Yearbook Playbook

WHAT TO DO AFTER

The book is done, but you’re not! So now what? There is still a lot to think about in the aftermath of actual yearbook production. Here are some things to fill that time between pressing submit and opening that first yearbook box.

YEARBOOK DISTRIBUTION • Confirm with your Walsworth Rep the delivery date of the book and options before scheduling a distribution event or making distribution plans. • Post a “You’ve got a book!” list prior to distribution so any discrepancies can be addressed early. • Consider adding a “disclaimer” sheet into each book reminding buyers that this is a student publication, and while errors are possible, they do not necessarily warrant a refund. Make sure to include a note about the process for conveying questions, concerns or complaints. YEARBOOK DISCLAIMER Create a yearbook disclaimer to go along with your book. “High School yearbook staff is pleased to present this publication to our fellow students. The publication was created by students for students and is not meant to be a professional publication. All efforts were made to improve our product and catch all mistakes. We apologize for any inaccuracies.” • Make sure you have entered all on-campus sales into the Sales area of Yearbook 360. • Export your complete yearbook sales list and use this list to track your yearbooks as they are distributed. • If you continue to sell yearbooks online after the books have arrived, pay close attention to the sales numbers so that you don’t run the risk of over-selling. If you are close to selling out of books, consider distributing the books first before continuing to sell. • Discuss with your administration and rep the best plan for distribution: - Consider having a party and turning distribution into an event. Include music, decorations, snacks and give the students time to look at and sign one another’s books. - Make a plan for distributing special options like namestamped books, clear book protectors, iTags, current events supplements, etc. - Students should bring some form of ID with them and sign next to their name when picking up their yearbook. - Do a recount at the end of every day to make sure the number of books distributed matches your list and you are left with the correct number of remaining copies. - Set aside a table for handling questions/concerns.

CELEBRATE Creating a beautiful yearbook is no small feat, so take the time to celebrate! Reward your staff for all their hard work with activities like these: • Host a yearbook individual awards and banquet night. • Take “time off” in class for games or team-building activities. • Let your school know you are celebrating and advertise those individual yearbook awards to create excitement about the upcoming release of the book. • Highlight these celebrations and recognitions on social media. YEARBOOK SHIPPING AND DELIVERY There is nothing better than that new yearbook smell. Finally seeing all your hard work in print is a feeling that can’t be matched. Be ready with a camera to capture the joy on your staff’s faces as they see their yearbook for the first time. • Let your admin, front office and custodial staff (or whomever will help with unloading the truck) know when the books are scheduled to arrive so they will be prepared when the truck pulls in. • Work with your admin to find a safe, secure location to store your books when the boxes make their way onto campus. • It is important to have whoever is accepting the shipment check for any severely damaged boxes and note this on the shipping form for the truck driver before signing. If any books were severely damaged in shipping (badly dented or torn covers and pages), we will need that noted on the delivery slip in order to take up the matter with the shipping company. • It is important to have whoever is accepting the shipment count the boxes right away to make sure you have the correct amount you ordered. • If you have more than you ordered, this means you have received overruns. Overruns are extra copies that are sometimes sent to cover any copies that may have been damaged in shipping. • If namestamped books were ordered, they should arrive in a colorful box. Make sure to find these boxes and keep them separate so the personalized books do not get mixed in with the rest. • If you ordered iTag nameplates and/or additional yearbook options (Year in Review, Autograph Supplements, Plastic Covers or Pens) they will be shipped separately from the books and are organized in envelopes with each buyer’s information.

You will receive tracking information when your books ship. Use your tracking number to keep an eye on your books on their journey to you!