DREADED NECESSITY OR FUN YEAR-END CELEBRATION?

The choice is yours.

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 unif ies. 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.

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Looking for a way to make your HARD WORK on the

yearbook more visible to the entire school community?

Ever wish the yearbook arriving on campus was as IMPORTANT to the rest of the school as it is

exciting for your staff?

Want to plan the PERFECT end-of-the-year celebration for your school?

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 CELEBRATENow 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.

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LOCATIONIs 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:

TIMINGThere’s a wide range here as well. In some schools, distribution takes place immediately after classes end for the day. Some schools wait until after-school 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:

ENTERTAINMENTMusic 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:

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FOOD/SNACKSAgain, 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 SALEEven 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 there’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 CHARGESIf you don’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:

5

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 WWW.YEARBOOKS.BIZ > RESOURCES > MERCHANDISING > DISTRIBUTION DAY

DISTRIBUTION DAY MATERIALS

CUSTOM POSTERSUS $49 / CN $51.50 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.

SIGNAGE STATIONERY010-656 US $6.85 / CN $7.20Yearbook 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.

YEARBOOK DAY BALLOONS010-676 US $7 / CN $7.35Decorate 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.

6

6

BANNER010-672 US $35 / CN $36.75This 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.

PERFORATED POSTCARDS010-654 US $5 / CN $5.25The 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).

FLIER/LETTERHEAD010-655 US $7.50 / CN $7.90A 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.

STAFF T-SHIRTSUS $9.50 / CN $10.45S: 010-677, M: 010-678, L: 010-697,

XL: 010-698, 2XL: 010-798The 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.

WRISTBANDS010-659 US $10 / CN $10.50Use 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 FLAIR010-675 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.

STICKERS010-690 US $12.50 / CN $13.15Another 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.

SIGNING PENS010-674 US $23.50 / CN $24.70You 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.

AUTOGRAPH SUPPLEMENTSYou 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 YEARBOOKIf 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.

OPTION 1

Hello, it’s

and

from the

yearbook staff. The yearbooks will be here before you know it and

we think you’re really going to love it. Because we know that getting as many messages from

friends as possible in your yearbook makes it even more meaningful, we’re hosting a yearbook

distribution party in the

on at

. It’s just

$ for admission and for that low, low price, you’ll get a pen, a soda and

music-fi lled hours with your friends. What a great way to have your book fi lled with signatures!

Students unable to attend can pick up their books in

beginning at

on

. Don’t miss out on this end-of-the-year

event!

OPTION 2

The

yearbook staff presents an end-of-the-year extravaganza for

everyone who wants to reminisce about the year, get their yearbook signed and hang out

with friends.

, from -

we’ll gather in the

. Admission, just $, includes

,

and

. Those who are unable to attend will

receive their books beginning at

on

in

. Be there!

ADDITIONAL INFO

Students owing library fi nes or any other fees will not be allowed to pick up their yearbooks

at

’s distribution party UNTIL THEIR FEES ARE CLEARED. Please

take care of your fees immediately. Yearbook distribution begins on

at in the

. All students are invited to attend

School’s fi rst-ever signing party. For just $ , you’ll receive

,

,

AND you’ll be

among the fi rst to receive your

. Don’t miss out!

Did you buy a yearbook this year? YES NO How many yearbooks do you personally own? Are you planning to buy a yearbook next school year? YES NO UNDECIDED

Why is that?

How important is each of these to you in a yearbook? (Check one)Cover design

Not Very Important Very Important

Equal coverage of all students Not Very Important

Very Important

Pictures of me Not Very Important

Very Important

Pictures of my friends Not Very Important

Very Important

Sports coverage Not Very Important

Very Important

Coverage of my class/grade Not Very Important

Very Important

Coverage of dances/special events Not Very Important

Very Important

Clubs/organizations coverage Not Very Important

Very Important

Coverage of activities outside of school Not Very Important

Very Important

The number of color pages Not Very Important

Very Important

Autograph space Not Very Important

Very Important

Price of the book Not Very Important

Very ImportantWhat grade would you give this year’s yearbook on each of these things? (Circle one) The yearbook overall

A B

C D

F

Equal coverage of all students A

B C

D F

Pictures of me A

B C

D F

Pictures of my friends A

B C

D F

Coverage of my class/grade A

B C

D F

Coverage of sports A

B C

D F

Coverage of school-related clubs/organizations A B

C D

F

Coverage of activities outside of school A B

C D

F

Coverage of dances and special events A B

C D

F

The number of pages printed in color A

B C

D F

Autograph space A

B C

D F

The price of the book A

B C

D F

Which of the sections within the book is your favorite?

Which of the sections in the book is your least favorite?

Why is this your least favorite? How can it be improved?

How would you prefer to have your yearbook delivered? Delivery event/signing party at school Handed out before or after school

If you could send any message to the staff on how to improve the yearbook, what would it be?

Grade:

Gender: Male Female

Please return this questionnaire to

.

THANK YOU for purchasing a copy of the High School yearbook. The yearbook staff

hopes you enjoy this year’s edition. We are very proud to present this book to you.A QUICK EXPLANATIONThis year’s theme is

. (Brief theme explanation follows or you can leave this entire section out.)A FEW FINAL THOUGHTSWRITE YOUR NAME IN YOUR BOOK!As soon as you receive your copy, please write your name in the book in at least TWO locations. While we are always saddened when

books are lost or stolen, it is impossible to replace them for free so it is important to label your book. A replacement book, if any are

available, can be purchased on a fi rst-come, fi rst-served basis.MISTAKES, TYPOS AND OMISSIONS...Yearbook is the only class at this school where all assignments and homework are published in a book for all to see. Believe us, we

have already seen the mistakes and we are sick about them. However, at this point there is nothing we can do about them. We strive

to produce the best quality book for everyone. Please do not come by the yearbook room and point them out. Consider some other

student activities: would you go to an athlete and tell him or her that they ruined a game because of a mistake they made? Would

you go to a new mother and criticize how her baby looked? Of course not. This book is our baby and the staff has worked long hours

beginning last spring trying to make it the best yearbook ever.If you love the book, make sure you tell a staff member! Better yet, join the yearbook staff and be part of this fantastic and fun class.

Again, we hope you enjoy the book and cherish it for a lifetime!

THANK YOU for purchasing a copy of the High School yearbook. The yearbook staff

hopes you enjoy this year’s edition. We are very proud to present this book to you.A QUICK EXPLANATIONThis year’s theme is

. (Brief theme explanation follows or you can leave this entire section out.)A FEW FINAL THOUGHTSWRITE YOUR NAME IN YOUR BOOK!As soon as you receive your copy, please write your name in the book in at least TWO locations. While we are always saddened when

books are lost or stolen, it is impossible to replace them for free so it is important to label your book. A replacement book, if any are

available, can be purchased on a fi rst-come, fi rst-served basis.MISTAKES, TYPOS AND OMISSIONS...Yearbook is the only class at this school where all assignments and homework are published in a book for all to see. Believe us, we

have already seen the mistakes and we are sick about them. However, at this point there is nothing we can do about them. We strive

to produce the best quality book for everyone. Please do not come by the yearbook room and point them out. Consider some other

student activities: would you go to an athlete and tell him or her that they ruined a game because of a mistake they made? Would

you go to a new mother and criticize how her baby looked? Of course not. This book is our baby and the staff has worked long hours

beginning last spring trying to make it the best yearbook ever.If you love the book, make sure you tell a staff member! Better yet, join the yearbook staff and be part of this fantastic and fun class.

Again, we hope you enjoy the book and cherish it for a lifetime!

friendships

T-SHIRT BACK

7

ADDITIONAL PROMOTIONAL AIDS AVAILABLE FOR DOWNLOAD AT WWW.YEARBOOKS.BIZ > RESOURCES > MERCHANDISING > DISTRIBUTION DAYTemplate for Perforated PostcardsTemplates for Flier/LetterheadTemplate for Signage StationeryVisual for school TV news announcementsScripts for school loudspeaker announcements

Scripts for autodialer messagesSlideshow backgroundDisclaimer template (“Inspect it before you write in it.”)Readership survey

Check enclosed

TO ORDER BY PHONE/FAXMarketing Department7:30 a.m. – 4:30 p.m. ESTCall 1.877.734.3733Fax 1.704.849.4440

TO ORDER BY MAILHerff Jones Marketing9525 Monroe RoadSuite 150Charlotte, NC 28270

TO ORDER BY EMAILyrbkmkt@herffjones.com

SCHOOL NAME

ADVISER’S NAME

SCHOOL STREET ADDRESS

CITY, STATE/PROVINCE, ZIP/POSTAL

PHONE NUMBER ( ) JOB NUMBER

HJ YEARBOOK REPRESENTATIVE

QTY

METHOD OF PAYMENT

SHIPPING CHARGES

SHIPPING CHARGES (See Chart)

TOTAL

ITEM NUMBER ITEM DESCRIPTION UNIT PRICE TOTAL PRICE

Add charges to yearbook invoice

ORDER TOTAL US CN

$0.00 - $50.00 $6.95 $14.10

$50.01 - $100.00 $7.95 $15.35

$100.01 - $150.00 $8.95 $19.15

$150.01 - $200.00 $9.95 $23.40

$200.01 + $11.95 $24.80

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