10 Tips for A Great Delivery Day – Yearbook

As I previously mentioned, I was a Boy Scout, so I always believe in preparation. Delivery day is no different. Check, check and double check – then give out the books and have a good time.

1. Look over the book before you give it out. Look at every page when the book comes in. Give your principal and superintendent a copy. No surprises. Give them a couple of days to look it over before you hand out the book.

2. Make sure all the receipt books and receipts are in order. At least a month before delivery we give out final reminders for late payments and this helps us to ensure we are 98% correct in our book count.

3. Be ready for a mistake. No book is perfect. Have a policy ready and have your principal ready to back you up. If you don’t give refunds – don’t offer one. If you must give a refund, demand that they give back the book first.

4. Be ready for wrong receipts. We always plan a 5-10 book buffer for missing receipts. We lost/misplaced 2 this year. Not bad. It has been worse. I have 40 kids on my staff. That is 40 different personalities and 40 different ideas about responsibility.

5. Have fun. We always have music and tables for kids to sign books. We usually plan a 90 min. “signing party.” We sometimes have a slide show set to music. Go to itunes and check the 100 hottest downloads. Get your kids to help you pick out their favorites. Download the clean versions and make a mixed CD of 25-30 songs.

6. Pre-order plenty of autograph sections and plastic covers. We sell them for $2 each. Anyone can buy one. We sell a lot to kids who don’t buy or can’t afford yearbooks.

7. Expect complaints. We have 1700 students, 150 teachers, and nearly 100 support staff. With parents and family members that must equal more than 6000 people will see our yearbook. Someone will hate it. No matter how many awards it wins or how hard you worked. Don’t let them bring you or your students down. Acknowledge true complaints, but don’t argue over taste or design.

8. Feed your staff. This is the end of the year. Buy them burgers or pizza – it only costs about $50-$80. They worked hard and deserve it.

9. Rest. Delivery time is the most stressful time of the year. Recharge your batteries a little. Do yoga, ride a bike, take a nap if possible. Be calm.

10. Start preparing them for next year’s book. It’s only 364 days away.

Mr. C

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3 Comments

  1. Nice ideas, but remember copyright laws! A slideshow with music downloaded from itunes would violate copyright laws. You must have a public performance release to do this and to synch music with pictures requires even more work. Easier to get local artists or student bands to contribute music to the show.

  2. The slide show is not embedded with music. We play the music just like any DJ at a school dance would – the slide show just happens to be 90 minutes long and played during our signing party. The music and the slides are not synchronized. I guess what I meant to say was we have a slide show and a DJ, that is my idea of “set to music.” They are not being used together, I’m sure we are still in the gray area – but in today’s copyright world what “use” of any music in nearly any setting is not a pseudo violation. I’m not trying to make light of copyright law, just voicing a frustration. We’re not making any money from their work, not one gets a copy to keep, so it hardly seems like the rights of their works are violated. I’m sure a copyright lawyer wouldn’t see it that way, but it is incredibly petty to go after students who play music at a party. Without parties none of those bands would have two red cents to rub together.

    Mr. C

  3. I loved your ideas. This is my first year to do the yearbook. The previous teacher left without forwarding the workshop information to me, so when I finally found out, it was too late. I only had three students who had worked on yearbook previously, and 17 new students who knew nothing. The previous teacher had booked the dates for class pictures (at registration) but failed to notify me, so when I showed up at registration to pre-sell books, students were having their pictures taken…in swimsuits! Since our school requires uniforms, many of the pictures could not be used and although we had a make-up day, many students refused to have their pictures made in uniforms. So, we have finished the yearbook- on time- and we began giving them out yesterday. I was so glad and the staff was so happy about it, but today I have cried more tears than I thought I had. So many parents telephoned and called me all kinds of names. They just had no idea how hard it was to put together a yearbook and get it to the students before graduation. Last year, the yearbooks arrived two months after graduation. Next year will be better for me. At least I will be able to go to the workshop this summer, along with many of my staff members. I think I will be better prepared and have some idea of what’s happening. This year has definitely been a learning experience.


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