Creating your custom cover in Pictavo™ is easy. Templates are provided and cover artwork is available to use. Just drag and drop the background of your choice, place any added text and images you’d like, save and submit!

• Once the Custom Cover option is selected, Pictavo provides a template that has the correct specs based on your book settings. Settings that affect cover templates include book dimensions, page count, binding type and paper weight.

• Upload your own custom cover background or choose one from the
  custom cover library provided. Use high resolution artwork (200-300 dpi/ppi at print size). Items meant to bleed (go all the way to the trim edge) should extend into the yellow bleed area.

• Center title and front cover artwork between the margin guides on your front cover.

The post SIMPLE STEPS TO USING THE PICTAVO COVER DESIGN FEATURE appeared first on Yearbook Life - Yearbook, School Yearbooks.

With Yearbook Life’s online software Yearbook advisers have may privileges. Some are as follows:

USER/GROUP PERMISSIONS
• Create Individual Users or Groups and assign specific access privileges.

BOOK SETTINGS
• View and edit Overall Book Settings, such as:
• View and edit Cover Settings, such as:
- Page Count
- Book Quantity
- Dimensions
- Binding Type
- Autograph Pages
- Current Events
- Custom or Stock
- Inside Cover Printing
- Personalized Covers
- Custom Endsheets

DESIGN SETTINGS
• Portrait Settings
- Font Style and Size for portrait names
- Flow Type – Teacher or Grade
- Name Order – First Name, Last Name or Last Name, First Name
• Index Settings
- Number of Columns
- Divider Style
- Font Style and Size

BOOK STATUS
• Get a quick glance of project status

- Overall Page Status
- Cover and Individual Page Status
- Main Book Specs
- Overall Book Due Date with Countdown

IMAGE STATUS
• Track helpful information about your photo usage:

- Candids, Backgrounds and Clip Art
- Used/UnUsed in the book
- Tagged/UnTagged with data
-Portraits
- Complete/Missing Data
- Flowed/UnFlowed onto a page
-Community Images
- Received/Used in the book Admin Dashboard

MESSAGES
• Check chats and sticky notes to stay informed.
TEAM
• Easily monitor individual progress

The post Pictavo – Tools for the Yearbook Adviser appeared first on Yearbook Life - Yearbook, School Yearbooks.

Easily set up your own school’s store that allows community members to upload photos and purchase products online!

UPLOAD SETTINGS
• Determine if you’d like community members to be notified once their image(s) have been used.
• Set the maximum number of images you want community members to upload.
• Define the list of categories that community members can upload photos into.
• Set the last date you will accept uploaded images through the Pictavo Community.

SHOP SCHOOL SETTINGS
• Determine if you’d like the 5% service fee (assessed to all credit card purchases) to be included in the product price or separated.
• Enter the bank account information for money collected through Pictavo Community.
• Enter the required tax rate, if applicable.
• Decide if you’d like to offer discounts to qualified purchasers.

SHOP PRODUCT SETTINGS
• Define the products you wish to sell online. Options include yearbooks, recognition and business ads or other products you wish to offer.
• Describe each product and set the order deadline date(s).
• Indicate whether each product is taxable.
• Set each product’s price and the maximum available for purchase.

ADD ORDERS
• Use one convenient system for tracking online (credit card) orders and offline (checks and cash) orders.
• Track whether each purchaser has received the product(s) they ordered.
• Make a note of any individual circumstances related to a particular order (e.g. special delivery instructions

SALES AT A GLANCE
• Keep a constant pulse on all sales through an automatic Sales at a Glance report.
• See individual product sales by number of orders and amount collected.
• Track purchaser’s credit card, check and cash payments by product type.

VIEW ORDERS
• Easily review all data collected from each purchaser’s order.
• Filter data to see only the information you’re interested in.
• See how much tax has been collected, if applicable, so you can submit it as required by law.
• Export data into Microsoft® Excel® for even greater report customization.

The post The Pictavo Community – Online Yearbook Sales and Photo Uploads appeared first on Yearbook Life - Yearbook, School Yearbooks.

JANUARY – SPRING DELIVERY
• Report and photograph activities and events as they happen
• Meet deadlines and check materials according to the production schedule
• Double-check the progress of the index and make sure that material is accurate; polish and refine the index concept

FEBRUARY – SPRING DELIVERY
• Report and photograph activities and events as they happen
• Meet deadlines according to your yearbook planning schedule
• Have a deadline party

MARCH – SPRING DELIVERY
• Make sure you are on schedule to meet your submission deadline for the yearbook plant—on time yearbook submission assures your book arriving on the date you requested
• Begin compiling yearbook sales lists, and planning a distribution/signing event
• Photograph Spring activities—include all you can in this year’s book; archive the rest for next year’s book, or consider producing a supplement that you can produce this summer, and distribute to students when they return in the fall. (another great fund-raising idea—sell the supplement to raise extra money)
• Start recruiting new prospects for next year’s staff—It will be great help when you return next year

APRIL – SPRING DELIVERY
• Update advertising billing for current volume
• Finalize yearbook sales lists and distribution/signing plans
• Design student-oriented advertising for prospects
• Prepare a reader survey to get immediate student reaction to the book, and use as a tool for preplanning next year’s book

MAY – SPRING DELIVERY
• Distribute books at celebration/signing event; keep notes on any logistical problems
• Conduct and compile results of reader survey
• Complete a staff self-analysis of the yearbook
• Complete final billing of advertisers
• Finalize portrait photography plans for next year
• Conduct an end-of-the-year award banquet for the staff

JUNE – SPRING DELIVERY
• Brainstorm coverage ideas with your staff for the new year
• Make specification decisions pertaining to copies, pages, etc.
• Attend a summer workshop (or two!) to develop theme and section plans, learn new techniques and polish existing skills
• Report and photograph summer activities unique to your students for next year’s book.
• Finalize yearbook sales lists and distribution plans (FALL DELIVERY ONLY).
• Complete final deadline, including last-minute coverage for spring sports, graduation, index

JULY – SPRING DELIVERY
• Launch advertising campaign and develop advertising section
• Follow up on portrait photography plans to make sure you get what you need
• Keep taking summer pictures
• Develop a set of working specifications to use for guided preplanning

TAKE A BREATH BEFORE STARTING OVER AGAIN…next time, it will be easier!

Survival Tip:
Stay in touch with your yearbook provider. He/she will help you in any way
possible.

The post Developing a Yearbook Monthly Planning Calendar – 2nd Half of Year appeared first on Yearbook Life - Yearbook, School Yearbooks.

The best way to plan for the year is by reviewing what needs to be done globally as an adviser and yearbook staff. On the next few pages, you will find a generalized list of activities involving both production and business aspects of the yearbook. Be aware that there are two delivery periods for a yearbook—either May or September. This schedule focuses on a SPRING delivery yearbook.

August – SPRING DELIVERY

• Launch advertising campaign, complete predesign of ads and develop ad section.
• Finalize specifications, cost for the book, agree on how payment for the yearbook will be made, and make sure you have completed the Yearbook Sign-up Form with your yearbook representative.
• Open Yearbook Kit upon arrival and read instruction book included. Mark the  DEADLINE DATE FOR SUBMITTING YOUR YEARBOOK to the yearbook plant on your calendar.
• Meet with portrait photographer to understand photo shoot and retake dates.
• Polish and refine theme and section plans for your yearbook.
• Plan a ladder and coverage ideas.
• Initiate back-to-school reporting and photography.
• Take inventory on all software & hardware for the year.
• Design layouts for each section to help photographers and allow for total coverage.

SEPTEMBER – SPRING DELIVERY
• Finalize staff organization & responsibilities
• Set up & maintain complete sports files, & survey clubs to find out their activities
• Assign coverage for all deadlines
• Finalize the ladder
• Report & photograph activities & events as they happen
• Finalize theme use throughout the book
• Close advertising campaign sales & begin production work on the section
• Follow through on portraits
• Plan book sales campaign
• Complete any billing and layout designs for any advertisers
• Review interviewing techniques
NOTE: If you have received FALL DELIVERY Yearbooks, distribute the books.

OCTOBER – SPRING DELIVERY
• Report & photograph activities and events as they happen
• Meet deadlines according to the production schedule
• Finalize the academics and student life spreads
• Finalize portrait photography with retakes completed this month
• Complete theme including cover, endsheets, opening, closing, & dividers
• Make sure each staffer knows the indexing process
• Plan a book sales campaign

NOVEMBER – SPRING DELIVERY
• Report and photograph activities and events as they happen
• Meet deadlines and check materials according to the production schedule
• Complete fall sports coverage and the people section
• Keep up with winter sports
• Plan a book sales campaign
• Finalize plans for the club section and continue work on the student life section
• Have a deadline & Thanksgiving celebration!

DECEMBER – SPRING DELIVERY
• Report and photograph activities and events as they happen
• Meet deadlines and check materials according to the production schedule
• Focus on the club section, remaining sports spreads and final student life coverage
• Plan a book sales campaign and tie it in with the holidays; collect any outstanding balances due on the yearbook
• Plan a book sales campaign and tie it in with the holidays; yearbooks make great holiday gifts. Contact parents with opportunity to purchase a yearbook as a gift for their student
• Keep up with winter sports
• Have a deadline and Holiday party!

The post How to Develop a Monthly Yearbook Planning Calendar – 1st Half of School Year appeared first on Yearbook Life - Yearbook, School Yearbooks.

The concept behind this form is to make sure that everyone is keeping track of what is being photographed and when. As staffers begin to decide what is on every page of the yearbook, photos will ultimately need to be taken. This form will allow the staffer to request or record what is needed to complete the page. The goal should be that every layout should generate photo request forms. This could be counted as a quiz grade for staffers.

Survival Tip:
Review and Edit photos soon after they are taken. Delete any photos certain not to be considered for the yearbook. This makes best use of memory on your server or hard drive. Be critical of photographic quality, and eliminate photos you know will not print well.

Another tool to use in the grading process is the Page Layout Checklist. You should have one form for every page in your yearbook, along with a filing system to keep all materials. Staffers should complete this form throughout the production cycle, and it should be checked periodically by you.

Survival Tip:
Staff members will learn an excellent lesson in planning, organization, and execution, if  they participate with completion of the PAGE LAYOUT CHECKLIST.

An ideal tool to use for tracking sales progress is the Yearbook Sales Progress Form pictured below. The checklist should be kept up monthly by each student and submitted at the end of the month so you can review progress. This can be counted as a test grade.

Survival Tip:

The YEARBOOK SALES PROGRESS FORM is an excellent tool to assist in teaching sales management. A measurable progress form helps you motivate your sales staff. Run a competition for the sales staff to help build sales.

A perfect tool to use for measuring ad sales performance is the Ad Sales Progress Form pictured below. The checklist should be kept up monthly by each student and submitted at the end of the month so you can review progress. This can be counted as a test grade.

Survival Tip:
Consider coordinating your sales efforts with the staff teaching Business Courses at your school. School classes/organizations such as DECA and BPA may include yearbook sales for their year’s projects.

The post More Tips On Developing a Yearbook Grading System appeared first on Yearbook Life - Yearbook, School Yearbooks.

If you have a yearbook class, it will be important to assign grades to your students based upon their performance and participation in class, as well as how well they interact with others and complete tasks on time. It is also important to review your state’s requirements for what content needs to be taught within your yearbook class. Also check with your textbook publisher to see if additional material is available in teaching certain aspects of journalism within your yearbook class. A couple of great resources to consider are other yearbook advisers in the area, as well as professional associations like those below:

Columbia Scholastic Press Association (CSPA)
Columbia University
Mail Code 5711
2960 Broadway
New York, NY 10027-6902
212-854-9400
Fax: 212-854-9401
cspa@columbia.edu

http://web.columbia.edu/cu/cspa

Journalism Education Association (JEA)
103 Kedzie Hall
Manhattan, KS 66506-1505
866-532-5532
Fax: 785-532-5563

http://www.jea.org

National Scholastic Press Association (NSPA)
2221 University Ave. SE, Suite 121
Minneapolis, MN 55414
612-625-8335
Fax: 612-626-0720
info@studentpress.org

http://www.studentpress.org/nspa

Quill and Scroll Society (Q & S)
The University of Iowa
School of Journalism and Mass Comm
100 Adler Journalism Bldg.
Iowa City, IA 52242-1528
319-335-3457
Fax: 319-335-3989
quill-scroll@uiowa.edu

http://www.uiowa.edu/~quill-sc

When you have a class that is based upon performance, you need to develop grading processes that tie in to performance and planning. An ideal tool to use is a daily goals and objectives log, pictured below. The plan should be to have each student complete this form daily and submit it at the end of the week.

An ideal tool to use for grading students on the production of the yearbook is the Progress Checklist pictured below. The checklist should be kept up weekly by each student and submitted at the end of the week to review progress. This can be counted as a test grade.

Having an overall production progress checklist is important and can help you record grades as a team. Depending on how you develop your staff, you may implement a tracking sheet per section and require the section editors to keep track of the team and then report to you the team progress weekly. This can be counted as a test grade.

Survival Tip:
When you are working with a yearbook class that requires grades and assignments, you need to check with your district curriculum coordinator or dean of instruction to  determine if guidelines and materials exist for your class. Also, you need to make sure
what class you are scheduled to teach. Is it Journalism or is it Yearbook? Journalism classes require the coverage of all forms of journalism, including newspaper, broadcasting, radio, and more.

Survival Tip:
Giving grades based on performance can be tricky if no guidelines are in place. Make sure to review your grading procedures with your administration and counselors before implementing them so everyone is in agreement with processes and procedures. Once your procedures are approved, communicate these guidelines to parents and staffers so everyone will know how success will be measured.

Survival Tip:
Recognize students who successfully complete your class, and/or who receive an excellent  grade. A certificate is easy to create on your school printer, and will be appreciated by both student and parents. Recognition Awards can give your yearbook a high profile in student life.

The post Ideas for Developing a Yearbook Grading System appeared first on Yearbook Life - Yearbook, School Yearbooks.

The first element to understand before making any decisions related to ad sizes, guidelines and rates is that you must sell your yearbook page for at least two to three times your cost for the page. While this may sound basic, many staffs fail to follow this advice. You can figure out your average cost per page by taking your total overall quote provided by your publisher (per copy rate x # of copies) and dividing that by the number of pages you have in your yearbook. Although this is not a true representation of your cost, since your figure will not take into account your cover, endsheets, proofs, etc., it will provide you a starting point of what your cost is for an average page in your yearbook. Take that figure and multiply it by three to get your overall selling price for a full-page ad in your yearbook. Then consider some of the methods listed below for generating additional revenue for your yearbook.

1/8 • 1/4 • 1/2 • Full Page Layout

If each 1/8 page box is $25= $200/pg
If each 1/8 page box is $30= $240/pg
If each 1/8 page box is $35= $280/pg
If each 1/8 page box is $40= $320/pg
If each 1/8 page box is $45= $360/pg
If each 1/8 page box is $50= $400/pg

This method of advertising sales is ideal for selling business ads. Most schools like this method since there is a definite breakdown in advertisement sizes to an eighth of a page, a quarter of a page, a half page and a full page. All you need to do is collect a clean business card and 90% of the time you have their artwork ready for submission. Consider setting up  two different price scales: one for businesses and one for recognition ads for families. Make the business rate higher than that for families; consider lowering prices 20%–30%  for parents and students.

_______________________________________________________________

Offer Three Levels of Sponsorship

Gold – 15 sponsors x $200 = $3000
• free yearbook • special recognition

Silver – 15 sponsors x $150 = $2250
• ½ price yearbook • special recognition

Bronze – 15 sponsors x $100 = $1500
• special recognition

Consider the Patron & Booster Layout method of advertising if you want to raise money  without using too many pages in the yearbook. In this method, you sell levels of  Sponsorship that include progressively more benefits as a sponsor moves from a Bronze to Silver to a Gold level of sponsorship. Incentive ideas include such things as a free listing of  their level of sponsorship in the yearbook, or a school banner in the gym as well as free admission to basketball home games; special discounts to school functions; reduced priced copies of the yearbook, etc. Make sure there is a difference in benefits between the three  levels of sponsorship, and that you only have a limited number of sponsorships available for each level, so they are attractive to the purchaser. By using the figures at left, you can raise over $6,000 and use 1–2 pages in your yearbook!

______________________________________________________________

Advertisement Strips

16–20 strips on a page.
Strip consists of business name, contact information and possibly a business logo.

If each strip is $15 = $240-$300/pg
If each strip is $20 = $320-$400/pg
If each strip is $25 = $400-$500/pg
if each strip is $30 = $480-$600/pg
if each strip is $35 = $560-$700/pg

This method offers another alternative for raising more revenue without using too many pages in the yearbook. Strip advertising is very similar to traditional advertising with one exception: there is no definite size breakdown of spaces like half page or quarter page.  Instead, all strips run the same size for one set investment. Since the ad strip is very wide but not too tall, the best info to include is a business name, address, phone number, and a graphic if necessary. This uniform approach works well in most books—some schools even combine these strips with traditional ads.

Survival Tip:
Consider publishing your ad rates at a high price and then offer all buyers a special discount or coupon of savings with an expiration date.

Survival Tip:
Your goal to the public should be to sell as many small ads as possible along with a  yearbook. The goal should be increased coverage. Buyers who want a full page ad will tell you, but many students and parents may not have the funds for a full page. If you take a business card size ad and a yearbook and package it together, you may create an attractive package for a parent for under $100.

The post Tips for Determining Yearbook Ad Sizes, Guidelines and Rates appeared first on Yearbook Life - Yearbook, School Yearbooks.

If you wish to raise additional revenue for your yearbook, you may wish to consider offering advertisement space to businesses and recognition space to clubs and families. It is amazing the amount of revenue you can raise from one page in your yearbook. Many schools offer space to families, club sponsors, businesses, homeroom teachers, students, etc.

Developing an advertising program for your yearbook can be easy if you have a plan. The one key to remember about developing an advertisement program is that you must sell your yearbook page for at least two or three times your cost for the page. I know this may sound basic, but many staffs fail to follow this advice.

The first step in developing an advertising program is to identify your audience. You have seven distinct buyers: Local businesses, school vendors, families, students, club sponsors, teachers, and coaches. How you pursue each audience may be different. Here are some ideas to consider:

Local Businesses: These businesses are local businesses near the school or in the district. These businesses usually include insurance companies, banks or financial institutions, restaurants, real estate agents, mechanic shops, car dealers, and fast food establishments.

School Vendors: These businesses are on the school vendor list and do some sort of business with the school/district. Your purchasing office should have a list of contacts and their addresses.

Families: These buyers want to recognize their children for their accomplishments throughout their school years. Many photos will probably accompany their ad, as well as words of praise.

Students: These buyers want to recognize their friendships on campus. Many photos will probably accompany their ad, as well as words of celebration.

Club Sponsors: These buyers want to recognize their club officers or overall organization. Some photos will probably accompany the ad, as well as words of appreciation.

Teachers: These buyers want to recognize a fellow colleague’s retirement or accomplishments. Some photos will probably accompany the, ad as well as words of congratulations.

Coaches: These buyers want to recognize their teams or team captains for their accomplishments. Some photos will probably accompany the ad, as well as words of encouragement.

As you can see, you have quite a few audiences of buyers. As you develop a plan of communication, make sure to clearly state your offer to each buyer, and include a rate card for the cost of an advertisement and a yearbook. Consider developing a rate card/brochure for all prices, as well as three to five basic layout designs for all ads. This will help your buyers make a better decision. Also consider offering discount coupons with expiration dates to all buyers during your sales campaign. This may be the driving force to help some people purchase ad space. Remember, everyone loves a sale.

Survival Tip:
When you develop an ad program, you need to create a sales kit for all your staffers. This sales kit should include the following:

• Cover Letter
• Rate Card
• Deadline Chart
• Business Cards
• Yearbook Specs
• Last Year’s Book
• Sample Ads of All Types
• Sketch Pad
• Ad Guidelines
• Digital Guidelines
• Sales Brochure
• Agreement Form

Keep all these materials in a folder or soft-sided briefcase for use by staffers and have it refilled daily after use.

YearbookLife offers some yearbook marketing tools that can help you with your yearbook sales. Contact us for more information.

The post Tips for Developing a Yearbook Ad Program appeared first on Yearbook Life - Yearbook, School Yearbooks.

When developing a sales campaign, we recommend a goal of launching up to 3 sales campaigns for the year. Each campaign should have a pre planning stage, a sales time frame, and a closing stage. Please plan out your sales accordingly and have all the material needed. Here is a game plan most schools use.

3 WEEKS BEFORE yearbook sale date(s) — create and organize the announcements, posters and other materials needed to promote yearbook sales. Make sure you take advantage of any promotional materials provided by your yearbook publisher.

2 WEEKS BEFORE yearbook sale date(s) — hang up posters and begin “Creating
Excitement and Awareness” about the yearbook.

1 WEEK BEFORE yearbook sale date(s) — continue promoting yearbook sales
happening the next week. Send letters home and post info on school marquee. Have
announcements begin!

SALES WEEK — Have fun executing the sales activities you had planned and
taking orders!

1 WEEK AFTER SALES— all funds have been collected
and accounted for. Enter buyers’ names and payment amounts into
a tracking system or spreadsheet software so you know who
has purchased the book, and can use that list later on when
distributing books when they a bookkeeper or bank if you
have not done so already, to ensure that the yearbook funds
are secured.

CONSIDER THE FOLLOWING TIPS:

• Gradually increase the cost of the yearbook for each sale campaign.
• Create special packages for buyers that can include options such as name stamping or an ad space along with the price of a yearbook.
• Consider adding options to all your offering—this can increase sales!
• Develop a system to track and report sales, as well as balances due by buyers.
• Consider offering a payment plan for students who cannot afford to pay for a yearbook at
one time. Make sure you stress a nonrefundable deposit.
• Consider offering families with multiple children at your school a discount for a second or third yearbook.
• Tie in gift certificates/gift cards during the holidays.
• Consider using sales letters in both English and Spanish.
• Make sure to offer Parent or Senior Ads during some of the sale campaigns.
• Use your school website as a sales tool by posting prices and deadlines for sales.

Survival Tip:
Consider developing a sales brochure and order form you can leave in the front office for campus visitors to review. Many times parents come on campus to visit the nurse’s office, the attendance office, or the front office. These three places are great locations for  brochures so parents can learn about your yearbook sales campaign.

You may want to contact the feeder middle schools and elementary schools
to see if you can leave brochures on their campuses as well. Many times
classmates may have a younger sibling attending one of these schools. The
more exposure to parents, the better.

The post More Yearbook Marketing Tips appeared first on Yearbook Life - Yearbook, School Yearbooks.