Project Overview 

We are seeking a highly organized and creative Graphic Designer/Project Manager to lead the development and production of an annual calendar. The selected individual will be responsible for managing the end-to-end process, including content collection, stakeholder engagement, project timelines, graphic design, layout development, revisions, and final production-ready files. 

The ideal candidate will combine strong visual design skills with excellent project management capabilities to ensure that all content is gathered on schedule and transformed into a cohesive, engaging, and professionally designed calendar. 

Scope of Work 

Project Management & Coordination 

• Develop and maintain a project plan and production schedule. 

• Coordinate with BBGA team, members, and contributors. 

• Establish deadlines for content submissions and approvals. 

• Track progress and follow up with content providers. 

• Facilitate review meetings and consolidate feedback. 

• Ensure adherence to established timelines and budget. 

Content Management 

• Develop content collection templates and guidelines. 

• Gather photos, stories, highlights, events, key dates, and supporting materials from BBGA team and contributors. 

• Review submissions for completeness, quality, and consistency. 

• Edit and organize content for publication readiness. 

• Maintain version control and content approval records. 

Graphic Design & Creative Development 

• Create calendar concepts and visual themes. 

• Design monthly layouts, cover pages, special features, and supporting graphics. 

• Ensure brand compliance and visual consistency. 

• Incorporate photography, illustrations, and Guild messaging. 

• Design both print-ready and digital versions of the calendar. 

• Prepare final production files according to printer specifications. 

Review and Final Production 

• Manage multiple review cycles and revisions. 

• Present design concepts and recommendations. 

• Obtain final team approvals. 

• Deliver final high-resolution files and editable source files. 

Deliverables 

• Project work plan and timeline 

• Content collection templates 

• Creative concepts and design direction 

• Calendar design mockups 

• Draft calendar for review 

• Final print-ready calendar files 

• Digital/PDF version of calendar 

• Source design files (Adobe InDesign, Illustrator, or equivalent) 

Ideal Calendar Printing & Mailing Timeline (these dates can shift a bit, but the calendar must ship by December 24) 

• September 15 - September 26 

• Content research and concept development 

• Gather historical information, key dates, photos, and copy 

• Identify content gaps and secure approvals on theme 

• September 29 - October 10 

• Calendar design and page layout 

• Develop cover concepts and monthly spreads 

• Incorporate approved content and imagery 

• October 13 - October 17 

• Internal review and revisions 

• Stakeholder feedback and edits 

• Finalize content and design elements 

• October 20 - October 24 

• Final proof preparation 

• Proof review and approval 

• Release files for production 

• October 27 - November 14 

• Printing and production 

• Quality control checks 

• Calendar assembly and finishing 

• November 17 - November 21 

• Packaging and delivery to mail house 

• Final mailing list verification 

• November 24 - December 5 

• Mail house processing 

• Address cleansing and postal preparation 

• Postal documentation completed 

• December 8 - December 15 

• Mail induction and distribution 

• Mailing completed by December 15 

Key Milestones 

• Content Complete: September 26 

• Design Complete: October 10 

• Final Approval: October 24 

• Printing Complete: November 14 

• Delivered to Mail House: November 21 

• Postal Preparation Complete: December 5 

• Mailing Complete: December 15 

Qualifications 

Required: 

• 5+ years of graphic design experience. 

• Proven project or project management experience. 

• Experience producing calendars, or similar materials. 

• Strong communication and stakeholder management skills. 

• Excellent organizational and deadline management abilities. 

Preferred: 

• Experience managing content collection efforts. 

• Print production and vendor management experience. 

• Knowledge of accessibility and inclusive design practices. 

Proposal Requirements 

Interested candidates should submit: 

• Resume 

• References 

• Proposal with fees 

mailto:info@bbga.org