When a school decides to do a yearbook, they will complete a “Sign-up Form” with their yearbook representative. This is usually done after the school and the yearbook representative have discussed pricing for the proposed book. Pricing outlined will not change unless you or the school choose to add/remove certain features from your yearbook, or change the number of pages in the book or the number of books being printed. ALL CHANGES IN YOUR PLAN SHOULD BE DONE IN WRITING. This assures a paper trail to track production costs and avoid misunderstandings.
The yearbook representative will arrange for a yearbook kit to be shipped to you. It will contain appropriate materials for producing a yearbook under the plan you selected. You will receive an easy-to-understand instruction guide, necessary materials to submit your yearbook for printing, and sales posters to promote yearbook sales. If your school is using Pictavo or any other software, information will be included in the kit. One kit is sent to your school. If additional supplies are needed, they can be ordered. Some MAY be billable; most are FREE. Make sure to check.
You will receive a reservation form from the yearbook publisher indicating what date your book will be shipped, and what specific date your book must arrive at the yearbook plant to keep that ship date. Your submission deadline will be determined by when you need to have your book at your school. Some schools choose to have books arrive before school dismisses for the year in April, May or June (Spring Delivery), while others choose an August, September or October delivery (Fall Delivery). Meeting your submission deadline is CRITICAL to the shipping schedule of your book. Failure to meet the submission deadline will cause the book to have the ship date rescheduled based on available production time.
Each yearbook plan has its own needed production time. Your representative can furnish that information. If you choose a book for Spring Delivery, plan your yearbook sales far enough in advance so sales efforts don’t interfere with your creating yearbook pages. Some schools will ask for Spring Delivery and then purchase a supplement that is produced and shipped during summer months (so events from the end of the school year can be included). Supplements come with a sturdy, easy-to-apply, peel and stick tape. The supplement is attached at the back of the yearbook.
It’s most economical to have the supplements shipped to the school for fall distribution.
If you choose a FALL DELIVERY, end-of-the-year-events (Prom, Graduation, Spring Break, and Spring Sports Results) can be included in the book. You must plan sales and production efforts accordingly, and plan for yearbook distribution to students after they return in the fall.
Get to know your yearbook representative—he/she will explain the various yearbook plans you can choose from, as well as pricing that applies for each of these programs. The representative can show you samples of typical yearbooks and explain the many special yearbook features available.
Ask the representative what services he/she will personally provide and which services you will receive direct from the yearbook plant. Ask the representative for the specific contact information you should use when you have questions about pricing, about software, about delivery, about yearbook features, etc. Keep a record of each of these names and how best to contact them. Share this information with everyone on the yearbook committee.
The yearbook representative is a “visitor” to your school and may not know your policies or procedures for loading software, or your daily schedule of availability for possible visits. The key is communication. Being prepared for any visit from your yearbook representative will make your valuable time with your representative very productive.