DREADED NECESSITY OR FUN YEAR-END CELEBRATION? The choice is yours.
Ever wish the yearbook arriving on campus was as IMPORTANT to the rest of the school as it is exciting for your staff?
Looking for a way to make your HARD WORK on the yearbook more visible to the entire school community?
Want to plan the PERFECT end-of-the-year celebration for your school?
A YEARBOOK DISTRIBUTION PARTY might
just be the answer. In some schools, this type of event is a long-standing tradition. The student body comes together for music, fun and the chance to sign yearbooks as the school year comes to a close. When the arrival of the yearbook is seen as the signal that another year has ended, it is pretty easy to get the school behind a celebration. Planned and executed correctly, a yearbook distribution party can create the perfect storm. The student body unifies. The yearbook staff can observe others appreciating their work. The faculty appreciates that the signing takes place at an after-school event rather than during class. In addition to money raised by charging admission (if you choose) and selling extra items such as autograph supplements, the demand to purchase any remaining books increases. Selling out one year often helps increase sales going forward. Most distribution is handled during a short period of time without disrupting classes. And the administration can actually observe all of these things taking place. It’s a win/win/win situation. A couple of notes: If your school does not sell yearbooks, there are still some reasons that you might host a school-wide distribution party. You may not be worried about book sales, but it’s still great to see the school come together and celebrate the year’s end. Having an event may also decrease teacher complaints about in-class distractions. And, while some schools make money on the event, many other staffs do not envision the event as a fundraiser. They simply want the entire student body to share in the fun, end-of-year vibes and to associate the yearbook with that happiness and sense of completion.
Summer/fall delivery books have a different kind of challenge. Rather than serve as a culminating activity for the year, the arrival of a summer delivery book might connote the beginning of the next year. Many schools distribute summer books at back-to-school barbeques or during registration/book days, and it’s not uncommon for the distribution of a fall book to coincide with Homecoming or other all-school activities. With some modifications, these plans and materials would also work for those schools. Plus, emphasis on the yearbook earlier in the cycle can lead to early sales of those summer/ fall books — even though they will not deliver until the following school year.
THIS DISTRIBUTION DAY PLANNER DETAILS REASONS YOU MIGHT PRESENT A SCHOOL-WIDE DISTRIBUTION EVENT AND CONSIDERATIONS FOR HOSTING AN EVENT. IT ALSO PROVIDES CHECKLISTS AVAILABLE ONLINE (SEE PAGE 6 FOR MORE INFORMATION) TO KEEP YOU ON TRACK AS YOUR EVENT NEARS. IN ADDITION, YOU’LL SEE A NUMBER OF MATERIALS DEVELOPED TO MAKE PROMOTING AND PRESENTING YOUR DISTRIBUTION EVENT EASY. THESE COLORFUL PIECES CAN BE USED TO LET YOUR SCHOOL KNOW ABOUT THE EVENT AND MAKE ORGANIZING DISTRIBUTION EASY AND FUN. CHECK PAGES 6-7 TO SEE THE MATERIALS FOR USE AT YOUR DISTRIBUTION DAY EVENT. YOU’LL FIND AN ARRAY OF MATERIALS THAT WILL MAKE YOUR STAFF LOOK GREAT AS YOU PROMOTE YOUR YEARBOOK EVENT.
IS A YEARBOOK DISTRIBUTION PARTY RIGHT FOR YOU? Ask yourself the following questions: 1. Could our yearbook program benefit from higher visibility on campus? 2. Would a fun yearbook signing event add to the year’s sense of conclusion? 3. Could we sell remaining books in conjunction with a distribution event? 4. Are there additional items (pens, covers, autograph supplements) that could be sold either to raise money or to underwrite the cost of the event? 5. Can we realistically make it a big enough event that students would be compelled to attend? 6. Would teachers appreciate not having as much yearbook signing disruption during class? 7. Would seeing happy students reminiscing about the school year make the administration smile? If you have answered “yes” to one or more of these questions, it sounds like it’s time to start planning your event now. This packet will help you plan, advertise and host a high-impact event that can serve as a unifying event for your school as well as an emotional conclusion to the year and the unveiling of the yearbook.
IT’S TIME TO CELEBRATE Now that you have decided to have a school-wide distribution event, it will be important to make some decisions. By prioritizing your goals for an event, you can focus the scope of your celebration. Rank the following in order of importance before you proceed: We want an efficient distribution that does not involve class time. The concept of celebration is important to us. We’re hoping to raise awareness of the yearbook on campus. Making money is an important factor in having this event. Before you start working on other aspects of the event, you’ll want to confirm a time/date/location for your event. If you have not been distributing the yearbook at an all-school event, you’ll want to confirm administrator support for your distribution. To help your principal understand the many benefits of the event, an informative postcard outlining these details should already be in his or her school mailbox. Next, you’ll want to make some additional decisions that will help establish the scope of the distribution. After considering the range of options, list your thoughts about your event below each category. This will assist you with further planning and discussions.
LOCATION Is there a large space where the majority of the students can comfortably gather? Many schools use a cafeteria, student center, multi-purpose room or gym for their distribution parties. In other areas, the event may take place in an outdoor quad. If you charge admission and use an outdoor space, you will need to make sure there’s a way to secure the area. Our event:
TIMING There’s a wide range here as well. In some schools, distribution takes place immediately after classes end for the day. Some schools wait until afterschool practices and meetings have ended and schedule distribution from 5-7 p.m. and others prefer timing more like a school dance, and run their events from 7-9 p.m., 8-11 p.m. or later. Is there a day of the week that makes the most sense? Take a look at the school schedule and look for a day that offers the fewest schedule conflicts. While some schools find that a last Friday night dance will attract huge crowds, others find that weekend events are not as popular. You know your school best. Our event:
ENTERTAINMENT Music helps make the atmosphere more festive. Does the school sound system allow you to hook in to speakers with an iPod or computer? Is there a favorite DJ on campus? Maybe the Activities Director can make suggestions about sources of music in the area you could use. If there’s access to a screen or a television set-up, you might choose to run a slide show of images featured in the book. Some schools do this as an opening to their distribution event, creating a fanfare for all attendees accompanied by songs of the year. Others run the loop repeatedly throughout the event. Our event:
FOOD/SNACKS Again, the possibilities are endless. Some schools have staffers load up the venue with home-baked goodies. Others make a run to Costco or a warehouse store to get sodas, bottled water, chips and candy bars. If your party is in or near the gym, you might be able to use the concession area to sell or distribute food. Some staffs give away popcorn and charge for soft drinks and water. Sometimes a school will barter with a local pizza place or sandwich shop to get food for the event in exchange for an ad in the yearbook and/or distributing coupons to event attendees. Our event:
EXTRAS FOR SALE Even if you already sold packages that include plastic covers, autograph supplements and the World Yearbook, you might consider having pens, more autograph supplements and other items at the event. Set your prices higher than the cost you charged in your original packages and consider selling everything for even dollar amounts so that thereâ€™s no need to make change (other than counting out one dollar bills). For more information on items you might sell at a distribution event and for details on supplies available to help you promote, unify and decorate for your event, see pages 6-7. Our event:
ADMISSION CHARGES If you donâ€™t have expenses for an event (space rental, security, music/sound system, food/beverages) and your goal is simply to distribute the yearbooks quickly and in a fashion that allows for school unity and visibility for the book, you may decide not to charge admission to your event. Some schools charge a couple of dollars, and others list a more substantial cover. If one of your goals is raising money, the admission fee will be the primary source of revenue for the event. Have the staff discuss what seems like a fair price, and consider options like receiving a pen, an autograph supplement and a soda with the purchase of a $5 ticket to the distribution party. You can also entice people to the event by scheduling a delayed distribution of all books not picked up at the official signing party. You might publicize, for example, that any books not picked up at an event on Wednesday evening can be picked up beginning Monday after school. Our event:
GET ORGANIZED FAST BY USING CAREFULLY PLANNED CHECKLISTS BROKEN DOWN BY WEEKS, STARTING 12 WEEKS BEFORE YOUR DISTRIBUTION EVENT DOWN TO THE BIG DAY. THE COMPLETE SET OF CHECKLISTS IS AVAILABLE FOR DOWNLOAD AT 6
WWW.YEARBOOKS.BIZ > RESOURCES > MERCHANDISING > DISTRIBUTION DAY
DISTRIBUTION DAY MATERIALS BANNER 010-672 US $35 / CN $36.75
CUSTOM POSTERS US $49 / CN $51.50
This full-color 5 x 2' vinyl banner can hang indoors or out to promote yearbook distribution. Because the message is specific to the yearbook, but not to a certain event, your staff could also use the banner to sell books or to set your space apart when you are recruiting members on Club/Activity Day.
Upload as many as 60 different photos that will appear in the yearbook (or combine new shots with images of students receiving/signing books from last year) to create 20 different custom posters advertising your event. The message on these 14 x 22" full-color posters can be customized to promote event details.
PERFORATED POSTCARDS 010-654 US $5 / CN $5.25
SIGNAGE STATIONERY 010-656 US $6.85 / CN $7.20
The consistent colorful design of these postcards will attract attention whether cards are inserted into lockers, delivered to classrooms or sent home in the mail. Simply adapt one of the online templates to your needs, print or copy the cards and use the perforations to separate the cards. Sold in packs of 25 sheets (100 cards per pack).
Yearbook event signage has never been more fun. Direct traffic, label yearbook pick-up areas and advertise all things yearbook with the online template and 8.5 x 11" festive full-color stock. Sold in packs of 50 sheets.
FLIER/LETTERHEAD 010-655 US $7.50 / CN $7.90 A full-color header makes this 8.5 x 11" stock suitable for letters, announcements and more. Perfect for an instructional note to the faculty or a letter home announcing your event (templates online), but also appropriate for yearbook business at other times of the year. Sold in packs of 100 sheets.
YEARBOOK DAY BALLOONS 010-676 US $7 / CN $7.35 Decorate your space or guide guests to the event with these colorful balloons. Designed to coordinate with Woo Hoo!, Awesome! and Hooray! balloons from the HJ Collection, these four messages are more specific to a distribution event. Sold in assorted packs of 20 balloons, with approximately five of each design included.
Did you buy a yearbook this year? YES How many yearbooks do you personally own? Are you planning to buy a yearbook next school year? Why is that?
ADDITIONAL PROMOTIONAL AIDS AVAILABLE FOR DOWNLOAD AT
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WWW.YEARBOOKS.BIZ > RESOURCES > MERCHANDISING > DISTRIBUTION DAY
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for purchasing a copy of the hopes you enjoy this year’s How can it be edition.
High School yearbook. improved? We are very proud to The yearbook staff present this book to you. ing at beginn A ks QUICK EXPLANATION How would you . Be there! prefer to yearboo This year’s theme is up theirhave your yearbook delivered? Deliverypick (Brief theme . explanation follows or to event/signing party at school you can leave this entire allowed If you could send ED. Please section out.) Handed out before any not be message to the CLEAR or after school on how to improve fees will Astaff FEES ARE FEW FINAL THOUGHTS the yearbook, what ONAL INFO any other THEIR would it be? WRITE YOUR NAME fines or UNTIL IN YOUR BOOK! library tion party on As soon as you receive ts owing your copy, please ’s distribu tion begins to attend books are lost or stolen, it is impossible write your name in the book in at least TWO locations. Grade: ok distribu While we are always saddened to replace them for free are invited available, can be purchased so it is important to label when Pleasets on a first-come, first-served receive your book. A replacement iately. Yearbo basis. . All studen return this questionnaire , you’ll book, if any are Gender: to Male fees immed be Female just $ MISTAKES, of your you’llTYPOS AND OMISSIONS... AND party. For take care Yearbook is the only class . signing at this school where all in the assignments and homework have already seen the s first-ever are published in a book mistakes and we are sick , School’ at for all to see. Believe us, about them. However, to produce the best quality we at this point there is nothing out! book for everyone. Please do not we can do about them. miss student activities: would come by the yearbook We strive . Don’t you go to an athlete and room and point them , out.
tell him or her that they Consider some other you go to a new mother ruined a game because and criticize how her of a mistake they made? baby looked? Of course beginning last spring Would not. This book is our baby trying to make it the best and the staff has worked yearbook ever. long hours If you love the book, make sure you tell a staff member! Better yet, join the yearbook Again, we hope you enjoy the book and cherish staff and be part of this it for a lifetime! fantastic and fun class.
Template for Perforated Postcards Templates for Flier/Letterhead Template for Signage Stationery Visual for school TV news announcements Scripts for school loudspeaker announcements
Scripts for autodialer messages Slideshow background Disclaimer template (“Inspect it before you write in it.”) Readership survey
THANK YOU for purchasing
hopes you enjoy this year’s
a copy of the edition. We are very proud to
A QUICK EXPLANATION
This year’s theme is (Brief theme explanation follows
present this book to you.
or you can leave this entire
High School yearbook.
The yearbook staff
. section out.)
A FEW FINAL THOUGHTS
WRITE YOUR NAME
IN YOUR BOOK!
As soon as you receive your copy, please write your name in the book books are lost or stolen, in at least TWO locations. it is impossible to replace While we are always saddened them for free so it is important available, can be purchased when to label your book. A on a first-come, first-served replacement book, if any basis. are
MISTAKES, TYPOS AND OMISSIONS... Yearbook is the only class at this school where all assignments and homework have already seen the are published in a book mistakes and we are sick for all to see. Believe us, about them. However, to produce the best quality we at this point there is nothing book for everyone. Please we can do about them. do not come by the yearbook student activities: would We strive you go to an athlete and room and point them out. Consider some other tell him or her that they you go to a new mother ruined a game because and criticize how her of a mistake they made? baby looked? Of course beginning last spring Would not. This book is our baby trying to make it the best and the staff has worked yearbook ever. long hours If you love the book, make sure you tell a staff member! Better yet, join the yearbook Again, we hope you enjoy the book and cherish staff and be part of this it for a lifetime! fantastic and fun class.
STAFF T-SHIRTS US $9.50 / CN $10.45
SIGNING PENS 010-674 US $23.50 / CN $24.70
S: 010-677, M: 010-678, L: 010-697, XL: 010-698, 2XL: 010-798 The staff can wear these teal tees to promote the event and then wear them at the event so they are visible to all. 100% cotton, silkscreened in two colors front and back. Available in sizes S, M, L, XL and 2XL.
You might include these pens as one of the perks of the admission charge. At some distribution events, everyone attending receives a pen, an autograph supplement and a soda. White pens include “SIGN MY YEARBOOK!” imprinted in green. Writes in black ink. Sold in packs of 100 pens.
WRISTBANDS 010-659 US $10 / CN $10.50
Use these colorful ¾" Tyvek adhesive wristbands instead of tickets or handstamps to allow admission to your event. “YEARBOOK VIP” is festively imprinted on the patterned band. Sold in packs of 100.
YEARBOOK DAY FLAIR 010-675 US $15 / CN $15.75 Five bright, new designs make these pins a fun option for raising yearbook awareness, promoting the event or admitting guests to the party. Have the staff pique interest by wearing a specific pin each day of the week leading up to the event or use pins as tickets to the event. Sold in packs of 100, approximately 20 of each design.
STICKERS 010-690 US $12.50 / CN $13.15 Another option for individual sales or for inclusion with a higher admission price, these thought and speech bubble stickers make a fun addition to the yearbook or distribution event. Each 4 x 11" sheet contains 12 colorful, die-cut stickers. Sold in packs of 50.
You may have already offered one of the three different autograph supplements as part of the packages you sold, but chances are good that people will need more space to sign at the event. Autograph supplements are available in 8-page plain white, colorful contemporary and traditional designs with Kleenstick tape applied for easy insertion into the book. Contact your Herff Jones representative for pricing information.
WORLD YEARBOOK If you didn’t have the World Yearbook sewn into your book and did not offer it as part of your packages, you may want to order copies now to sell at the distribution event. This 16-page, full-color time capsule preserves the news, sports and entertainment headlines of the year, adding dimension to the historical record created by the staff. Simply peel the backing from the Kleenstick tape and insert it into your yearbook. Contact your Herff Jones representative for pricing information.
ORDER FORM TO ORDER BY PHONE/FAX
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ADVISER’S NAME SCHOOL STREET ADDRESS
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HJ YEARBOOK REPRESENTATIVE
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METHOD OF PAYMENT Add charges to yearbook invoice
PHONE NUMBER (
Herff Jones Marketing 9525 Monroe Road Suite 150 Charlotte, NC 28270
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Use our handy Distribution Day guide and checklists to plan your event. Taking time now to get everything in place will lead to a successful...
Published on Mar 6, 2013
Use our handy Distribution Day guide and checklists to plan your event. Taking time now to get everything in place will lead to a successful...