• We accept submissions for the 2010 calendars from 6/15/08 - 8/15/08. Send submissions to: Shearson Publishing, 411 Washington Avenue North, Suite 20, Minneapolis, MN, 55401.
  

As the submissions arrive we begin our editing process. Following an initial edit, we will return as many images as possible and only hold images that we feel have potential (no guarantee) for use. After completing a title's layout, we will contact you for permission to use.

* Files submitted on disk for review only can be "LOW-RES". We require meta data fields with all images (CD's and light boxes) that include the photographer's name, the location, and a reference number for each image.

On your attached submission paperwork, please indicate which files are original digital shots and which are scans of existing transparencies. We may request the transparency or a copy for our factory to scan as per their specifications.

* Any final images selected will have to be submitted as "HIGH-RES" (300dpi at the calendar's final size plus four sides' bleed), CMYK and TIFF/EPS format. Calendar's final size: Coolsites Calendar: 6.5 x 15 inches. Travel & Events Calendar: 14 x 10.25 inches.

For planning purposes, Cool Sites layouts are scheduled to be finished by 12/1/08 and City Events and Travel & Events by 3/1/09. We will then do a bulk return of all unused images in May of 2008. The color separation process begins in March, pre-press work in April and printing in May and June. Prior to printing you will receive a summary listing of all selected images to assist you in generating an invoice to Shearson. Upon publication, all photography invoices are scheduled for September payment.

Please understand that due to timeline detailed above we may need to hold your images for a number of months.

The following fees are based on our 2009 print totals. We will finalize fees based on actual print runs in May when we send out summarized photography usage statements.

Print runs of less than 4,000: Large monthly - $200.00 Cover - $300.00

(Titles include: Seattle, Carolinas, Michigan, Pacific Northwest, Ireland, The West National Parks, Main Streets, Appalachian Trail, Chicago, Texas, Florida)

Print runs of more than 4,000: Large monthly - $250.00 Cover - $350.00

(Titles include: Mountains, Water, New York City, Italy, California, New England, Boston, Twin Cities, Minnesota, Roller Coasters and A Walk in Paris)

Fees for the cover image include the usage as a large monthly image inside. All large monthly images are used on the back cover as a year-at-a-glance to enable customers to see what is pictured inside as the calendars are shrinkwrapped. One is also used as a sample month on the back cover as well. We use the cover images images in our print catalog and all wall calendar images are displayed on our electronic catalog (our website). These marketing uses are covered by the above fees and are intended to increase our print runs and ultimately our fees to our photographers. We will watermark a Shearson Publishing copyright as requested on any images displayed on the site.

Exclusive calendar usage for the calendar year is necessary for cover images only.

Starting with 2005 production we will not be accepting submissions unless they are numbered.

Volume discounts and single photographer/agency titles will be managed on an individual basis.

When submitting be sure to send a list of your images and image numbers to better ensure the care of your photography. All images must be numbered on the images mount along with your name and/or agency. Return postage should also be enclosed. Please edit your work carefully and send only those transparencies that fit our calendar subjects. Please note that we make frequent rejections of photographers, for the most part due to image quality or subject matter. Please review our titles and style on our calendar pages. If we choose to work with you after this initial submission, the photographer will pay for all future submissions and we will pay for all returns. The utmost care will be taken of your material but we will not be liable for any loss or damage while in our possession. We have limited liability and suggest that you carry your own insurance. We also suggest that you only send duplicates as further protection against loss or damage.

From: Shearson Publishing

Based on the events of September 11, 2001, many insurance companies are revising their rates upward, prompting us to review our insurance program regarding images while they are in our possession.

At any point in time we might have up to 3,000 images in our possession many of them originals. We have repeatedly notified our photographers that duplicates are sufficient for our publishing needs. However, due to the expense of duping, it is not an option for many of you to send us only duplicates.

Therefore, the burden of accepting originals at a $1,500. per image replacement cost has been placed on us. Since it is now a financial impossibility to fully insure this amount - $3,000,000. At the top end - we are taking a different approach. Our total coverage is now $200,000. This covers loss or damage for a small amount of images. Any loss or damage will be negotiated with the individual photographer.

We will insure for the cost of dupe images lost/damaged on the following scale (these figures are based on prices from the top photo house in Minneapolis) and will cover remounting:

35mm - $5.00 each

4 X 5's - $35.00 each

8 X 10's - $42.00 each

Any other sizes will be covered on a similar price basis.

Since images are the lifeblood of your business, you should have your own insurance in place to cover the cost of originals if you want to continue to send these to us.

In 15 years of business we have never had a claim, however accidents do occur. All of the insurance companies we have contacted do not cover acts of war.

Also, the major package carriers - Fed Ex, Airborne, DHL and UPS as well as the US Postal Service - do not insure images while in transit, further amplifying the need for self-insurance.

We also have been advised to inform you of the measures / procedures we take in-house in our handling of images to insure their safety. This may reassure you that we do the utmost at our end. First, as we do our initial editing, we take no images out of their sleeves. We verify the count and then the images we do choose to hold are placed into sealable plastic bags. These in turn are placed in appropriate folders and then go into a steel filing cabinet. When we return the outs we count and send a recap form verifying count and what we are currently holding. We try to do the initial edits on a timely basis to keep the number of images in our possession at any one time to a minimum. Our procedures in doing this will improve now that we are in a new space that is better organized. We hope this reassures you, and we are open to suggestions on how we can continue to improve our photo library operations.

Please sign the following waiver and make a copy for your files. Please send to us the original along with your submission.

Print photographer name and/or agency_________________________________

Signature_____________________________________Date________________