EHSConsult Emergency Procedures Flip Charts

 
Terms
Samples
Content
Design
Templates
Illustration Services
Testimonials
Maps

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Natural disasters and emergency situations seem to be occurring with greater frequency around the world. Every time you turn on the news, there is another emergency scenario transpiring. EHSConsult Emergency Procedures Flip Charts help students, employees and residents be safe when confronted with a disaster or emergency situation.

In an emergency situation you probably wouldn’t have time to wade through pages loaded with many lines of small text to find critical, life-saving information, at the one time you need it the most. It may be thought that an effective way to educate people about emergency procedures is to produce a comprehensive manual on emergency procedures that is presented as a mandatory course. But unless the document is reviewed frequently, then it’s unlikely that anyone can just rely on their memory to benefit from it in an emergency scenario. But whether an immersive course in emergency scenario safety is part of your SOP or not, a legibly printed, concisely written, plainly visible flip chart will provide an important resource for quickly finding an emergency topic, and executing the appropriate procedures necessary for your own safety as well as the safety of people under your supervision.

 

Emergency Flip Charts…

  • Are the most effective way to get concise and relevant information to those in need, in a timely manner.
  • Are used by universities, high schools, grade schools and businesses.
  • Contain brief but clear emergency scenario instructions (e.g. earthquakes, tsunamis, fires, tornadoes, hurricanes, lock-down procedures, etc.) based on information provided by FEMA, the Red Cross, local Offices of Emergency Services, and Police Departments.
  • Are endorsed by emergency management professionals as well as by clients.
  • Are backed up by over 25 years experience of work in the field of Environmental Health and Safety.
  • Are easily accessible, with concise instructions that give employees, students, and school administrators the information they need to know to stay safe in various emergency situations.
  • May even save you money in insurance premiums. Consult with your insurer for potential discounts if you place flip charts at your facility.

Flip charts are produced in two configurations: standard and vinyl-sleeved. Standard flip charts can be customized to accommodate between 6 and 16 pages; vinyl-sleeved flip charts are made to accommodate either 6, 12 or 16 pages.

The standard flip chart contains a tiered sequence of pages printed on heavy paper (100# cover), which can be printed on both sides, if needed. A protective transparent plastic sheet is placed on the front of the flip chart. A pocketed vinyl sleeve can be ordered to hold maps or other documents in the back of the flip chart. Please note that you cannot swap out the pages in the standard flip chart, since they cannot be removed from the spiral wire coil binding.

The vinyl-sleeved flip chart (see image above) contains a tiered sequence of vinyl plastic pockets mounted in front of a firm poly backing. The backing includes a drilled hole for hanging the flip chart. The pages are printed on heavy stock paper (100# cover), and can be printed on both sides. Each page is inserted into a transparent vinyl sleeve, so the printed pages are replaceable. All sleeved pages are bound together along with the poly backing with a coiled wire. You can print and replace the pages yourself into the vinyl sleeve pockets; it is recommended that you use a heavy paper stock (80-100# cover), which allows for easier insertion into the sleeves. Or you can order replacement printed pages from EHSConsult.

Terms

Important! Please read the following terms before ordering your flip charts:

It is our mission to produce emergency procedures flip charts that are built of the finest, most durable materials, and whose pages contain well designed, highly readable, and impactful content. We will be providing quality materials combined with expert desktop publishing skills, and you will be providing the content. You can make your content impactful by conforming to our Flip Chart Content guidelines. Then it will also be a straightforward process of reformatting your content into an impressive product. EHSConsult can provide you with a minimum estimate based on our guidelines, along with the type and number of flip charts you wish to order, but only when your content is actually evaluated can we provide an accurate quote. Due to factors above and beyond our content guidelines, your flip chart project may end up resulting in an increase in fees.

You will start by filling in your content in one of our Microsoft Word templates. Once your completed template is evaluated and assessed as to our level of effort required to reassemble and reformat the content into Adobe InDesign, we may find that your project will require additional time and resources to complete. The following, though not a complete list, are some of the major factors requiring an adjustment in our minimum quote:

  • The graphics (images or scanned forms/charts) may be too low in resolution for print.
  • Some of your graphics may be exposed improperly and may need to be replaced, if possible.
  • The content may require more than the minimal amount of formatting due to overuse of tables or forms.
  • Some of your pages may end up being expanded from 1-sided to 2-sided printing, due to extra content that cannot fit on a single page.
  • Your content may include grammatical errors that should be corrected.*
  • You may find that you will need to have your flip charts delivered to you sooner than you expected.

*As a complimentary service, EHSConsult’s editors will check your document for spelling errors. But it is highly recommended that your content be comprehensively reviewed and edited by a competent copy editor before submitting it to EHSConsult. You can seek your own help, or for an additional fee our staff can suggest meaningful grammatical changes to your text to improve its readability and help clarify its intent. As a complimentary service, EHSConsult will submit a single, corrected page for your evaluation, before you decide to commit to this service for your entire document.

The template you fill in will not be used to print the pages of your flip chart. It is used only as a temporary repository for your content before it is ultimately copied and pasted into another program (Adobe InDesign). Therefore you shouldn’t need to spend much time formatting and tweaking your content in the template. EHSConsult’s graphic designer can effectively format the content for you.

After evaluating your content, EHSConsult may need to provide you with a revised quote. EHSConsult requires a 50% deposit in advance before starting any work on your flip chart project. However, the unpaid amount may end up being more or less than half of the quote, in the event more or less time is needed to complete your project due to unforeseen factors (see bullet points, above). You will have the option of approving any changes to the quoted services at this point when they would require additional fees. We will collect the remainder of the final quoted fee after the work is completed.EHSConsult will notify you by email first, or by phone, if necessary, with any questions, and will send timely PDF drafts for your review. If it is important to receive your flip charts on schedule, please make an effort to respond to our inquiries and review the PDF files as soon as it is convenient to do so. Since EHSConsult is based in California (PST); any delays in communication in other time zones may result in significant time lost in production.

If you choose the vinyl-sleeved flip chart, please allow up to seven weeks for delivery; if you choose the standard flip chart, allow up to three weeks for delivery.

Please review Flip Chart Content below. If your content includes whole or parts of images that cannot print clearly or sharply because they are too low in resolution, for an additional fee EHSConsult can offer three solutions:

  • We can attempt to find the same, or similar, graphics at a higher resolution appropriate for print
  • We can edit or re-render the graphics in Adobe Photoshop
  • We can redraw the image in Adobe Illustrator

Samples

Following are samples of both types of flip charts. Click on a link (below) to open the PDF file in a new browser window. Adjust the zoom tool until you can view the flip chart in the browser window, then scroll down through the pages. You can also use the PDF bookmarks, or click directly on the colored tabs of the flip chart, to navigate through the document. (The content of the flip charts is the EHSConsult brochure.) In the PDF viewer, use the zoom tools at the top of the screen to adjust (reduce) the size of the pages. Click on the colored subject tabs to open the flip chart to a topic. You can also scroll through the flip chart. Click on the Show Thumbnails icon in the left margin to show clickable thumbnails of all the pages. The PDF files will open in a new window.

Click here to view an interactive 12-page PDF sample file of a standard flip chart.
Click here to view an interactive 16-page PDF sample file of a vinyl-sleeved flip chart.

Below are sample pages from flip charts made for some EHSConsult customers.


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Content

Once you starting inputting your content into one of our Microsoft Word templates, you’ll find that the default text size is large enough to be easily read, which also serves to limit the amount of content you can enter into the textboxes. If you have more content than can fit into the textboxes, then you can try adjusting the font size, but we don’t recommend using a size less than 10 pt. In some cases, though, it may be necessary to create smaller text, such as for a list of phone numbers, for notes, tips, or other custom items, but generally you should try to use the default text size for most of the content.

If you have content you want to place in a table, you can build your own table or just input your content into the template’s textbox and include a note as to how you wish the content to be formatted. So you don’t need to spend a lot of time trying to format your document in the template; EHSConsult’s graphic designer can do all that work for you. You’ll have the opportunity to direct the final look of your document, as you will receive timely draft PDF files for your review.

First, a definition of terms: a page is the physical page of the flip chart, and each page is successively longer than the preceding page. The length of the last page will always be 11 inches, and each previous page is sequentially shorter by 1/2 inch, which–except for the first page, which is the logo/title page–is the space at the bottom of the pages reserved for the subject heading footer. The subject heading footer is usually reversed type over a colored horizontal bar, which is also the “tab” you use to flip the pages up, similar to a calendar. When the flip chart is closed then only the front or A sides of the flip chart are visible. But when you open the flip chart you will be able to view two sides: the A side on the bottom and the B side on top. When both sides are thus visible then the resulting layout is called a spread. The content for a single topic can use both sides of a spread, if necessary.

You should try to provide only enough content to fill the A side (see Figure 1, below). Although emergency phone numbers are typically printed on the back of the first page, or 1B, using only the A sides of the remaining pages will result in lower printing costs. Continue adding content to the A side of the page until you reach the bottom of the text box (see Figure 2). If you need more space for your content, you can move it to the side A of a higher-numbered page, toward the back of the flip chart. If you still can’t find enough room for your content, then you can start it up on the B side of the spread (see Figure 3). But if you keep your content brief, then having to use the B side of a spread may seldom be necessary.

Content fitting

Design

If you are comfortable formatting your text in Word, then it’s best to use a minimum of styles: headings, subheadings, body text, level-1 bullets, and level-2 bullets. Be as consistent as possible in the use of these styles throughout your content. Following these guidelines will result in the lowest fees for the layout of your content in InDesign. EHS’s graphic designer has 30+ years worth of experience in formatting many types of documents in a variety of software programs, so rest assured that your flip chart content will be groomed and formatted quickly and to your complete satisfaction.

Your flip chart will contain 11 topics in the 12-page flip chart, and 15 topics in the 16-page flip chart; the first page is reserved for your logo and the title of the flip chart. Topics containing the least content are placed near the front of the flip chart, on the shortest pages, and topics containing the most content are placed near the back, on the longest pages. The topic “headings” appear as footers at the bottom of the pages in large, bold text, making it easy to quickly find the emergency topic you’re looking for.

If you want to include graphics into your flip chart, then you may email images along with clear instructions for their placement into the flip chart. Print-ready JPEG, PNG, TIFF, or PDF files are acceptable; please make sure that your images appear clear and sharp. Measure the space (width and height) that your image will occupy on the printed page. Please provide us with a clear, sharp image that is at least three times that size in both dimensions. When we reduce the image to fit the space, the image will print clearly. You can also insert these items directly into the template, but Microsoft Word can be tricky when used like a layout program, so unless you feel confident that you can do it fairly easily, there’s no need to spend a lot of your time trying to make the template look like a finished document.

Templates

You will input your content into a series of pre-sized text boxes. Continue typing in the text box until your content reaches the bottom of the box. EHSConsult’s graphic designer will extract the text from the textbox, then reformat it in Adobe InDesign. Entering text past the bottom of the text box will cause the extra text to disappear, although it will still be there; instead, try using a taller text box later in the document. For example, if side 3A is too short for your content, try moving your content to side 4A, 5A, 6A, etc. that offers the space you need to fit the content more comfortably. The last page’s side A is nearly 11″ tall, and holds the most amount of content. If you still have too much content to fit on a side A of an open spread, then you can flow the text up into the side B.

Download one of the templates (below). Input your content as instructed, then email the completed document to d.futoran@verizon.net.

Download a Microsoft Word template for the 16-page vinyl-sleeved flipchart.
Download a Microsoft Word template for the 12-page vinyl-sleeved flipchart.
Download a Microsoft Word template for the 12-page standard flipchart.

Illustration Services

Excavation

Need some quality illustrations or graphics for your flip chart? EHSConsult has partnered with DFI Graphics to offer custom illustrations, including vector (line) art and full color renderings. DFI provides the following services: conceptual or technical  illustration in Photoshop or Illustrator (specializing in medical illustration), general design for print and web in InDesign, video production in Final Cut Express, Flash banners, corporate branding, presentations in PowerPoint, trade show banners and posters, and logo design. Flip chart illustration varies, depending on the complexity of the project. Please inquire at ehsconsult@comcast.net. Samples of DFI’s illustrations.

Testimonials

A great example of how John at EHSConsult is in pace with my new boss’s expectations. With our new emergency flip charts from EHSConsult I feel confident that our workforce here at CTG understands what to do in an emergency situation.
Brett Hittner, Director of Facilities and EHS, Channel Technologies Group

We were able to review several different flip charts and developed one that was just what we needed for the school.  The process was easy and quick and resulted in a very professional flip chart.
Greg Rogers, Wink-Loving Independent School District, Wink, Texas

The flip charts are important and have been well received by the Dunn community. We have posted in all of our classrooms – important information all in one place – in an emergency things may be a bit chaotic – this information will reduce anxiety and confusion and help all manage in a safe and effective manner.
Tom Holmes, Director of Alumni Affairs at Dunn School, Los Olivos, CA.

The emergency flip charts are a wonderful resource for our teachers and staff.  The logistical information and emergency procedures can be found easily and we feel that we are better prepared in the case of an emergency.
Megan Gregor, Asst-Principal Foothill High School,  Bakersfield, CA.

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