Brill Conference Publication

For the authors:

Brill Style guide

General Guidelines for Manuscript Preparation

The guidelines below can be used for most books published by Brill. For a number of subjects special guidelines are provided. If in doubt, please contact your main contact at Brill before starting work on your manuscript.

Your manuscript should be in sound editorial shape. Please check your manuscript carefully for typographical errors and consistency in citations and spelling of names before submitting it. If possible have another pair of eyes look at it. Copy ‐ editing is only done by special arrangement with the publishing department. If you are a non ‐ native speaker of the English language, it is highly recommended to have your manuscript checked by someone who is.

An author ’ s priority should be consistency. Spelling should be consistent throughout; the structure of your manuscript (chapters, headings and subheadings) should be clear. For footnote references and bibliographies (in edited volumes, each chapter should contain a bibliography), Brill books generally follow the Chicago Manual of Style. If your book follows a different style manual, or if different style requirements are applicable for the series in which your book will appear, please consult the acquisition editor concerned with your field of study. Some useful suggestions for style handbooks are:

- The Chicago Manual of Style, 16th edition. Chicago, London: The University of Chicago

Press, 2010.

- The Oxford Style Manual, ed. & comp. R.M. Ritter. Oxford: Oxford University Press, 2003.

- The SBL Handbook of Style for Ancient Near Eastern, Biblical, and Early Christian Studies,

ed. P. H. Alexander et al. Peabody, Mass.: Hendrickson Publishers, 1999.

•     Distinguish in typing 0 (zero) and O (capital letter); 1 (one) and I, l (letters).

•     The first line of a paragraph should be indented, except after a blank line, a (sub)heading or a ‘block quotation’(for a definition of the latter, see below). Use a tab, not spaces for indentation. Normally, paragraphs should not be separated by insertion of an extra line.

•     Use italics for italics. Underlined text will be typeset as italics.

•     Do not use bold type.

•     Quotation marks: Single quotation marks (‘ ’) are used to distinguish words, concepts, or short phrases. Direct quotations of fewer than twenty-five words should be enclosed in double quotation marks (“”) and run on in the text. Double quotation marks should also be used for titles of articles from journals and reference works. For larger sections of quoted text (i.e. anything over two lines), set them off from other text by adding a blank line above and below the section and indent the block of text on the left. These larger sections, or ‘block quotations,’ should not be enclosed in quotation marks.

•     Footnotes: Use footnotes rather than endnotes. Endnotes will be converted to footnotes. Footnote numbering should restart in every chapter. In English‐language texts, footnote numbers should follow any punctuation marks.

•     Subheadings: If you use section headings, make sure these are recognizable as such. If you have more than one level, there should be a clear and consistently used distinction between them. Please avoid numerical levels, such as 1.1.1.3, for books in the humanities, unless you use more than 4 levels of heading (to be avoided as much as possible). For typesetting purposes you could mark the levels with L1, L2, L3, which will be removed at typesetting. Brill adheres to use of title‐casing in headings.

•     Capitalization: please consult relevant handbooks.

A professional typesetting company will compose your manuscript according to our house‐style, so your manuscript needs only to have the minimum of formatting when you send it in. Please clearly mark (the level of) headings, (block) quotations, paragraphs, insertion points for illustrations and/or tables, footnotes or endnotes.

Citation

Brill strongly recommends references submitted according to the Chicago Manual of Style, The Oxford Manual of Style or the style systems given below, commonly used in various fields of study. When in doubt, consult your main contact at Brill. Please be consistent throughout the entire manuscript when choosing a particular style.

•     Chicago Manual of Style, 16th edition (http://www.chicagomanualofstyle.org)

•     The Oxford Manual of Style (2003 edition) by Robert Ritter, published by Oxford UniversityPress.

•         The Bluebook: www.legalbluebook.com/

•     OSCOLA: www.law.ox.ac.uk/publications/oscola.php

•     Harvard / MLA: www.mla.org/style (author‐date systems)

To facilitate organization, management and consistency, the following reference programs are recommended: http://endnote.com/ and www.refworks.com. It is highly recommended to supply an endnote or refworks file with your final manuscript when available.

When citing URLs, please make sure always to include the date of last access.

When DOIs of cited publications are available, please include them.

Manuscript checklist

Although the subject matter determines a book ’ s structure to a large extent, any monograph will conform to the following general structure, and you are advised to adhere to it. This list contains some items that are optional, which are marked with an *. Please note that the page layout of pp. i-iv will be done by Brill; however, we do need exact title page information.

Front matter

Prelims (preliminary pages). Pagination in roman numerals

•     Title Page

•     Dedication Page* (the verso of this will usually be blank)

•     Table of Contents

•     List of Illustrations* (including credit lines)

•     List of Maps*

•     Foreword*

•     Preface*

•     Acknowledgements* (should include all permissions for using copyrighted material)

•     List of Abbreviations*

•     List of Contributors*

Main text (Pagination in Arabic numerals)

•     Abstract and keywords (6‐10) for each chapter

•     Introduction

•     Part Title*

•     Chapters (numbered sequentially, even when a book is divided into parts; pagination should be sequential throughout)

•     Running Headlines (containing 50 characters max. per running headline)

•     Appendices*

•     Bibliography and/or List of works cited

•     Index: to be made (or finalized) on the basis of page proofs

Illustrations

Illustrations should always be submitted as separate files, never pasted into an MS Word document as they will be down‐sampled to 150 d.p.i. The required formats: tif, .jpg or .eps. Possible other formats are .psd, .ai and in some cases .pdf and Excel [only tabular data will be used and figure(s) redrawn]. Please consult an expert if you have trouble supplying these formats yourself or consult your contact at Brill.

Clearly mark in the text where each illustration needs to be inserted. This will be an approximate location as exact placement can only be determined at the time of typesetting. Make sure that the illustrations are clearly numbered and that the same number is used in the text and in a list of illustrations. In monographs, illustrations need to be numbered consecutively; in edited volumes they should be numbered per chapter; if chapter numbers are used, they had best be numbered as Fig. 1.1, Fig. 1.2, etc. Mark placement (in bold) as follows: [PLACE ILLUSTRATION 1 HERE]

Always provide captions for your illustrations. Source information or copyright credits should only be mentioned in the captions themselves, not in a List of Illustrations if supplied.

Large amounts of illustrative material may be gathered together in a Plates section but this should always be discussed with your contact at Brill.

Colour photographs (only after specific arrangements have been made about their use in the book) and grey‐scale photographs should be scanned with a minimum resolution of 300 dpi (dots per inch) and at 11 x 19 cm. (A small photograph scanned at 300 d.p.i. cannot be enlarged without significant loss of quality!) Images downloaded from the Internet are not usable (they are usually only 72 or 96 d.p.i.).

Maps and graphs (line drawings) should be scanned with a minimum resolution of 600 dpi at the size of reproduction (11 x 19 cm).

File names should always contain the illustration number.

Colour illustrations, in which information is presented in many different colours, which need to be printed in black and white should display the relevant information correctly in different tones of grey. In some cases (such as the illustration below), they cannot just be converted to black and white as information will be lost since the different tones of grey will not be clearly distinguishable. In some illustrations, therefore, colour may need to be converted to different types of hatching for example.

Accepted File Formats

We accept manuscripts in a variety of word‐processing formats (Microsoft Word .doc, .docx). When using a less common format, please check with your main contact at Brill if the format is acceptable. OS X users may use the built‐in .doc format (check the file menu of your application for the ‘Save As’ or ‘Export’function). Please always send a PDF version with all the fonts you have used embedded in the file. For manuscripts with non‐Latin scripts you may be asked to send a hard‐copy printout as well.

We offer a variety of guides for the use of Unicode and special scripts and fonts in your manuscript. Please see the titles below for an overview of specific guides. You can access the files here.

•     Arabic

•     Greek

•     Hebrew

•     Coptic

•     Syriac

•     Metrical symbols

•     •Transliteration characters

For Latin, IPA, Greek, and Cyrillic, we advise you to use the ‘Brill’fonts, which contain over 5,100 characters. You will find a download link via brill.com\brill‐typeface

Further specifications

Author 's Questionnaire and Review List

When your book is accepted for publication, you will be sent our Author ’ s Questionnaire and Review List. These are documents that will be used to promote your book at various stages of its production. It is of great importance that the Author ’ s Questionnaire is received before or along with the manuscript, since schedules have to be determined for not only the production process of your book, but also the operations concerning its marketing.

Permissions

If you need to quote extensively from other works or wish to include other copyrighted material, you should seek permission (in writing) from the copyright holder. In most cases this will be the publisher of the original work; in some cases it is the author. Authors are responsible for taking care of reproduction fees, if any. Permission should be requested for reproduction of any of the following:

•     extensive quotations of text; it is very hard to define ‘extensive’exactly, so when in doubt, ask for permission;

•     any quotation from a poem, a song, a newspaper article, or unpublished sources, whether in whole or in part;

•     any illustration (drawing, table, map) — whether redrawn or not;

•     any photograph. In your letter to the original publisher’s Rights and Permissions Department the following information should be provided:

o     the nature of your own work (e.g., a scholarly monograph with a limited print run) and its title;

o     the publisher — Brill Publishers;

o     the request of ‘world rights’for print and electronic use;

o     exact references to the original publication;

o     the approximate number of words you wish to quote. It is a good idea to ask for the exact form of acknowledgement required.

Delivery

The manuscript files may be sent by e-mail, on CD/data stick or via Shareware sites. In case of large files (>10MB) you may also use the Brill ftp server. Server instructions:

Please use internet explorer (firefox doesn’t always work). Go to: ftp.brill.nl(no www).

Username: Guest

Password: FTP@Br1ll (the password is case sensitive)

In the menu choose ‘view’(under the address line in the browser) choose ‘open ftp site in windows explorer’. Go to folder ‘In’, and make a new folder with your name and some keywords of the title of the book if a folders is not already there. Here you can upload / copy the pictures to our site. Please inform me once you have uploaded your files.

The Production Process

Once we have the final, complete manuscript, and all the materials necessary for production (including all illustrations), everything will be sent to our production department. A production editor will be assigned to your book and he or she will see the book through all proof stages up to the final check of the print files. The production editor will mark up the manuscript and will send it for typesetting.

Proofs

Page proofs are usually produced within 3 to 4 weeks after the manuscript has been taken in production. The production editor will do a quick check of the layout before sending you the proofs for correcting (usually one set of proofs only) and indexing. As the proofs are based on your electronic files, it is unlikely that new spelling mistakes have been introduced. Corrections should be kept to a minimum and should leave the pagination intact and should not cause text overrun. Please be informed that you may be charged for excessive correction. You will be asked to compile your index on the basis of these page proofs, unless other arrangements have been agreed upon beforehand.

As a rule, you will only receive first proofs. You may sometimes be asked to read second proofs as well if the nature of the work demands this, but second proofs will normally be checked in-house at the publisher. The following list highlights the most important points in the process of proofreading:

•     Word breaks at the end of lines (‘hyphenation’) should always be checked, because computer-generated hyphenation is never faultless.

•     Running headlines at the top of each page should be checked.

•     Footnotes: please pay close attention to the positioning of footnotes — are they on the correct page? Also check the footnote numbering; it is rare for this to go wrong, but it does happen.

•     All captions accompanying illustrations, diagrams, and maps should be read word-for-word because they are often re-keyed.

•     Special attention should be given to proofreading non-western scripts and transliterations: these should also be proofread character-for-character. Word order in Hebrew, Arabic, and Syriac should always be checked.

•     Illustrations: please check if crops, positioning, and orientation are as they should be (photographs are sometimes accidentally mirrored!).

•     Cross-references should be inserted where necessary. Alterations and author’s corrections (as distinguished from typesetting errors) are generally not permitted; a small number may be allowed if they do not upset page layout unduly or cause extreme overrun, but the publisher reserves the right to charge you for the additional costs and delays incurred. You are asked, as a rule, to return the corrected proofs within four weeks of receipt.

Note for edited volumes: Please note that we only send proofs to editors. Should the editor wish to forward the proofs to the contributors/authors, then s/he is free to do so. We advise editors to give contributors/authors a tight deadline, so that, if they fail to return their proofs to the editor timely, the editor can forward his/her own corrections to that particular contribution to the production editor.

Indexing

The task of compiling index copy falls to the author, who — because of the specialized nature of most Brill publications — is the most suitable person to perform it. Despite advances in computer technology, indexing is not a mechanical activity that can be left to a computer: it requires thought and knowledge. If in doubt, please consult The Chicago Manual of Style, sixteenth edition, 2010, chapter 16, on how to go about compiling indices. The index copy should be submitted along with the corrected page proofs.

Format: each index entry should be a separate paragraph, consisting of a heading (or lemma) and one or more locators (page references). Separate the heading and the first locator by a TAB character; put a RETURN character at the end of an entry. To save time in the proofreading phase, we advise you to prepare the index entries beforehand, so that only the page numbers need to be added in the proofing stage. In some cases, arrangements can be made for the preparation of the index by a professional indexer; the author will have to provide funding for this himself.

You will receive a PDF proof of your text so as to facilitate the search for your entries. With the help of Advanced Search in Adobe Reader it is quite easy to find all the appropriate occurrences in your text. Please note that hyphenated words will not be found.

It is also possible to mark index terms by means of so-called XE-codes in your manuscript file in Word, on the basis of which an index can be generated automatically. Most of our typesetters can handle this although sometimes a thorough proofreading might be necessary (some diacritics or italics may be lost during conversion). A random check of the correctness of the locations found should however always be done once you receive proofs. Should you want to use these index tags please consult with your editor at Brill before you will deliver the final materials for production. instructions on how to insert these codes are available. (the instructions can also be downloaded from brill.com\author‐gateway\author‐resource‐center#guidelines). Tagging index terms has the advantage that in case of text overrun at the proof stage, page numbers in the index are adjusted automatically.

Deadlines and Time Frame

Deadlines are an important factor in the production of your book. We will try to let you know as precisely as possible when we expect to send you proofs and when we would like the corrections and index back. If you know in advance that these deadlines cannot be met, please let the production editor know as soon as possible. As soon as production starts, your manuscript will be scheduled for typesetting and printing and binding. Please keep in mind that we announce books well in advance of publication and will take orders from that moment onward. Customers expect us to provide books when promised and delays may result in cancellations. We may also miss important marketing opportunities such as book fairs and conferences.

We aim to have your book released within 6 months of sending the manuscript for production. Often we can do it more quickly; especially when all deadlines are met, it is possible to have your book published within 4 months.