are usually spelled out;
numbers greater than twenty use numeric digits. Example: one, two,
three, eighteen, nineteen, twenty, versus 21 and 22. However, when
numbers are presented in comparison to each other, use digits always.
Example: 12 red apples and 7 yellow bananas.
Timing and Tense
Please bear in mind that the people who read your submission, will
not be reading it until several weeks after you write it. This has
some obvious, but often forgotten, consequences:
- Events that you view as being in the distant future, won't be
as distant to the reader. An encouragement to "plan ahead" may fool
the reader into thinking the event is weeks, not days, ahead.
- Several weeks worth of events that you view as being in the
future, will be past history for the reader. It will be confusing
if you refer to these in the future tense, e.g., "At an upcoming
- Your immediate past will be long-forgotten history to the reader.
If you are reporting on an event that happened "last month", it may
well be "two months ago—ancient history" to the reader.
It is good practice to write as if you shared the reader's sense of
date and time.