Making Primary yearbooks :)

openBookgPrimary yearbooks are becoming more and more popular each year and we love helping parents make beautiful books to celebrate their childrens first few years at school! Not only do we offer competitive pricing and speedy delivery but we also provide full support throughout the project. We don’t lead you into the wilderness and let you fend for yourself; on starting your book you’ll be appointed a dedicated yearbook coordinator and the assistance of our fabulous design team.

This year we’ve made a few different options available to parents looking to make a yearbook including our offline USB option for the complete technophobes out there! With AllYearbooks on hand to help, we can take your ideas to reality in the most pain-free, schedule pleasing way!

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For those of you with concerns over security and safety of information, please rest assured we take this matter very seriously. All users need a password to access their book and we actively monitor for hackers. We back up data to our offices daily and encrypt off-site backups. We’re also registered under the Data Protection Act 1998.

primaryInfobooks

If you’ve not already had one, why not request a copy of our primary info book to help you get started. It’s packed with helpful info about our yearbook options, pricing, and planning tools to keep you on track 🙂 You’ll also receive a copy of our awesome hardcopy sample yearbook to give you loads of ideas about what to include and how to present your favourite photos and memories. Request your copy here!

the AYB team

Staff proof-readers and why they are needed

Make Art Not War

This is a little post for all you yearbook editors who are confused about staff proof-readers and what their role in the yearbook is. You’ve probably spotted them mentioned on your To-do checklists or you might have been discussing this with your yearbook coordinator 🙂

A yearbook is a great way to celebrate the greatness of your year group and we hate to hear of people spoiling that experience for others with hurtful (intentional or otherwise) comments. A staff proof-reader can help you read over the final content of the book before it is printed to ensure everything in it is suitable. As a representative of the school, they will also be able to confirm they are happy with how the schools branding has been used and give final sign off to print.

If you plan to use your school name, logos or imagery, you will need to get a member of staff to confirm they will either:

A)  proof-read the yearbook on behalf of the school

OR

B) authorise you or another student editor  to approve the content on behalf of the school

Failure to provide these details can result in delays to your print and delivery dates so it’s best to let us know who will do this for you as soon as you can.  We can ensure they have everything they need for when the time comes to print 🙂 Rest assured your project won’t be taken away from you and you can let us know who will do this via chat, email or phone. All we need from you is the name of the staff member you are nominating and their contact email (preferably their school email address for ease).

Remember teachers have lives too so telling us who your staff proof-reader is on the day of your print deadline will not be helpful. They will need time to proof-read and get online so it’s best to ensure they have access to do this at least a week before your print deadline just in case they suggest any changes.

If your print deadline falls over a school holiday, it is your editing team’s responsibility to check the staff proof-reader will be available to review the final draft during this time. They will need to log in to the book to click a confirmation button and if we cannot reach them, your project will be delayed!

If you’re set on making your book completely separate from school, you will need to create what we would can an unaffiliated yearbook. Click here for more info about this process

the AYB team

Free Download: 2016 Wall Calendar

Calendar-02s

Hi everyone, loving the latest blog posts? We spend a lot of time preparing resources for editing teams to help your projects run smoothly. We know there is a lot of stuff going on in the final year at school or uni so hopefully our downloadable resources are proving helpful! For those of you who haven’t check them out yet just hit the resources button which you’ll find when you click support in the bottom right corner of your yearbook screen. Our 2016 wall calendar is particularly great for scribbling key dates on and marking school holidays etc in your yearbook meetings 🙂

resources

If you’re ready to launch your project, or just want to refresh everyone’s mind, you’ll also find a helpful assembly presentation template here too alongside promotional posters and more! Check it out at allyearbooks.co.uk/resources

the AYB team

Exclusive discounts available for Year 13 projects!

March Madness Discounts! (1)

Great news for Year 13 groups! We’ve got 100 special 10% discount codes to giveaway to year 13 groups at the moment so be sure to send in your deposits quickly to bag one for your year! There are a limited number of these deals available so they will be rewarded to teams on a first-come, first-served basis. Payments must be received before Easter (24/03/16) so pass your proforma invoices to your finance team as quickly as possible to be in with a chance to win!!

If you have any questions, or need a copy of your invoice sent over, do get in touch with your yearbook coordinator and they’ll be happy to help 🙂

the AYB team

Paying for your yearbooks

MONEY

So to continue on from yesterdays fundraising post,  today I’m talking invoicing and money matters. For many editors, this is the first BIG project you’ve tackled outside of school and organising a yearbook project involves collecting payments from people, processing them and paying for your yearbook company.

Paying for your project is a vital part of the process and can result in delays if invoices are not passed along to whoever is paying the bill. If that’s school, be sure to take the invoice to your finance team and they will organise from there. You won’t need to confirm your exact order details before you can generate the proforma invoice and you’ll still be able to make adjustments to the number of copies and pages you need after you’ve paid your deposit for example.  The proforma invoice you generate from your invoices and payments area will look like this one:

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To keep you on track, our payment structure is outlined at the bottom of your invoice and will let your finance team know what is payable and when. Depending on how far along in your process you are, the amount now due box will flag what you need to pay at this stage. You’ll also see a log of any payments made to date and what will be left to pay following delivery.  Please note there is no VAT to add to your invoice as printed books are exempt 

If you are handling the finance side of your project as an individual, you will need to pay in full before we can make a start on the printing of your books. We know once you’ve left school, you just want to enjoy the summer so you don’t want us calling about outstanding payments and bothering you! In instances where you are handling the payments, you will need to add your own details to the billing address to ensure your invoices tally up with your plans.

Capture

Throughout your project, you can find the proforma invoice for your project and organise payments via the invoices and payments button in the set up menu. Once you’ve made a payment the proforma invoice will also have secondary pages to the download which are the receipts for the payments received so far 🙂

By far easiest and quickest way to send your payment is to pay by card via this area or at allyearbooks.co.uk/pay but you can also send a cheque or organise a bank transfer. Due to the sheer number of books we produce each year, we’re unable to process individual payments from members for their books so we’ll need your finance team to make a collective payment which covers everybody. If for any reason, your quantities change drastically and you find you’ve overpaid, we will of course refund the difference back to your team.

If you are paying by bank transfer or cheque, please ensure we can track this back to your school! You’d be amazed at how many people send money without letting us know which school/project it’s actually for! When you organise a bank transfer, just add your customer number (shown on the proforma) as your reference. If you’re sending a cheque, write your customer number on the reverse of the cheque and we can easily match it up with your account 🙂 Do note that these methods of payment can take about a week to reach us so please plan ahead accordingly to avoid delays

If you have any questions at all about the finance side of your project do get in touch with your yearbook coordinator and they’ll be more than happy to assist you 🙂 Similarly if your finance team have any questions, you can pass along our contact details and we’d love to chat with them!

the AYB team

Fundraising ideas

bakesale

Financing your project can take many forms and you can host all sorts of events in school to help fundraise for your yearbooks. The infamous school bake sale has to be one of the most common fundraising tools but you could also hold a sponsored silence or walk, dress up days (with school permission of course) or put on a talent show and charge admission fees. What ever you choose, make sure your event/activity is well publicised by putting up posters around school or in common rooms.

If you bake 50 cupcakes and sell them for £2.00 each you’ve covered your deposit already- it’s that simple! If you need further tips, have a look online for school fundraising ideas or have a go at one of these:

  1. Host a penny drive – collect unwanted small change in the common areas of your school and cafeteria to go towards the yearbook fund. You’ll be surprised at just how much you can raise this way over a few weeks!
  2. Go big or go home– with the permission of your school, turn your playground into one giant poster using coloured chalks. It can all be washed away easily so it’s best to plan this when you know there’s good weather coming!
  3. Create an ad– There are some rather epic and hilarious Youtube videos out there created by students looking to promote their yearbooks. With a little help from your teachers, you can easily create a brilliant advert for your project which can be played in assembly and set the tone for your book.
  4. Let people know they are in the book! It’s all well and good asking people for cash but they’ve not seen the finished product like you have and they want to feel confident that making the purchase is worth while. By letting people know they are in the book, and how many times, they’ll be more likely to buy!
  5. Add reminders… everywhere! Put up posters, add notes to tutor time registers, create door hangers and shout it from the rooftops (not literally of course!). You can also set up a facebook page to post reminders to and get people chatting generally. For more info on how to do this, have a read of this tutorial we made a little while ago 🙂

the AYB team

Using your infobooks to plan your project

pack

Hey everybody 🙂 I hope January hasn’t been too stressful for you what with mock exams going on! Today I wanted to briefly chat about making the most of your infobooks as you create your yearbooks as these little paperbacks are the hero of your sample pack! Containing info relating to budgeting, fundraising, photography and how to choose the perfect layouts etc, they should be your go-to-guide at the start of your yearbook meetings.

We want you to feel calm and in control throughout your yearbook project so do make use of the handy note sections in the guide to record important ideas, key dates and to-do plans. If you’re a super busy bunch, you might also like to download our free printable wall calendar from the resources area – scribble your print deadlines down and also make a note of school holidays and other commitments that might affect how much time you have to yearbook.

A crucial page for you pay attention to is the ‘Things we’ll need from you’ page on page 32. To help your project run smoothly, it’s important that we can contact you, your finance team and your staff proof-reader. We won’t harass you I promise but it’s important that we can let you know of potential print problems, chase outstanding invoices for you and follow up on that all important final sign off on the project.  If you fail to provide these details in advance of your print deadline, this could affect when you get your book to print and have a knock-on effect on your delivery date!

As you continue on with your project, you might find you have spare pages left over and this is where our hardback sample really steps back into the foreground. We’ve made loads of different page types for you this year so you can see what’s possible on our amazing online system. What’s more, I’ll be adding even more ideas to this blog and our Facebook, Twitter and Pinterest accounts throughout the year so do keep an eye out for bonus content!

If you ever have any questions regarding your project, or if you’d like to know how to make any of the pages shown in the sample book, just give us a shout. You can reach us by phone, email, instant chat and now via Whatsapp too 😀