Distribution & Accessibility Runbook

This runbook covers how the fictional Alder Quay Bulletin reaches readers on 5 November 2026 and how Tomas Reed and Imani Brooks check that both formats are usable. The library and community hall are proposed print pickup points, not confirmed partners until each venue agrees. Leila Chen must approve the final issue before any public send or drop-off.

Confirm channels before committing the print run

• Tomas, by 12 October: Ask the library and community hall whether they will accept copies, where they can be displayed, how many they can hold, and whom to contact about stale copies. Record each venue’s actual answer.
• Tomas: Obtain a two-page print quote and choose quantities only after pickup permission is confirmed. Keep the first print run within the £120 ceiling; reduce copies rather than silently exceeding it.
• Leila: Invite email sign-ups through an explicit opt-in. Keep the recipient list private, explain how to unsubscribe, and do not import addresses from neighborhood groups without consent.

Test the reader’s route

The practical test is whether someone can find a verified date, place, access detail, and next step—not whether the layout looks attractive. Imani should try the complete email with images disabled and on a phone. She should check the print proof at actual size in ordinary lighting, including its issue date and correction route. A meaningful link such as “Confirm repair-café details with the library” is more useful than “Click here.” If an item cannot be read or acted on, Tomas revises the proof and Imani checks the affected passage again.

• Verify that email headings have a sensible reading order and that links, reply, and unsubscribe controls work in the team-only test.
• Keep essential notices as selectable email text rather than text embedded in a banner; describe informative images and omit decorative ones when they add nothing.
• Ensure the printed copy contains the same critical facts as the email, with legible type, strong contrast, and a visible date so old issues are recognizable.
• Offer a reply route for another usable format or a reported barrier without asking a reader to disclose a disability or diagnosis.

Launch and follow-up

After Leila approves the exact version on 2 November, Tomas schedules the 5 November opt-in send and the agreed print drop-offs. On launch day he records the send time, delivery failures, copies left at each venue, and any issue that needs a correction. He removes bounced addresses from further sends rather than repeatedly mailing them.

At the 12 November review, Tomas brings bounce counts and leftover-copy observations; Imani brings specific access problems; Leila brings reader replies and corrections. A pickup location with unused stacks may need fewer copies next time, while a confusing notice needs better wording or confirmation details. The team should improve those problems before expanding distribution for issue two.