Receiving a Yearbook is a great day for any school and its students. It’s a day to take time out to turn the pages and get signatures and comments from your classmates, teachers and the school faculty. But when exactly is the best time for students and staff to get their yearbooks? Here are a few yearbook distribution ideas:
Option 1:
Right after Spring Break. Depending on when the school year ends, March or April is a good time to hand out yearbooks. This gives students an ideal amount of time to get their fellow classmates and teachers to get signatures and enjoy the book before graduation.
Option 2:
During Exam Week. Finals, no matter at what age is a very stressful time for students. It is also a time when students have a lot more free time then a usual school week. By getting a yearbook during finals week can help break up the stress of the exams and give students something else to do and enjoy when not studying. In addition, there is some free time where they can meet with their peers to get signatures.
Option 3:
Before Graduation. Getting a yearbook during graduation can be an additional excitement that adds to that special day. In one hand they will have a diploma. In the other they will have a brand new yearbook that they can enjoy going into the summer.
No matter when the yearbook is given out, it is one of the top highlights from the school year. Give them out and enjoy the smile on each and every one of the recipient’s faces.
Putting together your class’s yearbook takes a lot of time, coordination and effort. The finished product should be something you should be truly proud of. To assist with some of the costs for putting that masterpiece together, advertising is needed.
Selling ad space doesn’t need an advertising agency or a slick sales person. It just needs some best marketing practices and tips: Here are a few helpful ones.
- Create a list of local businesses in the area that you have worked with in the past on other fundraisers and events. Then reach out not by phone or email but in-person. You will get a much better response with a face-to-face conversation then behind a cell phone or computer. If someone at the school has a specific relationship with one of those businesses, have that person do the pitch. The more personable you can be, the better.
- Create a media/sales kit. When visiting local business you don’t want to go empty-handed. Creating a sales kit will make it easy to show the potential advertiser the options in the book that you have available. People are visual in nature. If you can paint a picture for them, they will be more apt and excited to buy.
- Always have a notepad with you. This way you can take notes on what the advertiser wants to say in their ad. Business owners are very limited in time. They may want to help but getting the information you need could become challenging. Ask all the design and contact information questions up front so you don’t have to bother them a second time and perhaps even delay your book from printing because of an advertiser.
- Be willing to negotiate. Even though you should bring a rate card, every company may not have a big budget to spend. If you are willing to negotiable you can probably get some additional sales. Remember everyone likes to feel like they are getting a deal.
Advertising is very important for the success of your yearbook. YearbookLife has a variety of additional marketing tools that can help. Click here to learn more and congratulations to the graduating class. Oh yes, happy selling!
Yearbooks are items that you will cherish not only with family and friends but your own children and grandchildren. You will both laugh and cry when looking back at it. Your yearbooks will standout for all the wrong reasons if they are filled with spelling and grammar mistakes.
If you are the editor or part of the editing team of your yearbook here are a few tips to consider so you don’t get “egg on your face” not only after books are printed but also for years to come.
- Check spellings of all names. There is nothing worse then having a student (or teacher) come to you and tell you that their name is spelled wrong after the book is printed. It is almost like getting a tattoo. Once it’s there, it’s there forever. Don’t assume spellings of names are correct even if they seem easy. Before anything is printed get an official name list and go one by one in checking the spelling of each name.
- Read the book before it is printed. From front cover to the back, read out loud every single page not just to you but also to others. While something may sound normal when reading to yourself, it may sound diferent when reading to others. In addition, multiple eyes are better than just two eyes. Have a checklist in place so not just one person is responsible for the entire book’s spelling and grammar.
- Sign offs are important. Make sure every student and faculty member signed off on the spelling of his or her name before it goes to print. This makes the spellings bullet proof. In regard to grammar, have one of your English teachers who isn’t on the yearbook committee also read through the book before it goes to print. You would be surprised what a professional will find.
There is nothing worse than having your class yearbook filled with errors. Just one error is too many. While no one is perfect, by putting a proofing plan in place ahead of time will make your yearbook a true and more importantly, memorable success.
Yearbooks are great. They create instant visual memories from the day they are first seen to decades later down the road. Seeing yourself in a professional photo as well as with your classmates in clubs and teams will put lots of smiles on your face every time you turn a page.
While trends and styles change from generation to generation there are a few universal tips you will want to partake in when getting your photo taken for your class yearbook:
- Clothing: It is always best to wear solid colors or clothes with small patterns when taking your yearbook photo. Collared shirts are always a safe bet. Definitely stay away from large accessories as well as hats or any other type of headwear.
- Eyewear: If you choose to wear glasses in your yearbook photo make sure your lenses are non-reflective. You don’t want to your photo to include a glare in it.
- Hair: A good rule of thumb is to get your hair cut a week prior to your yearbook photo. This way it isn’t to overgrown but doesn’t look like you just got off the barber’s chair. In addition, it will also give you time to style it the way you want. For those with long hair and are using clips, try to stay away from ones that are too shiny as it to can cause a glare.
- Blemishes: Don’t be so concerned with a blemish or pimple on your face. With technology now, that can be virtually wiped away very quickly and easily.
A yearbook photo is something you will cherish forever. You want it to look its best. For those looking for a yearbook for their school, YearbookLife is the place to find it. We have a great selection of designs that will assist in making all students and faculty extremely proud. In addition if you purchase 150 or more books by May 1st you will receive a FREE digital camera for your school. Mention Promo Code “Springtime”. Say Cheese!
When developing a sales campaign, we recommend a goal of launching up to 3 sales campaigns for the year. Each campaign should have a pre-planning stage, a sales time frame, and a closing stage. Please plan out your sales accordingly and have all the material needed. Here is a game-plan most schools use:
- 3 weeks before – have announcements written, posters go up, order materials needed for yearbook sales from your publishing company. Consider developing a reader survey to generate interest
- 2 weeks before – have announcements written, posters go up, order materials needed for yearbook sales from your publishing company. Consider developing a reader survey to generate interest
- 1 week before – Promote Sales campaign happening next week…send letters home and post info on school marquee. Have announcements begin!!!
- Sales Week – Execute the sales campaign and have some type of contest. Consider a battle of the classes. Promote the last chance to buy at current price.
- Week after Sales – Collect all funds and input buyers into a tracking system or spreadsheet software. Also make deposit with book keeper if not done so.
In developing multiple campaigns, make sure to spread them apart and price the yearbook at different rates during each campaign. Here is a time template to consider:
- CAMPAIGN # 1 will occur week of: ___/___/___ to ___/___/___
- Sales Price of Yearbook will be $____________
- ALLOW A MINIMUM OF ONE MONTH TO PASS
- CAMPAIGN # 2 will occur week of: ___/___/___ to ___/___/___
- Sales Price of Yearbook will be $____________
- ALLOW A MINIMUM OF ONE MONTH TO PASS
- CAMPAIGN # 3 will occur week of: ___/___/___ to ___/___/___
- Sales Price of Yearbook will be $____________
Consider the following tips:
- Gradually increase the cost of the yearbook for each sale campaign
- Hold sales campaigns on the 1st or 15th of the month
- Create special packages for buyers that can include options like name stamping or an ad space along with the price of a yearbook.
- Consider adding options to all your offerings…this can increase sales!!!
- Develop a system to track & report sales as well as balances due by buyers
- Consider offering a payment plan for students who cannot afford to pay for a yearbook at one time. Make sure you stress a non-refundable deposit.
- Consider offering families with multiple children at you school a discount for a second or third yearbook
- Tie in gift certificates/gift cards during the holidays…
- Review when final copy counts are due to your publisher
- Consider using sales letters in both English & Spanish
- Make sure to offer Parent or Senior Ads during some of the sale campaigns
- Use your school website as a sales tool by posting prices and deadlines for sales
It’s important to know that public relations & marketing are critical in getting the word out about yearbook sales.
Consider the following ideas:
- Make sure to have a definite beginning and ending to the campaign. Do not leave it open ended where people can come in any time.
- Attend all parent functions in the district at all campuses & announce sale of yearbooks.
- Consider leaving a yearbook sales brochure/flyer at all campuses in the district
- Consider leaving a flyer at the front office and attendance office of your school so all visitors know about your sale.
- Print an ad in all sport/event programs
- Use the school phone-calling system to announce sale of yearbooks
- Use the school website to announce sale of yearbooks
- Use the school marquee to announce sale of yearbooks
If you have any questions or would like to speak to a YearbookLife representative, please contact us today.
Some Points to Consider:
Some schools do not have to conduct a sales campaign to sell yearbooks. These schools include the yearbook in the tuition of every student on campus. If you are one of these schools, you raise revenue via tuition funds. Your major focus will then be marketing the popularity of the book and promoting ad sales.
If you are not a school with tuition funds paying for your yearbook, then you will need to embark in a sales campaign to sell as many yearbooks as possible to as many people as possible. You will have opportunities to sell to multiple buyers. Make sure you do not ignore any person or group. Your goal is to maximize sales.
Students – do not ignore underclassmen or younger grades. Your yearbook covers all students on campus…not just the graduating class.
Teachers – Many teachers fail to purchase yearbooks because they are never asked. Take time to develop a special campaign to target all adults on campus, including support staff, paraprofessionals, administration, district personnel, school board, etc. If giving books away has been a tradition, remember that nothing is free… every buyer has subsidized any yearbook you give away.
Local Businesses – Have you ever considered this option? Consider packaging a yearbook with any ad you sell.
The next step in developing an yearbook sales campaign is to identify your cost & develop your offerings:
Review your quote from your publisher and also forecast all your expenses and then plan your income via book sales, ads, etc.
Develop a best – most likely – worst case scenario when it comes to looking at your budget. Once you calculate all expenses and income, add a cushion of about 10% to help plan for the unexpected.
Establish a standard price of your yearbook and then consider offering discount coupons for early buyers as well as raising the price for late buyers.
Example:
Early Buyers: $45 (first sale – Sept/Oct)
Standard Fee: $50 (regular sale – November)
Late Buyers: $60 (After Jan – when books arrive)
Review all additional options of merchandise you can sell to your buyers. Any offer you consider should pay for itself plus raise additional revenue for your program. These offers can include:
- Name stamping (getting your name in foil on the front lid of your yearbook or on an adhesive name plate
- Autograph pages/booklets/sections
- Plastic/Vinyl yearbook covers
- Yearbook DVD supplement
- Yearbook Recognition Ad
- Special commemorative autograph pen
The next step in developing a yearbook sales campaign is to prepare the tools you will need to launch your campaign. You will need the following:
- Promotion Posters – post around main traffic areas at school
- 8.5 x 11 Flyers/Announcements for Posting In Classrooms
- Sales Coupons (should you wish to offer special incentive for purchase – include expiration date)
- Receipt Pads/Forms – check to see if district requires certain receipt pads
- Sales Letters/Brochures to mail home – You need to announce sales campaign to parents. See if you can mail home or send home an announcement to let parents know. Also consider posting brochures at attendance office, front office, etc.
- Promo ads to publish in school paper/programs
- PTA/PTO/School Web page to promote sale
- Emails
- School Newsletter
- Social Media
Next time we’ll discuss your timeline for your sales campaign.
