This non-copyrighted article may be reproduced in any philatelic publication as long as the author's name, original source publication and the CAC's on-line web address is listed.

Table of Contents -- Include a table of contents for programs with more than two dozen pages or those heavy in advertising content. Of course, a content listing isn't necessary for productions of just a couple of pages or single-page folded affairs.

Schedule of Events -- In the schedule of events, organize listings in this order:

Credit Host/Sponsor Organizations -- Make the sponsor or host's name evident on your program's front cover, in the welcome letter, and wherever else appropriate. Don't be afraid to use the words "sponsored by" or "hosted by" prominently in conjunction with the organizer's name. Credit is certainly deserved for any group making the effort to promote the hobby by sponsoring a show!

Details of Visiting Organizations -- For shows with societies meeting in conjunction with them, write or request from them short paragraphs on their history and purpose along with membership information, addresses, etc. Give each society a separate heading.

Youth or Beginner Activities -- Include a paragraph or two on the type of activities afforded youthful visitors or beginning collectors. Do not use this as a forum to solely acknowledge youth or beginner area volunteers, which does little to attract visitors to this important sphere of show activity.

Floor Plan -- Keep the floor plan simple! Indicate dealer locations as boxes with a big numbers inside, activity locations as boxes with the appropriate label, and exhibits as lines with the frame numbers.

Activity Descriptions -- Have separate paragraphs detail distinct continuing activities on the exhibition floor (as opposed to seminars and programs at specified times that should be in the Schedule of Events). Such activities might be video showings, door prize drawings, society tables, free handout tables, special museum displays, USPS/UN postal stations, concession stand, etc.

Exhibits -- List:

Judges -- Minimally, list judges' names and cities of residence. While your judges may receive some monetary compensation, it usually just covers their lodging and meal expenses. They deserve extra recognition with short biographical data detailing at least their areas of judging expertise. Optionally, society involvements, collecting interests and judging experience might be included.

Awards -- A description of the actual prizes might whet the appetites of potential future exhibitors, so describe your show's grand and reserve grand award prize, be it a Waterford crystal bowl or a simple plaque. Don't forget to mention your medals and ribbons for the open competition and special awards like the American Philatelic Society and many of its affiliates offer. The name of all societies making awards available should be mentioned: some societies require copies of programs be sent to them upon a show's conclusion to make sure they are getting recognition.

Bourse - Dealers really pay most of the freight for most shows, so give them a decent listing in the program. For exhibitions with only a couple dozen dealers, list their names alphabetically along with their specialties, the city they're from and booth numbers (as given in the floor plan). You may also want to include complete dealer's addresses, especially if you're not selling advertising space in the program.

Show Committee/Members -- Recognize your show committee members with a listing of their names and committee positions held. This is also a good place to mention other volunteers if your program does not have a separate "acknowledgments" section.

Theme Article -- Include an article of several paragraphs providing history and background relating to the show theme, even if the only other development of the show theme is a cachet.

Cachet/Cancellation -- Under a separate heading from the theme article, give a description of the cachet and cancellation offer. Illustrations help sell what you're offering, so include a picture of the cachet you're offering. Remember to include cachet prices and info for ordering by mail, including a mailing address.

History/purpose of Participating Organization(s) -- In one or more paragraphs describe how your organization evolved, what it does, and the benefits of membership.

Contact Person For Participating Organization -- Mention at least one contact person's name and phone number, preferably the organization's corresponding secretary or whoever can most easily be reached. This can also be accomplished by including phone numbers in the officers/board of directors listing.

Membership Information -- Tell where applications can be obtained at show (or include one in each show program), give limitations on membership (age, must be of good moral character, etc.) and indicate the cost of dues. Don't be afraid to quote the latter, some collectors never inquire joining philatelic organizations because they think it's expensive.

Meeting Dates, Times, Locations -- Encourage prospective members to attend meetings. A map showing the meeting site doesn't hurt!

Mailing Address -- This goes without saying. But it's an almost unbelievable fact that the majority of organizations sponsoring a show never mention a mailing address in their programs!

Officers/Board -- List the names of the officers and the board of directors. Include phone numbers to encourage prospective members to call.

Club President/Show Chairman Welcome -- Typically, you'll want to:

Philatelic articles -- Write an article or two on a facet of stamp collecting not related to the show theme. You might address a currently hot speciality such as collecting U.S. press sheets or Princess Diana topicals, a particularly interesting stamp or cover on display at the show or how to buy stamps from dealers at stamp shows. Promotional articles describing an organization meeting in conjunction do not fall into this category.

Research Articles -- Include research articles of interest to most show visitors, either on a general philatelic topic, as an expansion of the show theme article, or in connection with the interests of a visiting organization. Research articles should be original to the program, not reprints of material published elsewhere.

Advertising -- Use advertising to defray program costs, but don't get so carried away with trying to "break even" on the show program that other content is neglected or the program becomes inconvenient to use.

Area Philatelic Activities -- Include information on upcoming stamp bourses in the area, local philatelic libraries, area clubs other than the show host, etc. For the latter, give the club names, meeting times/places, contact persons/phone numbers and mailing address. Programs of shows sponsored by federations should have a unified listing of all composite federation clubs/societies on one or more pages.

Ease of Use -- Organize the program so it "flows," beginning with a "Welcome" letter and "Schedule of Events" at the front. The most referenced portions, the lists of exhibitors and dealers, should precede or follow the floor plan, which is best located in the program's centerfold. Group similar parts together. For example, situate illustrations of the show cancel/cachet adjacent to the paragraph(s) promoting them, not pages apart.

Use of Space -- To avoid a cluttered appearance, provide adequate margins around each page (about half inch on an 8 1/2" x 11" bi-fold program or 3/4" to 1" on programs with larger size pages). Cue the reader to differentiate between unrelated topics on the same page with sufficient "white" space (at least one blank horizontal line). "Filler" material should be appropriate and not out of place. Leaving pages blank for "notes" is a waste of valuable space; put such space to work by reproducing your organization's membership application, plugging next year's show, etc. (see "PART III - OTHER CONTENT").

Neatness -- Maintain a professional appearance by eliminating strike outs, hand lettering and crude drawings. Many programs begin to look messy when editors try to make odd-size "camera ready" advertisements fit to the program format. When faced with that problem, editors should find a copy machine with a reduction/enlarge mode, a feature found on most machines at copy shops.

Titles/Headers -- Use titles/headers that are substantial larger and darker than the body text to call attention to differing types of information.

Content versus Number/Size Pages -- The larger the program, the more detailed its editorial (non-advertising) content should be. The program should not be overwhelmed with advertising to the detriment of editorial content.

Clarity of Text -- Keep text crisp and large enough to be easily read. If a typewriter or daisy wheel printer is used, the metal/plastic characters should be kept clean of caked-on ink. Avoid using computer dot-matrix printers for production of text. Instead, try laser or ink-jet printers.

Illustrations -- Illustrations should be reproduced clearly and crisply. Halftones (images made up of tiny dots like newspaper pictures) are recommended for illustrations requiring shades of gray.

Paper Thickness/Color -- Paper should be thick enough that pages can be turned easily. Pastel colored paper adds distinctiveness. If only black ink is used for printing, colored paper should at least be used for the cover.

Acknowledgments -- Thank persons who helped with the show but are not members of the show committee or the host/sponsor organization, i.e., Postal Service, exhibition facility staff, donors of free publicity and door prizes, Boy Scouts helping with the show setup, etc.

Mention of Next Year's Show Dates -- Let everyone know there will be a show the following year.

Promote the APS, ATA and Other National Societies -- Even if your show is too small for large collector groups to send representatives, mention of them and the fact you have their application forms available at the registration table may help your club or society qualify for free dues or other benefits offered by the APS, ATA and other national societies.

Explain the Significance of Special Exhibit Competitions -- Many show visitors haven't the foggiest idea of the importance of the APS World Series of Philately or other competitions. If your show qualifies to participate, tell your visitors about them.

Area Attractions, Maps -- If your show attracts a good number of visitors from out of the area, let them or their non-collecting spouses know what else is going on and how to get there.

Dealer Coupon Section -- Offering the opportunity to place coupons in the show program can generate income from dealers who usually refuse to advertise.

Application for Club/Society Membership - Imagine everyone at your show taking home a membership application for your club or society. Including one in your program makes that vision a reality!