The AIA Style Guide advocates using a clear, consistent, contemporary style of writing in every document or publication the AIA publishes. Much of the guidance covers fairly clear-cut issues such as capitalization, punctuation, and bulleted lists.

In addition, a segment of information deals with the style and function of more complex expressionfor example, how to write without bias or how to use language specific to the AIAthat can elude newcomers and longtime AIA staff alike.

Youll find the guide online in AIA Insider, http://insider.aia.org/info_styleguide.

On the reverse are answers to some of the most commonly asked editorial questions. If you dont find your answer in the guide, then refer to Merriam-Websters Collegiate Dictionary, 11th Edition, which is the Institutes official dictionary; the Dictionary of Architecture and Construction; or the Chicago Manual of Style.

Content

At the AIA

Abbreviations and Acronyms

Bulleted Lists

Capitalization

Geographical Terms and Names

Hyphens and Dashes

Identity

Inclusive Language

Internet

Numbers

Pronouns

Punctuation

Spelling and Usage

Style Guide

Visit http://insider.aia.org/info_styleguide.

These tips are adapted from the online version of the AIA Style Guide.Q: How should the AIA name appear in my text?A: The word the always precedes American Institute of Archi-tects and AIA. The should be capitalized in all headlines, display type, and copyright but not in running text. Example: We thank you for your support of the American Institute of Architects. The name can be shortened to the AIA or the Institute.

Q: How do I show times in my text?A: Use lowercase letters and periods with a.m. and p.m., wheth-er your text is a schedule or a paragraph. Use an en dash (press Control+Num -) to show a time period. Example: The meeting will take place 9 a.m.4:30 p.m.; dinner will follow at 5 p.m.

Q: Do I use a comma after the AIA designation?A: Yes, all AIA designations (e.g., AIA, Assoc. AIA, FAIA, Hon. AIA) are set off by commas. Example: M. A. Smith, Assoc. AIA, is the program coordinator.

Q: Do I use a comma after other suffixes?A: No, the comma does not precede such suffixes as Jr., Inc., LLC, or PC. Example: Creative Architects Inc. is a sponsor.

Q: Do I capitalize architecture terms?A: Such terms as design-build, project manager, and schematic design are lowercased, unless the term is part of a specific name. Example: If the client agrees, a contractor can also provide construction management services.

Q: How should the name of a state appear in my text?A: When a state name is used in text, without a city, it should be spelled out. If the state name appears with a city, the state name should be abbreviated and set off by commas. Example: Ann Arbor, Mich., is his home.

Q: Should the state name always appear with the city name?A: No. Dateline cities, which are well known, can stand alone in text and lists; all others should appear with the abbreviated state name (see the complete guide for a list of dateline cities). Example: Los Angeles is his home.

Q: How should my text refer to the handicapped?A: Handicapped is not a term we would include in any text. Using nonbiased language is a matter of courtesy. Thus, use people first language when referring to persons of differing abilities. Example: The project includes a variety of features for people with disabilities.

Q: Should I spell out numbers in text?A: Spell out numbers one through nine and ordinal numbers first through ninth. Use numerals for 10 and above (see the complete guide for additional treatment of numbers). Example: This was the 10th annual golf tournament.

Visit http://insider.aia.org/info_styleguide to see the guide in

Steps to a Successful Publication Project

We all know the challenges of producing a project, whether it is

printed report, Web posting, or a letter. Regardless of the type

of project, planning is key to a successful project. We all want to

see your project produced in a timely manner. Here are some

steps to take to ensure your project progresses smoothly and on

time.

Step 1: tHorougHly plAn tHe projeCt

Know in advance all the parts to a project, e.g., postcard, binder, electronic banner, printed report, CD-ROM. Organize the project and become familiar with its content.

Step 2: SCHeDule A proDuCtIon meetIng 912 montHS

In ADVAnCe

Schedule a meeting with publishing staff, i.e., directors of Editorial Services, Marketing, Design Services, Web Services, Print/Mail Services. All parties involved will need to know the purpose and scope of your project, as well as your budget, account number, quantity, and completion date.

Step 3: SubmIt your text to eDItorIAl SerVICeS for

CopyeDItIng

Once you have your draft text approved and you have signed copyright/release forms for your text, submit it to Editorial Services for copyediting. Submit only final, complete text for copyediting. For most projects, allow 510 days for copyediting. Once completed, review your edited text for accuracy. Upon your approval, Editorial Services will forward your text to Design Services (if your project is being designed), to your content provider (if its being posted to the Web site), or to you for distribution.

Step 4: log In your projeCt wItH DeSIgn SerVICeS

If your project is being designed and printed, log in your project with Design Services by completing the New Project Form. Youll find the form in Design Services on the lower level. Allow 1015 days for design, depending on the complexity of the project.

Step 5: reVIew AnD proofreAD your DeSIgneD projeCt

A proof of your project will be forwarded to you for review. Return the proof, with any changes marked in red, and its accompanying Project Approval Form to Editorial Services. Design Services will forward your approved project to Office Services (if its being copied), to a content provider (if its being posted to the Web site), or to Print/Mail Services (if its being printed).

Step 6: Allow enougH tIme for your projeCt to be

prInteD or CopIeD

Depending on the project, allow 34 days for a printing estimate and 10 days for printing or 3 days for copying.

Step 7: CongrAtulAtIonS, youVe CompleteD tHe

proCeSS. now, on to tHe next one!

Graphic Elements That Make Our Look

Symbol: The symbol is the cornerstone of the AIA look. Two versions are available: line and solid. The solid version provides a strong graphic element to a designed layout. The line version is often used when the identity must be printed small. The AIA symbol itself is not sufficient to identify AIA publications. It should never be used alone without either the logotype or the monogram.

logotype: The logotype states the Institutes name in full. It should never be used alone to identify the Institute and should always be used in conjunction with the symbol. Never attempt to reproduce it yourself. Never alter the spacing of the letters, words, or lines. Dont create alternate versions by using different typefaces, upper- and lowercase letters, or by changing the way the words are grouped. The logotype is available in one-, two-, and three-line versions.

Signature: The signature unites the symbol and the logotype (the Institutes name in full, The American Institute of Architects). Its the primary element used to identify AIA publications and the only element that is adequate by itself to identify the AIA on publications and other materials.

Signatures are available in one-, two-, and three-line versions.

monogram: The monogram consists of the letters AIA. It can be recognized quickly and lends a feeling of informality. Never attempt to reproduce it yourself. The height of the letters should never be used smaller than three picas (or inch).

emblem: The emblem unites the AIA symbol (both solid and line) and the monogram in two basic configurations. The wide configuration is the symbol positioned to the left of the mono-gram. In the tall configuration, the symbol is centered above the monogram.

grid: The grid represents dichotomy and the technical, illustra-tive aspects of architectural design. It can be used effectively in many ways as a design element in print and electronic communi-cations. A standard 1/4-inch square grid is applied to follow AIA brand guidelines. The grid is drawn by using a stroke weight of .75 or smaller.

typefaces: Arial Bold or Helvetica Bold fonts are used for head-ings and subheads. These fonts were selected to contrast with the Times New Roman text font. All common documents such as letters, faxes, memos, and reports are templates the AIA has installed on staff computers. The templates contain the appropri-ate typefaces and attractive formatting already set in a dummy form. They help provide a consistent look to documents pub-lished by different people at different times.

Colors: Use of AIA red and AIA gray strengthens the consis-tency of the AIA look. The ink colors to use are Pantone 032 red and 404 gray. Black and white are catalysts that help the official colors work well together.

otHer ImportAnt noteS on tHe AIA IDentIty

The AIA identity functions on a flush left style, not centered.

Line spaces between paragraphs (rather than indenting paragraphs) are most commonly used to organize informa-tion.

The AIA emblem and signature must never be tilted, stretched, or superimposed. Dont change position of the elements, combine other type or symbols, or change the size of the symbol relative to the monogram or logotype used with it.

The AIA identity elements are generally positioned at the bottom so they dont compete with the headline. This also helps provide a strong visual base at the bottom of the page.

The AIA symbol or monogram can be used graphically as a design element. If used this way, the AIA signature or em-blem must be used prominently and correctly somewhere else on the page.

The AIA emblem and signature must not be crowded by type, photographs, or other graphic elements. Show respect by keeping an adequate amount of white space around

them.

.jpg

Image Formats and When to Use Them

for web or e-mAIlIng

.jpg (jpeg)Joint Photographic Experts Group

A type of image compression that reduces the size for ease of transmission via e-mails or display on the Internet. This format is not recommended for high-end printing. These files decompress when opened, and can lose some of their quality in the process.

.gif (gIf)Graphics Exchange Format

A graphic format used for line-art, screen captures, and graphics for the Web. These files are commonly used for e-mail transmissions or display on the Internet. Never expect a GIF image to print out clear and readable (the average GIF file is under 10 KB).

for prIntIng

.tif (tIff)tagged Image file format

TIFF files are the best format for photographs used for high-end printing. These files must be assigned a resolution, or file size, which is appropriate for their usage. Original images are customarily processed as TIFFs, since secondary file-types like JPEGs and GIFs can be made from the TIFFs, but, not visa-versa. They cannot be used for Web sites and should not be sent via e-mail, if possible.

resolution: When providing someone with an original image for an average-sized print product like a newsletter or tabloid (not a cover though), make the printable area 5" x 7" with resolution at 300 DPI.

.eps (epS)encapsulated postScript

A universal nonphotographic, graphic format used for images with sharp-drawn edges surrounding uniformly filled shapes or lines like logos, line drawings, and illustrations. Unlike the bitmap class of file-types (TIFF, JPG, and GIF), the EPS is whats known as a vector-based drawing. It employs a mathematical formula to redraw the image each time it is placed in a document layout program or it is resized. It can be enlarged without any loss of detail or pixilation. These files require less storage space.

Typically, the EPS files look horrible on-screen when placed into document layout programs. The bitmap effect seen on the screen is the TIFF representation that is embedded into the EPS when its created. With a postscript printer/driver, however, the EPS will print out crisp and clear.

EPS files can only be opened if you have an art program such as Adobe Illustrator or Macromedia Freehand. For desktop publishing, one need not be able to open EPS files but should be able to place them within a document.

.tif

.eps

otHer fIle typeS

.pdf(pDf) portable Document fileA PDF is the Adobe proprietary format for transfer of imagery and layouts across multiple computer platforms. These files are used for ease of viewing and navigating on the Internet. PDF programs like Acrobat have job options that allow control over resolution and file size output. Some service providers can print from PDFs but only if the PDF has been correctly programmed through Acrobat Distiller.

EPS files that are placed in a layout, that is in turn converted to a PDF, will appear blotchy on your screen until you zoom in close onto the EPS art.

.bmp (bmp)windows bitmapThis type of file is best used for black and white line art. This means that the pixels that make up the image are either black or white (no shades of gray.) These files are only PC compatible and are best when initially created at 6001200 DPI.

noteS on unDerStAnDIng reSolutIon

DPI stands for dots per inch which refers to the resolution of bitmapped images. A newspaper photograph best illustrates the concept. When you enlarge an image from the paper, you start to see that it is made up of rows of different-sized dots. A low resolution would be 72 DPI (72 rows of dots per inch.) The high resolution image would have at least 300 rows of dots per inch (300 DPI).

72 DPI images are for the Web site and on-screen viewing (JPEG, GIF)

300 DPI is standard for print products and photographs (TIFF)

1200 DPI is for large-scale printable line art (BMP)

Images copied from Web sites are usually not of acceptable resolution for printing or enlarging. Some sites offer downloadable, high-resolution versions of images from an image gallery link.

for Screen/web: When providing someone with an original image to post on a Web layout, a good average size for images is 600 pixels x 400 pixels with resolution at 7296 PPI (pixels per inch.)

General Guidelines for AIA PowerPoint PresentationsorDer of preSentAtIon

1. Opener or title2. Introduction slide3. Preview4. Main Content (include transition ideas between points)5. Summary6. Call to action

fonts: Use sans serif fonts (fonts without feet), such as Arial. Avoid complex fonts such as scripts as they are sometimes difficult for the viewer to read. Use both upper- and lower- case letters to increase readability. All caps is for amateurs.

margins: Keep everything within a 1-inch margin on your presentation to be safe that nothing gets chopped off. Monitors display a little bit better than the projectors.

text: The point size should be at least 24 pt. and keep it consistent throughout the presentation. Left align all text. Limit the number of words you put on a page. Avoid punctuation and paragraphs. Use succinct phrases instead of sentences. Make sure headlines and subheads at each level are consistently the same size and typeface.

bullet points: No more than 6 lines of bulleted information. Start all bullet points with a noun or start all with a verb, and use your choice consistently. Remember to keep all verbs the same tense.

Colors: Use light colored letter on a dark background or vice versa. Contrast between the lettering and the background makes your presentation easy to read.

graphics: Use only one per slide but only if they enhance your message. Graphics should be relevant to the subject of your presentation. Text should not be displayed over the graphic unless the graphic is one solid color. Put a blank black slide at the end.

otHer bASIC ruleS

Slides are meant to supplement your presentationnot be your presentation. Keep it simple and dont read word for word.

Maintain consistency of the layout and in using color with some occasional variety.

Bells and whistles are fun but they tend to be distracting for the viewer.

Proofread and spell check!

Ask yourself: Does the presentation effectively tell the audience the message? Does the presentation appeal to the audience? Have the color choices, graphics, and back-ground design been wisely used? Does the presentation have a similar style from slide to slide?

uSe of ImAgeS In A powerpoInt preSentAtIon

It is highly recommended that before inserting a graphic im-age into a document such as a PowerPoint presentation, you reduce the file size of the image. By reducing the file size of an image, you reduce the overall file size of your document. Moreover, you greatly decrease the chance that your Pow-erPoint presentation will freeze or even the entire computer crash while you are presenting.

The ideal size for an image used in a PowerPoint presentation should have the maximum resolution of 72-96 pixels per inch (PPI). JPEG and PNG files both have good internal compres-sion code which make them good image formats for this pur-pose. GIF, BMP, and TIFF files are too large to be used.