First off, we just want to thank every one of our yearbook advisors for dedicating their time and giving it their all to create an amazing collection of memories of the 2015-2016 school year. We know how big of a job that the whole yearbook process is, and our hats go off to you!
As our last yearbooks are being submitted, we are taking a moment to let out a
huge sigh of relief before we dive into our next huge task…YEARBOOK DELIVERIES! Once you receive your yearbooks from us, it is up to you
and your committee to come up with a way to distribute the books to the students that have ordered. Here are a few ideas on how to effectively distribute yearbooks!
Preparing to Distribute
Before you hand out the yearbooks, we suggest to…
- Check with your principal as to when a good day and time would be to pass out the yearbooks. Every school is different, but most of our schools want to avoid distraction and disruption in the classroom. Talking with the principal is the best way to make sure everyone is on the same page.
- Recruit Volunteers! Depending on the size of your yearbook delivery, it is super helpful to have extra sets of hands! Assign volunteers specific jobs to help streamline your process.
- Organize your order list. If you haven’t done so already, place your orders in a spreadsheet and organize it by teacher and…
- Make sure all orders are accounted for. Right now is a great time to double-check your order list against a receipt book, or even your order envelopes themselves. This will put your mind at ease when passing out the books.
Distribution Tips & Tricks
The day has come to pass the yearbooks out to the students and staff members! What an exciting moment to finally have everyone see what you have been working on for months! There are a couple of ways that we have found works best for the distribution process.
- Highlighting Class Rosters. Ask the office to print current class rosters as well as a teacher list for you. While referring to your order list organized by teacher, highlight the students’ names on the rosters that have purchased a yearbook. When you finish highlighting the roster, count out the number of books needed for that class and set it to the side with the roster on top. On the day you are handing out the yearbooks, give the teacher the highlighted roster and the yearbooks. On your teacher list, have them initial next to their name that they receive the yearbooks for their class.
- Create Labels. Although it requires a more work, labeling the books is a great way to make sure that the yearbooks are going to the correct student. Some of our schools take their order list and format it to be sticker labels. The labels have the student’s first name, last name, teacher and grade on it. Once these are printed out, they are placed either on the inside front cover or inside back cover.
Middle School Distribution
Our middle schools have done an amazing job coming up with a process for distribution that works best for their campus. An example is listed below.
- Set up a table before and after school, as well as during lunch for students to come and pick up their yearbooks. Have three people sitting at the table, splitting up the lines alphabetically (A-F, G-M, N-Z) which will make the lines move faster and be more efficient. Each person has the order list with only the students in their letter range on it. When the students pick up their yearbook, have them either sign or initial next to their names. After they sign next to their name, highlight the name indicating that they did pick it up.
Selling Yearbooks After Delivery
If you ordered extra yearbooks in the hopes to sell more when they are delivered, here are some helpful ways to make sure you aren’t getting stuck with any left over books.
- Set up a table before and after school in heavy traffic areas.
- Create a sign with the amount of yearbooks that are available to purchase. When books are purchased, continue to update the sign with the current number to entice people to buy before you are sold out!
- Accept cash only as payment to avoid any issues with checks.