The Yearbook Blog

Creating cohesion throughout your book requires both a verbal and a visual theme. Here are some tips on using graphics to help with keep your book visually unified:

• After choosing your verbal theme, choose a visual theme that illustrates or matches your concept. For example, if your verbal theme is “Traffic”, your visual theme could be a blurred effect in photoshop which illustrates constant movement, or it could be dotted lines mimicking street dividers. There are many ways to visually illustrate a theme concept. The key is pick only one, or your book will look too messy.
• Have students keep a graphics notebook of ideas they find in magazines, ads, newspaper, menus, websites, etc… which use your graphic element. For example, if your element is “paint splatters,” there are so many ways this could be executed, it would help to narrow it down with an example from a professional publication.
• Once you decide on your graphic element, find a variety of ways to use it throughout the book. Change it for every section, but keep it consistent within the section. For example, if your visual theme is interlocking circles, you could have them go across the entire spread horizontally within Student Life, but for academics, they go vertically and only through 3/4 of the page behind the headline…
• If you haven’t used Photoshop Brushes yet, experiment with these to create your ideal graphic. There are plenty of free brushes available for download online.
• Check out theyearbookblog.com for the 8 most popular graphic elements in design today.

*This entry is part of “The Yearbook Ladies’ A to Zs of Yearbook”
project. If you’d like to download the “G” card, go to the “Adviser
Resources” section of www.theyearbookladies.com

We’d love to hear from you! Share your questions, comments, and ideas below…

It’s a new year, new theme, new kids, new ideas… It’s so easy to get caught up in all the fun stuff and lose focus on what really needs to be done. Use this list of the 12 most important things that need to be done by October 1st to help your staff stay focused. (But that doesn’t mean you can’t still have fun!)

1. Open Your Kit
   • Your yearbook kit contains all the materials necessary to produce your yearbook.
   • Start with the “Start Here” Envelope.
   • Check the Kit Guide to make sure all items have been included
   • Use the order form on the back to order any additional supplies you will need.
2. Contact Photographer
   • Schedule a meeting with you school photographer during the first few weeks of school.
   • Discuss your full color needs and be sure he understands the importance of deadlines
   • Give him your deadlines. Predate them one week as a safety margin.
   • Discuss what you expect from him and what he can expect from you. Find out what services he is willing to perform and schedule his services for important school activities, such as homecoming.
   • Have senior portraits or DVD delivered to your school at least 10 days prior to your senior deadline
   • Set dates for underclass and faculty portraits and determine when  you will receive your Quick Panel Plus CD
3. Determine Deadlines
   • Check your deadline packet from your reps. Make a note of your deadline dates and number of pages due.
   • Check your deadline packet to determine when your color pages are due, if your book is not all color.
   • Check with photographer to determine when DVD of senior portraits
4. Develop a Theme
   • If you have not yet chosen a theme, select a small group of staff members, preferably returning ones, to work on the theme.
   • Have them discuss what is new and different this year, and have them make a list of these changes in order to find a theme that fits your school and is unique to this year.
   • Conduct brainstorminwg sessions with the entire class and present the group’s ideas.
   • Plan to have the theme appear in some way on the cover, the endsheets, the opening section, the division pages, and in the closing.
5. Make a Ladder
   • Before any pages can be assigned, a page ladder for the entire book must be completed.
   • Check your publication agreement to see how many pages there will be in your book. Obtain enrollment figures for your school from the administration.
   • Decide on the number of pages you will need for seniors, underclass and faculty.
   • Make a list of every club, sport, organization, and event you wish to include.
   • Compute the number of pages needed for each section. Be sure to leave enough space for your opening, closing, divider pages, index and advertisements
   • Use a pencil for your first draft of the ladder; or laminate it and use a dry-erase pen, or use the HJ Planner program.
6. Design the Cover
   • If you attended the Spring Cover Workshop, be sure to finalize your cover design.
   • Consult your yearbook representative to see what types of covers are available and within your budget.
   • Decide on the type of cover that best fits your theme and ask your reps to show you examples.
   • Assign a few staff members to develop a sample design.
   • Once the style and design are decided, determine exactly what type of material you wish to use, the color of the material, the applied color or colors, and meet with your reps to put it all together.
   • Decide whether you will order individual name stamps or name plates for the books, and choose the color for these name stamps/plates.
7. Select Endsheets
   • Several choices of endsheet materials and styles are available to you including company designed full color, colortext, and solid color. Check with your rep to see what options best fit your budget.
   • Select an endsheet that will complement your cover and will carry your theme forward. Be sure that the endsheet colors coordinate with the colors of the cover.
   • Discuss other endsheet options with your reps such as printing on the endsheet, four-color endsheets, die cuts, short-trim endsheets, foil stamping, embossing, and tinted embossing.
8. Sell Ads
   • Make a card file that contains the name, address and phone number of every business that has advertised in your book over the last five years as well as merchants who have advertised in other yearbooks in the area.
   • Add cards for businesses that are owned by parents of students in your school.
   • Expand your file further by adding businesses in your area from the Chamber of Commerce directory for your city and from the yellow pages. Pass out an equal number of cards to every staff member, letting them select those that they know.
   • Students must contact each business. Require that a business card or design is submitted for each ad sold.
   • Give commissions or a bonus to students who sell ads.
9. Plan Full Color
   only if you’re not doing an all-color book
   • Take four Roughing-Its, staple and fold them down the middle. Number them from 1 through 16.
   • Take this 16-page signature and use it to “rough in” your title page, opening spreads and student life spreads and/or any other signatures that will include color pages.
   • Plan the color for one flat or the other or both. Try alternating 4-color with spot color on different flats.
   • Plan to cover activities on your color pages that will occur at least one week before your color deadline.
   • Refer to your “Basics” booklet (in Your Kit) for more explanation on signatures and flats.
10. Make a Style Guide
    • Have each member of the staff make a notebook of graphic and typography samples collected from magazines and brochures. (Ask your reps for a list of good publications.)
    • Review the samples and choose ideas that the staff would like to include in the yearbook.
    • Make a style guide for each section that will include the layout style for that section, the type of headline to be used, and the style for copy and captions.
    • Using Roughing-Its, have staff members use photos and copy from magazines to mock-up double page spreads for each section of the yearbook.
11. Organize Staff
    • Select and Editor-in-Chief who is experienced, knowledgeable, and most of all, a coordinator of people. He/she must be able to encourage others to perform.
    • Choose a good writer with strong personality as copy editor and a good organizer as photo editor. Finally, you should have a financial editor or business manager who is very responsible and who can also motivate people to work.
    • Divide up the remainder of the staff into sections of the book: Student Life, Academics, Clubs and Organizations, Sports, Seniors, Underclass, and Faculty. Be sure that each section has a good writer and a computer expert.
    • If you wish, you may select editors for each section.
12. Sell Books
    • Decide whether to have a one-day sale or a one-week sale. You will sell more books in a short period of time than you will sell all year.
    • Prior to the sale, put up posters, make announcements over the PA, send letters home and in general, try to get the students excited about the yearbook.
    • Remember to include dates and prices in your advertisements.
    • Juat before the sale, have a yearbook rally and have guest speakers talk about the importance of their yearbooks. Be ready to take orders that day.
    • During the sale, assign several students to man the tables at convenient locations.
    • Keep tabs on money and receipts.

So, it’s May, your books done, and all you’ve got left is distribution. What are you going to do with all this time? Well, there are 3 ways you can take advantage of the yearbook “down time”:

1. Bring in some movies for the kids, call this your extra prep, and catch up on all the stuff you didn’t do all year because you were busy with yearbook
2. Have the kids put all the skills they’ve learned this year into other areas: creating a magazine, website, etc…
3. Start next year’s book now, and be ahead of the game in the Fall!

If Option #3 sounds appealing to you, here are 11 specific things you can do to make sure your staff is ready to roll on the first day of school:

1. Recruit your staff now - Ask your Herff Jones rep for a “Staff Recruiting Packet” if you haven’t done so already. It’s filled with posters, application packets, and everything else you need to recruit a quality staff. If your school won’t let you recruit, ask if you can simply recruit your editors.
2. Decide your theme and cover - The underclassmen on your staff have been waiting all year to have a real say in the book. It’s time to let them strut their stuff. Start brainstorming theme and cover ideas. Write down ones that have potential. Have the staff start collecting magazine lay-outs, brochures, etc… with design inspirations. This is also a good way for you to start choosing your editors for next year.
3. Write down what went well and what didn’t - Do this on your own, with your editors, or with the whole class. Don’t count on remembering everything. Make sure you write it down. (Although you’re calm and relaxed now, remember how rushed you are in the beginning of the year.)
4. Re-do any forms that didn’t work well this year - Sales letters, camera sign up sheets, etc… If there are any forms you use that need improving, now’s the time to do it. Remember to save the new version with a date or version number, in case you run across the old file again.
5. Register for yearbook camp - Most camps have registration deadlines or early bird discounts. Make sure you have all the information you need to register your staff for camp.
6. Train your staff - Now is a great time to work on photography, design, and copywriting skills for your staff that will be returning next year. Bring in some professionals in the community, if you can. Or use this time to beef up your technology skills. Learn some InDesign or Photoshop tricks that you might want to use in next year’s book.
7. Review this year’s budget and make plans for next year - Make sure you know what your final invoice is going to be, or at least a good estimate. Make sure you’ll have enough to cover it. If not, what adjustments do you need to make for next year. If you’ve got money left over, think about how you might want to spend it!
8. Plan your book marketing and sales for next year - Start planning next year’s sales now! Plan a Yearbook Sales Kick-Off event toward the beginning of the year. Come up with a sales slogan. Create video advertisements for morning annoucements. Get all the details taken care of now so that information can be ready to send home as soon as school begins! (TIP: If you sell enough books at the beginning of the year, you might be eligible for an early payment discount with your printer. You can also better estimate how many books you’ll need, so you don’t end up buying more than you can sell!)
9. Sell Senior and Business Ads over the summer - Just because they go in the back of the book doesn’t mean you have to do them last! In fact, if you sell your ads over the summer, your staff can already begin working on pages as soon as school starts (without having to wait for events to happen). This means you will have your first set of pages ready for that first deadline! And if you’re a Herff Jones customer and you send in pages early, you can get credit for future late days! (ask your rep for more details)
10. Open next year’s kit and toss out this year’s out - Your publisher kits should be arriving about now. Go through all the new stuff, and toss the old stuff out. There is no reason to keep old kit materials lying around! Take time to learn what’s new for next year, so you don’t get caught by surprise the day before a deadline, or miss out on an exciting new feature!
11. Clean out your photographs and file cabinets - Start next school year on a clean slate, archive all your photographs and then delete them off your harddrives. You don’t want them getting mixed up with next year’s photos! Also, have editors clean out section/editor cubbies, mailboxes, etc…

If you have any end-if-the-year tips, we’d love to hear them! You can add your comments below…

The Cullen gang in the Forks High School cafeteria

Do the words Bella, Edward, Jacob, La Push, and Forks bring chills of excitement to you? Well, Forks High School, where Bella and Edward of the “Twilight” book series met, is now offering you a chance to be a part of the official “Twilight” spread of the official “Twilight” High School! For only $2, you can vote for your favorite locations from the books/movies that will appear in the yearbook. In addition, everyone who votes will have their name printed in the book. Visit the Forks High School website for more information and to download an official entry form.

What does this mean for you?

As you brainstorm your themes for 2010, think about what your school or town famous for? How can you incorporate it into your theme? Better yet, how can you turn it into a fundraiser? Brainstorm ways to get the community involved!

And don’t forget the virtual community. Think about how many “Twilight” fans Fork High School has reached globally by placing their contest info on their school website! And don’t just stop at your school website, use social networking sites like Facebook and MySpace to advertise your book and contests as well. Don’t know how? Ask your students!