Chesapeake Division Content Submission Guidelines
Thank you for your interest in contributing content to the Chesapeake Division website and The Relay newsletter. Member contributions help showcase the creativity, knowledge, and activities of our division. Whether you are sharing a layout tour, modeling project, operating session report, prototype railroad article, event recap, or photographs, we encourage you to submit your work.
What Can I Submit?
We welcome a variety of model railroad-related content, including:
- Layout tours and layout updates
- Structure, scenery, locomotive, and rolling stock projects
- Operations articles and operating session reports
- Prototype railroad history and railfanning stories
- Event reports and convention experiences
- Achievement Program experiences and tips
- Product reviews
- Modeling techniques and how-to articles
- Historical articles related to railroads or model railroading
- High-quality railroad and model railroad photographs
Article Length
There is no strict length requirement, but the following guidelines are helpful:
- Short articles: 300–600 words
- Standard feature articles: 600–1,500 words
- In-depth features: 1,500+ words
Don’t worry if writing isn’t your strength. The editorial team can assist with editing, formatting, and proofreading.
Photos
Good photographs greatly enhance an article and help tell the story.
When submitting photos:
- Send the original image files whenever possible.
- Use high-resolution images.
- Avoid screenshots or images copied from social media.
- Include captions when appropriate.
- Identify people, locations, layouts, or models shown in the photographs.
- Provide the photographer’s name if photo credit is desired.
Photo Quantity and Placement
As a general guideline, authors should aim to provide approximately one photograph for every 150–250 words of text. For example, a 750-word article might include 3–5 photographs, while a 1,500-word feature article could include 6–10 photographs.
These numbers are only suggestions, not requirements. We understand that some topics may only have a few photographs available, while others may benefit from a larger photo gallery. Contributors should submit any photographs that help tell the story, illustrate important details, or enhance the reader’s understanding of the subject.
Whenever possible, the editorial team will work to incorporate all submitted photographs into the website article, newsletter, or associated photo gallery. Publication space and formatting considerations may occasionally require adjustments, but we encourage contributors to provide any images they feel add value to their submission.
Quality is more important than quantity. A few well-composed, high-resolution photographs that support the story are often more effective than a large number of similar images.
Important
Do not embed photographs inside your document.
Instead, submit photographs as separate image files. Embedding images in Word or Google documents often reduces image quality and makes publication more difficult.
If a photograph belongs with a specific portion of the article, indicate its placement by inserting the filename in brackets directly into the text.
Example:
The station area recently received new scenery and lighting improvements. [image_0321.jpg]
If a photograph requires a caption, include the caption immediately following the image reference.
Example:
The station area recently received new scenery and lighting improvements. [image_0321.jpg]
Caption: The completed station scene features scratchbuilt lighting and detailed landscaping.
When referring to photographs within the article, use natural language such as:
- “As shown in the station scene below…”
- “The locomotive is pictured in Figure 1…”
- “The freight house shown in the accompanying photograph…”
- “The scene shown in the photo below demonstrates…”
Providing image references and captions within the article helps ensure photographs are placed correctly during publication.
Preferred Submission Method
The preferred method for submitting articles and photographs is through a shared Google Drive folder.
- Create a folder in Google Drive.
- Place your article document in the folder.
- Place all photographs in the same folder as separate image files.
- Include any supporting documents, captions, or reference materials in the folder.
- Share the folder with the Chesapeake Division publication team.
- Send the sharing link along with any notes about the article.
Using a shared folder helps preserve image quality, keeps files organized, and simplifies the publication process.
File Naming Recommendations
Please use descriptive file names whenever possible.
Examples:
- BelAirLayoutTour.docx
- BelAirLayout_01.jpg
- BelAirLayout_02.jpg
- BelAirLayout_03.jpg
Avoid generic file names such as IMG_1234.jpg whenever possible.
File Formats
Articles
Preferred formats:
- Google Docs
- Microsoft Word (.docx)
- Plain Text (.txt)
Photos
Preferred formats:
- JPG/JPEG
- PNG
Example Submission
Google Drive Folder Contents
- My_Layout_Tour.docx
- image_0321.jpg
- image_0322.jpg
- image_0323.jpg
Article Excerpt
The freight house was weathered using chalk powders and acrylic washes. [image_0322.jpg]
Caption: The completed freight house awaiting its first freight shipment.
The adjacent team track serves several local industries and provides additional switching opportunities during operating sessions. [image_0323.jpg]
Caption: Local freight cars spotted at the team track during an operating session.
Original Content and Permissions
Authors should submit their own original work whenever possible. Articles, photographs, and other content should either be created by the contributor or submitted with the permission of the original creator.
If a submission includes material that has previously appeared in another publication, website, newsletter, book, magazine, or other source, the contributor must provide:
- The original source of the material.
- Proper attribution information.
- Written permission from the copyright holder allowing the Chesapeake Division to republish the content, if required.
The Chesapeake Division reserves the right to decline publication of any content for which ownership, attribution, or permission cannot be verified.
By submitting content, contributors affirm that they own the material or have obtained the necessary permissions for publication.
Rights and Permissions
By submitting content, the author retains ownership of their work while granting the Chesapeake Division permission to publish the material on its website, in The Relay newsletter, on social media platforms, and in other division publications.
Editing and Publication
All submissions may be edited for grammar, spelling, formatting, clarity, and length. Editors may also adjust image placement, captions, and article formatting to fit the needs of the website or newsletter.
Publication schedules vary depending on available space, editorial workload, and upcoming content needs. Some submissions may be published immediately, while others may be scheduled for a future issue or website posting.
Submission does not guarantee publication, but every effort will be made to publish member-contributed content whenever possible.
Use of AI Tools
Authors may use AI tools to assist with grammar, editing, formatting, or drafting. However, submitted content should reflect the author’s own experiences, observations, opinions, and knowledge. Contributors remain responsible for verifying the accuracy of all submitted material.
NMRA Achievement Program
Publishing articles may qualify toward the NMRA Achievement Program’s Author certificate when the article meets the requirements established by the NMRA. Members pursuing the Achievement Program are encouraged to discuss publication opportunities with the editorial team.
Questions or Submissions
Questions about submissions, article ideas, or potential content may be directed to:
The Relay Newsletter
newsletter@chesdiv-nmra.org
Chesapeake Division Website
web@chesdiv-nmra.org
We welcome inquiries before you begin writing and are happy to help develop article ideas or determine whether a topic would be a good fit for publication.
Final Thoughts
Every layout, project, operating session, railfanning trip, and modeling experience has the potential to inspire other modelers. Whether you are a longtime NMRA member or just getting started in the hobby, your contribution can help strengthen our community, preserve railroad history, and encourage others to share their own experiences.
Remember: You do not need to be a professional writer or photographer to contribute. If you have a story, project, operating session report, railfanning experience, or modeling technique that may interest fellow model railroaders, we would love to share it with the membership.