PHOTOGRAPHY SHOULD START 8:30am or 9:00am – Photography ends usually before 12:00pm
Best days to schedule your photos is on Tuesday, Wednesday or Thursday – Monday students forget and Friday they’re ready to go home
Be sure there are no field trips, school wide events or testing on picture day – You want all the students available for pictures that day
Create a schedule – Go back and look at past yearbooks to get an idea of which clubs and administration photos you need to take. Ask the administration if there are any new clubs or if any have been discontinued.
Be sure all teachers, students and administration are aware of the date and time – Tell everyone as often as you can. Someone will forget.
Be sure everyone knows what you want them to wear on picture day – If your clubs wear a special outfit or uniform be sure they wear it on picture day
BEST AND FASTEST WAY WITH LEAST DISRUPTION
Ten minutes before the scheduled time call all clubs to the cafeteria and with the help of your volunteers arrange the clubs at tables. The photographer should call each club up to the camera and when the group is finished they can go back to class or sit with their next club for their photo. This process takes the least amount of time and has the least classroom disruption. Largest clubs will be photographed first.
Line up each group with the tallest student up front and the shortest student in the back.
Administration photos are usually taken in the front office. Have their desks prepared and makeup on and let them know you are on the way after the last club photo is taken.
Any missed club or administration photos can be taken by_______________ – Designate someone on the yearbook team to take any pictures you missed.
SOME PHOTOS NOT TO FORGET
Principal
Assistant Principal
Teacher of the Year
Non-Instructional Employee of the year
Office Staff
Social Worker
Cafeteria Staff
School Resource Officer
Specials Teachers
ESE Teachers
PTA Board
Paraprofessionals
Room Mothers
Facility Services
Please refer to the Personalization Brochure contained in your kit that outlines the different options available and the requirements of each. Please contact us for pricing for the option you would like to use.
There is a 25 name minimum requirement. If that requirement is not met, then a $25 set up fee applies. Each name can be no longer than 22 characters (including spaces) for Options 3, 4 and 5. Keep in mind that you don’t want the personalization text to interfere with your cover design.
To request this feature for your yearbooks, you must select the option on the submission form when you submit your yearbook. At that time, you’ll indicate which Personalization Option you want to use, the font type (if applicable), and the placement (if applicable).
The final list of names should then be emailed to service@yearbooklife.com. Please follow the spreadsheet format indicated in this Personalization Brochure for the Option you wish you use.
Including personalization on your covers may increase the production/delivery time by up to one week. Therefore, please be aware of how this may affect delivery and distribution of your yearbooks. The charge for the personalization will be reflected on your invoice.
If you have any further questions about this feature, please do not hesitate to contact us. Thank you!
Here is a list of some of the new features in Pictavo for the 2014-2015 school year:
SNIPPETS
• New collection of design elements
• Professionally designed mini-templates featuring items like sidebars, infographics, headlines, scoreboards, polls, quotes and more
• Simply drag and drop right onto your page
• Use as-is or as a starting place and edit to fit your needs
ENHANCED USER TRACKING
• Track additional details surrounding individual usage
• Get specific data for grading or a closer look at progress and edits
• Quickly pull a report showing all users
• Track things like: total time spent on each page, total time pages were accessed, total time book was accessed, total number of images uploaded and more
CUSTOM COLOR BACKGROUNDS & CLIP ART
• Select from a variety of grayscale backgrounds and clip art available for custom coloring
• Look for coloring icon next to the grayscale graphic to quickly find those available for customization
• Drag and drop onto your page and choose any color from the entire Pictavo palette to achieve the look you want
• Choose from more than 380 colors
LOCK PAGE ITEMS
• Lock items on a page to keep in place while working on other parts of the page
• Freely design without accidently selecting an item you’ve already placed and don’t want moved
• Lock candid photos, clip art, shapes, photo boxes and text boxes
IMPROVED SEARCH & FIND FEATURE FOR DESIGN ELEMENTS
• Search, find, filter and save favorite design elements for quicker access
• Type in what you’re looking for and Pictavo will filter the results that fit your description
• Search by item number (found in the Design Guide) or a descriptor
• Includes backgrounds, clip art, templates, Snippets and tagged Candids
• Save items into your ‘Favorites’ folder to quickly access them on any page
OTHER HELPFUL ENHANCEMENTS INCLUDE:
• Index flows now update with changes to the Coverage Reporting/Indexing area.
• Saving changes to Portraits no longer requires a second save.
• The names of any folders you create can easily be changed as needed.
• Pictavo BuyTheYearbook orders can now be sorted by Student name and searched by Grade/Homeroom.
• Once you’ve shared a page with a user, their email is saved for easier retrieval in the future.
We want you to have a stress free yearbook season and, to that end, we have Pictavo training available to you and your yearbook team at no charge. We hope that you will take advantage of the following options:
1. Personalized Webinar: Would you like to schedule a one-on-one webinar with our Pictavo trainer, Beth? To do so, you can contact her directly at beth@yearbooklife.com. Beth has both day and evening times available.
2. Pictavo Help Menu: The Help Menu within Pictavo provides excellent detailed instructions on all aspects of Pictavo with many video tutorials. You can also Click Here to go to the Help Center page on our website where you can find helpful videos about Pictavo and Pictavo BuyTheYearbook.
3. Pictavo Tech Support: Our Technical Support team is available to answer any of your Pictavo-related questions. Please call them at 1-800-887-0414.
Remember we’re here to help!
YearbookLife
www.yearbooklife.com
888-680-0143
Technical Support: 1-800-887-0414
Facebook.com/YearbookLife
Welcome to YearbookLife – we look forward to working with you this year! Everything is in place for you to begin creating your 2014-2015 yearbook!
Within 24 hours, you will receive an email titled “Welcome to Pictavo” from production@pictavo.com. This email contains the link to your yearbook. Please check both your In Box and Spam folder for this email and follow the instructions to activate your book and assign your log in as the Administrator.
Returning Pictavo users will also get the opportunity during this activation to transfer over any customized artwork from last year’s yearbook, including custom backgrounds and clip art, as well as User log ins.
We know that you will be excited about the new enhancements made to Pictavo for this school year.
You will soon receive your Pictavo kit containing design and administrative forms that you will need to refer to to complete your book. Click Here and select “What’s in the Kit” to watch a short video outlining all of the materials contained in that kit and what you will use them for.
For more information about Pictavo, our yearbook services, and the yearbook process, please Click Here to go to the Customer Home Page of our website where you will find information about:
Service & Support
Pictavo Training
Pictavo BuyTheYearbook
Yearbook Marketing Materials
Our Annual Yearbook Contest
Our Referral Program
Everyone at YearbookLife is excited and committed to assuring your yearbook is a success! Thank you so much for your support!
YearbookLife
www.yearbooklife.com
Technical Support: 1-800-887-0414
Local: 954-447-5157
Toll Free: 888-680-0143
Facebook.com/Yearbooklife
Once you have completed the steps to prepare your yearbook pages, submit all of your materials, along with your completed Production Form, for printing. Once we receive your book, we will preflight for potential problems. If you are submitting PDF files, you will have sent in test files immediately after receiving the PDF Creation Guide Instructions.
PRODUCTION FORM
Completely fill out and sign the Production Form. We cannot begin processing your book without it! If you have copyrighted information in your book, submit written verifiable permission for use with your Production Form.
SEND IN YOUR BOOK
When your book is collected or PDF is created, save your files to the following media: CD, DVD or USB drive.
ITEMS TO SEND:
A completed Production Form. One or more CDs, DVDs or USB drives holding your digital layout files, all image files, and any custom
fonts (only if submitting a non-PDF book).
If you chose to create a PDF of your book, include the PDF file(s) on the CD, DVD or USB drive. A printed hard copy should also be submitted for our in-house proofing. Custom covers must be submitted in the completed custom cover Envelope by February 3 (for yearbooks shipping before June 30). For Fall delivery yearbooks (delivered by December 31), cover files must be submitted by August 1.
All digital books will be screened upon arrival to ensure you have followed our guidelines. Any problems and charges will be noted, and we will call you to discuss how to resolve the problems. We reserve the right to return any digital job which does not follow our specifications.
Please note that in the event a hard copy is submitted and there is a discrepancy between the hard copy and the digital file, the digital file will be considered to be the correct version of the document.
BOOK PROOF
You should keep a copy of the digital files you submit. If you would like a proof, arrange this ahead of time so your book can be scheduled accordingly. Proofs are $.50 per page (minimum of $25) plus shipping.
Receiving a proof of the book adds 2 weeks to production time.
DELIVERY TIME
Please allow 6 weeks (PDF Books) or 8 weeks (Non-PDF Yearbooks) from the date we receive your yearbook materials and the yearbook passes preflight to the date your books are shipped. Allow up to 5 business days for delivery. Delivery dates are based on reservation or by available dates if no advance reservation is in place.
COMPLETED BOOK
We hope you enjoyed the process of creating a yearbook with us. It will be a memento of a year to remember…full of memories, friends, great times and unforgettable pictures!
