SPECIAL AD SECTIONS: 
PROFILES 
 
The  following  is  a  detailed  outline  of  Albuquerque  The  Magazine’s  process  for  building  our  special  advertising  section 
profiles.  Profiles  include  a  photo  and  write-up  that  ATM  provides for the client unless the client chooses to provide their 
own  photo  and copy. Profiles are sold in two page spread, full page, and half-page options. Photo orientation is decided 
by  the  profile  section’s  hard  format  as established by ATM’s art department. Word counts for profiles are as follows: 500 
words  for  two  page  spreads,  250-300  words  for  full  pages, and 100-200 words for half pages. More details are available 
for specific profile sections and will usually be on the profile’s corresponding one sheet. 
 
➢ 1: Finalized Contract 
○ Signed contract is received and uploaded into MagHub by Advertising Executive (AE). 
○ Sales & Marketing Director confirms placement and adds to runsheet. 
○ Advertising Coordinator adds client contact information and profile specs to Profiles 
and Photo Assignment spreadsheets. 
➢ 2: Contact Established 
○ Advertising Coordinator makes initial contact and sends client all necessary materials 
and deadlines in an introductory profile email to client. 
■ Introductory email must be sent within 3 days of contract being signed. 
■ Email must include the following materials: 
● Profile Guidelines 
● Questionnaire/Info Sheet 
● Photoshoot Infographic (if ATM is providing photos) 
● Profile Mockup 
■ Email must include the following deadlines: 
● Copy Deadline 
● Photo Deadline 
● Final Approval Deadline 
■ If client does not respond to the initial e-mail, the Advertising Coordinator will 
either send a follow-up email or call two days later to confirm that email was 
received and check for any questions the client may have. 
➢ 3a: Copywriting Process 
○ Advertising Coordinator will add clients to the Profiles spreadsheet as clients are 
signed. 
■ The following information must be included on the Profiles spreadsheet: 
● AE 
● Client Name 
● Ad Type (if applicable) 
● Ad Size 
● Word Count 

Updated January 9th, 2019 

 ● Added to photo sheet​ (if ATM is providing photos) or C ​ lient sending in 
photos​ (if client is providing photos) 
● Contact name, phone number, and email 
○ Advertising Coordinator will check in with the client periodically to ensure that copy 
deadline is met. 
■ If the client is unresponsive or heavily delayed in responding, the AE will be 
involved in reaching out to the client to ensure deadline is met. If client is still 
unresponsive, Larryl or Gena will be involved and reach out to the client. 
○ Clients will send their completed questionnaire/info sheet to the Advertising 
Coordinator. Advertising Coordinator will then forward it immediately to Profile Writer 
once it has been received. 
■ Questionnaire/Info Sheet progress can be tracked using the Profiles spreadsheet 
throughout ad build. The Advertising Coordinator will post updates using the 
designated column as they make contact with the client. 
■ Advertising Coordinator must include ad size and word count when they send 
questionnaires/info sheets to Profile Writer. (However, ad size and word count 
can also be referred to using the Profiles spreadsheet.) 
○ Profile Writer will draft copy using the questionnaire/info sheet as a guideline and send 
back to the client for edits, updates, and/or approval. 
● If the client provided their own copy, the Profile Writer will copy edit as 
necessary in place of drafting copy. 
● Draft must include the client’s name, address, phone number, and 
website as provided by client. 
■ Profile Writer will copy Advertising Coordinator, Graphic Designer, and Ad 
Executive in initial email to the client. 
■ Profile Writer will track and update copy writing process using the designated 
column on the Profiles spreadsheet. 
○ Once copy is finalized and approved by the client, the Profile Writer will save it on the 
ATM server using the following file path: ATMSERVER → PUBLIC → WORKING FILES 
→ [ISSUE+YEAR FOLDER] → ADS → PROFILES → [SPECIAL SECTION FOLDER] → 
COPY. 
■ Profile Writer will save final approved copy on the server using the following file 
naming format: 
● Client Name MM.YY SectionName APPROVED 
■ Profile Writer will mark copy complete and saved on server on the Profiles 
spreadsheet and alert the Graphic Designer. Copy will not be considered 
complete until this step is completed. 
➢ 3b: Photo Process 
○ Advertising Coordinator will add clients to the Photo Assignment spreadsheet as 
clients are signed if ATM is providing photos. 
■ The following information must be included on the Photo Assignment 
spreadsheet: 

Updated January 9th, 2019 

 ● AE 
● Client Name 
● Ad Size 
● Photo Orientation (if applicable) 
● Ad Section 
● Photo/Concept notes (if applicable) 
● Contact name, phone number, and email 
○ If the client is sending in their own photos, Advertising Coordinator will check in with 
the client to make sure photo deadline is met. 
○ Advertising Coordinator, Graphic Designer, Photo Director, and Photographers will 
track photo progress using the Photo Assignment spreadsheet. 
○ The Photo Director will assign clients to photographers. Photographers must establish 
contact and set up photoshoots with the client within 3 days of being added to the 
Photo Assignment spreadsheet. 
■ If client is unresponsive to Photographer, Advertising Coordinator will assist in 
getting photoshoots scheduled. 
■ Advertising Coordinator will alert Sales & Marketing Director if photographers 
are not following the 3-day rule. 
○ Photographer will update Photo Assignment spreadsheet as photoshoots are 
scheduled and mark them as complete once photos are saved on the server. 
○ Graphic Designer will send photo gallery to client once photos are saved on the server. 
Photo selection is decided by the client favoriting a photo in the gallery. 
■ If the client is unresponsive, Advertising Coordinator will assist in getting the 
client to select their photos. If the client does not respond to the Graphic 
Designer or Advertising Coordinator, the AE will become involved in getting 
photos selected. 
○ Graphic Designer will track photo selection progress using the Profiles spreadsheet and 
will post updates in designated column. 
➢ 4: Proofing Process 
○ Once copy is finalized and a photo is selected, the Graphic Designer will send a proof 
to the client for approval. 
■ Graphic Designer will copy the AE and Advertising Coordinator in this email. 
○ In-house, the Graphic Designer will check off the proof using the “ATM Build 
Checklist” sheet and be passed onto the appropriate team member for a First Look. 
○ Team member will proofread artwork, copy, etc. and pass off the proof to the AE. 
○ AE will follow a similar proofreading process as designated on the “ATM Build 
Checklist” sheet and return the proof to the Graphic Designer. 
○ Graphic Designer will make edits as necessary and pass onto another team member for 
a Last Look, who will do the final proofread before upload. 
 
 
 

Updated January 9th, 2019 

CONTACTS: 
Sales & Marketing Director:​ Emily Puckett (​emily@abqthemag.com​) 
Advertising Coordinator​: Andrea Ortiz (​andrea@abqthemag.com​) 
Graphic Designers​: McKenna Grier (​mckenna@abqthemag.com​), Jordan Tate 
(​jordan@abqthemag.com​) 
Photo Director​: Don James (​don@abqthemag.com​) 
Photographer​: Reece Martinez (​reece@abqthemag.com​) 
 
PROFILE WRITER EMAIL CREDENTIALS: 
Gmail Login:​ ​profiles@abqthemag.com  
Password:​ ​profiles123atm 

Updated January 9th, 2019