1. art and entertainment
2. visual art and design
3. design

Resources, tips & Guidelines
Design
Templates &
Guides
> How-to’s
> Guidelines
> Resources
Online: www.harthouse.ca/plan-a-student-event-promotion
7 Hart House Circle / Toronto, ON / M5S 3H3 / Canada / 416.978.2452 / www.harthouse.ca
What’s
included?
These design templates were created to give you to the tools you need to successfully promote
your event from start to finish. We’ve created over 100 templates with various designs, colours,
formats and sizes and made them available for different software applications.
Included in this guide:
1. How and where to access the templates
2. Photography available for use
3. A step-by-step guide on how to use the templates in InDesign
4. A step-by-step guide on how to use the templates in Photoshop
5. A step-by-step guide on how to use the templates in Microsoft Word
6. A step-by-step guide on how to use the templates in PowerPoint
7. Basic design tips and tricks
8. A guide to preparing and sending your materials for print
9. How to get your materials proofed and approved by the Hart House Communications Department
Included in the template folders:
Posters:
Design style: modern, photo background, illustration background
Sizes: 11” x 17” and 8.5” x 11”
Software: InDesign, Photoshop, Microsoft Word and PowerPoint
Postcards / flyers:
Design style: modern, photo background, illustration background
Size: 4” x 6”
Software: InDesign, Photoshop, Microsoft Word and PowerPoint
Event program:
Design style: basic event program
Size: 5.5” x 8.5”
Software: Microsoft Word
Logos:
All formats of the Club & Committee logos
All formats of the Hart House logo
All formats of the Accessibility logo
7 Hart House Circle / Toronto, ON / M5S 3H3 / Canada / 416.978.2452 / www.harthouse.ca
1. How to access files
All template folders and files are hosted online at:
www.harthouse.ca/plan-a-student-event-promotion
Step 1:
Choose either the PC or Mac folder; each one is specifically formatted for these operating
systems. Click the link to download.
Step 2:
Once the folder has been downloaded, you will need to extract (or unzip) it. Usually, double
clicking on the compressed files will do this automatically.
Step 3:
Open up the folder and familiarize yourself with all of the different options available to you.
Have fun and be creative!
*Note: These templates are for Hart House Clubs & Committees and staff. These are not to be sent
to any other faculty, department or student group.
2. Photography
Available in the template folders online at:
www.harthouse.ca/plan-a-student-event-promotion
We have provided some general photos for you to use, these are for Hart House events only and
are not to de distributed to any other faculty, department or student group.
7 Hart House Circle / Toronto, ON / M5S 3H3 / Canada / 416.978.2452 / www.harthouse.ca
3. Using InDesign
Adobe InDesign is a page layout application and is the standard program used in graphic design
for all document layout and design work. Our templates were created in InDesign 5.5 so be sure
to use at least that version of the software. We have also created a version saved in InDesign 4,
but it’s always preferred that you work in the most up to date software.
Important Tools:
Selection Tool
Type Tool
Frame Tool (for adding images)
Zoom Tool
Select either outline colour or fill colour
Step 1: Opening the file
Open the poster template that best suits your needs, according to design and
function (and the amount of content you have to include on it).
Step 2: View it in high resolution
To view your work in a finished high resolution format, go to the View drop down
menu at the top, choose Display Performance and then High Quality Display.
7 Hart House Circle / Toronto, ON / M5S 3H3 / Canada / 416.978.2452 / www.harthouse.ca
Step 3: Setting up your workspace
Open up your toolbars/palettes, you’ll need these to do the layout and design. You’ll need to use Character,
Paragraph, Layers, Pages, Swatches and Links. You can select which ones to open by going to Window in the drop
down menus at the top.
Step 4: Changing the title or text
To change the title on your poster, select the Type Tool from the toolbar on the left side of your screen (it looks like
an uppercase letter T). Once you have selected this tool, highlight the title text and replace it with your event title.
You can change all of the text on the poster the same way by selecting the type with Type Tool and replacing it with
your info.
Step 6: Making your title or text fit
You may need to change the size or weight of the font to get your text to fit. Select the text with Type Tool, using
either the Character palette or the toolbar at the top of your screen, and change the size of the text or change the
weight of the font from bold to regular. You can also adjust the letter spacing in the Character palette (this is called
tracking) to tighten it up.
Step 7: Changing the colour of the text
To change the colour of the text, select the Type Tool again and highlight the text you want to change. Select the
colour you want to use from the Swatches palette.
Step 8: Changing the background colour or image
To change the colour of the background, use the Selection Tool to select the background (if the layer is locked
and you can’t select it, go to your Layers palette and unlock the layer by clicking on the little lock icon). With
the background selected, choose the colour you want to use from the Swatches palette. To add an image, use
the Selection Tool and select the background. Go to File at the top left of your window and select Place, this will
prompt you to choose an image file on your computer.
Step 9: Changing the Club &
Committee logos
Select the Selection Tool from the toolbar
on the left of your screen. Click on the logo
in the bottom left corner of your document,
then go to File in the top drop down menu.
From here you will click Place and be prompted to choose the file you would like to place in that box. The Club &
Committee logos are located in the template folder.
Step 10: Adding logos for event partners
If you have partner(s) for your event and need to include their logo, you will place it the same way as your Club
7 Hart House Circle / Toronto, ON / M5S 3H3 / Canada / 416.978.2452 / www.harthouse.ca
& Committee logo in Step 8. Three gray place holder boxes are under the footer for these logos, if you don’t have
any sponsors you can simply delete those boxes by using your Selection Tool to select and delete them. Before you
place the logos in these boxes, you need to get rid of the gray background colour. Using your Selection Tool, select
the three gray boxes, go to your Swatches palette and click on the white box with the red line through it, this will
clear any colours from the box.
Step 11: The address line and accessibility logo
Do not change the address line or the accessibility logo. They must appear in this exact format on all materials.
Step 12: Saving your file
Once you have completed all of your revisions, you’ll need to save you file. Go to File and select Save As. Be sure
to choose a file name that represents your event (eg. janedoe_reading.indd).
Step 13: Packaging your file for future revisions
Packaging your file creates a folder with all of your images and links in one place. This makes future revisions,
edits and sharing your files easier. Go to File > Package, you may get an error stating that you can’t copy the fonts
over but it’s ok to ignore that. Select Package and continue with the process. You’ll need to choose a location to
save it in and a name for the folder.
Step 14: Creating a PDF
Make a PDF of your poster by going to File > Adobe PDF Presets > Press Quality
and click Save (remember the place that you save the PDF). Be sure that in the
Export Adobe PDF window that the Adobe PDF Preset is set on Press Quality.
Select the Export button.
Step 15: Getting your work approved by the Hart House Communications Department
Send the final PDF to the Hart House Communications department for final review and approval. Send your file to
communications@harthouse.ca with the subject line: Communications Review - Design
7 Hart House Circle / Toronto, ON / M5S 3H3 / Canada / 416.978.2452 / www.harthouse.ca
4. Using Photoshop
Adobe Photoshop is meant for photo editing and image creation but can be used for design
work in a pinch. We have created these templates in Photoshop 5.5.
Important Tools:
Move Tool
Paint Bucket Tool
Horizontal Type Tool
Zoom Tool
Step 1: Opening the file and setting up your workspace
Open the poster template that best suits your needs, according to design and
function (and the amount of content you have to include on it). Select Window
from the drop down menus at the top of the screen and select Layers, Character,
Paragraph and Swatches.
Step 2: Layers
Every element on the poster has it’s own layer and it is editable when you are in
that layer. You must select the appropriate layer before you are able to make any
edits. You can view all layers in the Layers palette.
7 Hart House Circle / Toronto, ON / M5S 3H3 / Canada / 416.978.2452 / www.harthouse.ca
Step 3: Editing titles and text
Select the text you want to edit with the Horizontal Type Tool from the toolbar on the left. You might want to
change the size, weight or colour by using the formatting options available in the Character palette.
Step 4: Changing the Club &
Committee logos
To change the logo you need to first open the logo file
itself (located in the Clubs & Committees logos folder),
be sure that when you open the file the resolution is
set to 200 or 300 dpi. Go to Select, located at the top
of your screen in the drop down menus and choose
All, go to Edit > Copy. Go back to your poster document and go to Edit > Paste, this will create
a new layer with your logo. You can resize the logo by going to Edit > Free Transform, hold down
shift while dragging the corner of the selected box and size it down to suit your needs. Once you’ve
resized the logo, you can use the Move Tool to drag it to the correct location on the page.
Step 5: Deleting the old logo
Go to your Layers palette and select the layer with the old logo in it, once you have the layer selected you can click
on the little trash can icon at the bottom of the Layers palette.
Step 6: Adding sponsor or partner logos
Follow the instructions in Step 4 to add sponsor or partner logos.
Step 7: Changing the background colour
Select the background layer. Choose a colour from your Swatches palette and select the Paint Bucket Tool from the
toolbar on the left. Click on the background with the Paint Bucket Tool to change the colour.
Step 9: Saving your file
When you are finished with your design, click Save As and save your file as a .psd, this will allow you to edit it
again later. Be sure to name your file after your event (eg. eventname.psd).
Step 10: Getting ready for print
Save your file as a Photoshop PDF.
Step 11: Getting your work approved by the Hart House Communications Department
Send the final PDF to the Hart House Communications Department for final review and approval. Send your file to
communications@harthouse.ca with the subject line: Communications Review - Design
7 Hart House Circle / Toronto, ON / M5S 3H3 / Canada / 416.978.2452 / www.harthouse.ca
5. Using Word
Although Microsoft Word is meant for creating word processing documents, it can also be used
to create basic posters and event flyers.
Step 1: Opening the file
Open the poster template that best suits your needs, according to design and function (and the amount of content
you have to include on it).
Step 2: Editing the title
Select the title by highlighting it and type in your event title. You may have to change the
size of the font to make it fit properly, you can do this by going to the Formatting Palette. If
the Formatting Palette is not open, you can open it by going to View > Formatting Palette.
Step 3: Editing text
You can change the rest of the text in the same way as explained in Step 2.
Step 4: Changing logos and images
Click on the logo or image you would like change, delete it. To insert the new logo or
image, go to Insert > Picture > From a File. You will be prompted to choose a new file.
Note: In some poster templates, all logos and the address line are in the footer. You will
have to double click on the footer to be able to edit that area. Click close when you are
done to return to the full document preview.
Step 5: Changing the background photo (for photo background templates)
Select the background photo (by clicking on it) and delete it. Go to Insert in the top menu > insert a Picture >
From File. When the photo is inserted you will see conflicts with existing text, or possibly even a second page.
To fix this, select the image (by clicking on it), right click on it and go to Wrap text and choose Behind text. This
should resolve the issue.
Step 6: Changing the footer information
The footer must remain exactly how it is with the exception of switching the logo.
Step 7: Saving your document
Select Save As, name your document after your event (eg. eventname.doc) to easily recognize and edit it in the future.
7 Hart House Circle / Toronto, ON / M5S 3H3 / Canada / 416.978.2452 / www.harthouse.ca
Step 8: Preparing for print
Go to Word Preferences, check the Print Background Colors and Images box in the Print pop up menu from the
Output and Sharing section. Go the File > Print, select Save As PDF. Save to desktop.
Step 9: Getting your work approved by the Hart House Communications Department
Send the final PDF to the Hart House Communications Department for final review and approval. Send your file to
communications@harthouse.ca with the subject line: Communications Review - Design
7 Hart House Circle / Toronto, ON / M5S 3H3 / Canada / 416.978.2452 / www.harthouse.ca
6. Using PowerPoint
PowerPoint is meant for creating presentations but can be used to easily create simple posters
and flyers for your events.
Step 1: Opening the file
Open the poster template that best suits your needs, according to design and function (and the amount of content
you have to include on it).
Step 2: Editing the title and text
Select the title or text by highlighting it and typing in your new information. You may
need to change the size of the font to make it fit properly, you can do this in the
Formatting Palette.
Step 3: Changing logos and images
To change the Club & Committee logo, go to Insert in the drop down menu at the top
and choose Picture. In the Choose Picture window, locate your Club & Committee logo
folder and select either the white-EPS or black-EPS (depending on whether the background is light or dark). You can insert partner or sponsor logos or other images with
the same steps.
Step 4: Saving your file
Select Save As, name your document after your event (eg. eventname.ppt) to easily recognize and edit it in the
future.
Step 5: Preparing for print
You can’t create a proper PDF file from PowerPoint, you have to send the actual PowerPoint file to the printer. Be
sure to only use system fonts in your design, otherwise there can be compatability issues and your design will be
altered.
Step 6: Getting your work approved by the Hart House Communications Department
Send the final PDF to the Hart House Communications department for final review and approval. Send your file to
communications@harthouse.ca with the subject line: Communications Review - Design
7 Hart House Circle / Toronto, ON / M5S 3H3 / Canada / 416.978.2452 / www.harthouse.ca
7. Basic tips & tricks
Here’s a few things to keep in mind when designing your promotional materials.
1. Be concise: You only have a split second to grab someone’s attention. Bio’s, background information and excessive
contact details are all things to have on your website. Keep the poster clean and only include the most important info.
2. Contrast: Be sure to choose background and text colours that contrast well. Using yellow type on a white background can be very difficult to read and is not accessible for people with a visual impairment
3. Formatting your text: It is standard to lay out your text so that it is read from left to right, this means that you
should always left align you text and titles. Centering blocks and right aligning text makes it difficult to read and
understand.
Lorem ipsum dolor sit amet, consectetur
adipisicing elit, sed do eiusmod tempor
incididunt ut labore et dolore magna
aliqua.
Lorem ipsum dolor sit amet, consectetur
adipisicing elit, sed do eiusmod tempor
incididunt ut labore et dolore magna
aliqua.
Lorem ipsum dolor sit amet, consectetur
adipisicing elit, sed do eiusmod tempor
incididunt ut labore et dolore magna
aliqua.
4. Choosing the right image: When choosing an image to use for your event remember that you have to be able to read
the text over top of it. Choose something that isn’t too busy or has a lot of contrast so that your text still pops out.
5. Keep the design simple and clean: The more you add to the poster, the more opportunity there is for people to
miss the important information. Less is more.
6. Don’t distort text or images: Never stretch or compress any text, photos or illustrations.
7 Hart House Circle / Toronto, ON / M5S 3H3 / Canada / 416.978.2452 / www.harthouse.ca
8. Preparing for print
Not sure how to prepare your files for print or where to send them? We’ve got you covered.
File format: Always send your documents to print as a PDF file.
Printing deadlines:
It’s important to leave enough time for printing, on average it takes 3-5 days to receive your materials from the
printer. Always work this in to your promotions timeline.
How to send your files for print:
Here’s an example of the specs you need to include when ordering your posters or flyers:
filename.pdf
- document size (11 x 17, 8.5 x 11 or 4 x 6)
- full colour or b/w
- paper type (also called stock) which would usually be Bond
- no bleed (the colour does not extend past the edge of the document)
- double or single sided (flyers & postcards that have information on both sides, you need to print double sided)
- quantity
While you are welcome to use whatever printing company you want, if you use Captain Printworks you can use you
Club & Committee account number for payment and the invoice will be mailed to Hart House.
The contact info for Captain Printworks:
730 Yonge Street, Unit 1
416-920-4114
www.captainprint.com
Contact name: Brenda Massie, brenda.massie@captainprint.com
Account Numbers:
Alumni Committee: 2612
Hart House Finnish Exchange: 2626
Archery Club: 2613
Literary and Library Committee: 2627
Art Committee: 2614
Hart House Players: 2628
Bridge Club: 2615
Hart House Investment Club: 2629
Camera Club: 2616
Hart House Jazz Choir: 2630
Hart House Chamber Strings: 2617
Hart House Jazz Ensemble: 2631
Chess Club: 2618
Music Committee: 2632
Hart House Chorus: 2619
Hart House Orchestra: 2633
Debating Club: 2620
Recreational Athletics Committee: 2634
Debates Committee: 2621
Hart House Singers: 2635
Farm Committee: 2622
Social Justice Committee: 2636
Hart House Film Board: 2623
Hart House Symphonic Band: 2637
House Committee: 2624
Theatre Committee: 2638
Finance Committee: 2625
Hart House Underwater Club: 2639
7 Hart House Circle / Toronto, ON / M5S 3H3 / Canada / 416.978.2452 / www.harthouse.ca
9. Getting your design
reviewed & approved
It’s mandatory that you receive sign off from the Hart House Communications Department on all
printed materials.
Why is it mandatory?
It is crucial that we review all Hart House materials before printing and distribution in order to maintain brand
integrity. Here are some of the things we’ll be looking for:
•
•
•
•
spelling and errors
correct logo usage
brand integrity and consistency
ensuring the content is accessible and readable
How do you get your materials reviewed?
Send the final PDF to the Hart House Communications Department for final review and approval. Send your file
to communications@harthouse.ca with the subject line: Communications Review - Design. We will respond to you
within 48 hours with approval or a list of revisions. Once you have our approval, you can send your work to print
and begin distribution.
Still have questions?
We will be holding open office hours every Wednesday from 2:30 – 4:30 pm, if you have any questions or concerns
you are more than welcome to stop by and ask in person, or send us an email at communications@harthouse.ca
and we will get back to you as soon as possible.
7 Hart House Circle / Toronto, ON / M5S 3H3 / Canada / 416.978.2452 / www.harthouse.ca
7 Hart House Circle / Toronto, ON / M5S 3H3 / Canada / 416.978.2452 / inquiries@harthouse.ca / www.harthouse.ca