Our risk-free buy back scheme!

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So on top of our awesomely low prices, we’re also introducing a risk-free buyback scheme – the first of its kind here in the UK!!! Around 50% of customers last year loved their books so much they wanted more copies, so we’ve introduced a better process for this moving forwards….

libraryBecause we work with a large industrial scale printers, ordering just a single book post-print can be super expensive (£80 in fact)!  And if you’ve ordered a premium book, we need a minimum of 8 additional orders to do a secondary print run. The new buy back scheme allows you to add 10% more books to your order at the checkout and confirmation stage. We’ll then add this cost to your final invoice so no upfront fees to worry about!

We trialed this scheme in 2016 and found that all the spare copies ordered were in fact sold to people who wished they had ordered a book once they saw the final product. It’s the case every year which is what compelled us to introduce this scheme in the first place. We’re pretty positive that after all of your hard work you will have requests for further prints but if you don’t need the spares, you can simply return them to us within a month of delivery and we’ll knock the cost off your final bill again- simple right 🙂 What’s more you can accept payments straight away and you can even set your own prices for the spares if you’d like to charge a little more for missing the original deadline or for school fundraising.

As this is new for 2017, do let us know if you have any questions at all about this process and our support team will be happy to help 🙂

the AYB team

Planning for your 2017 project!

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It’s never too early to start thinking about your 2017 project so if you’re eager to get started, please do get in touch! Whilst there are still a few  2016 projects still to print, we always have time to chat about your future plans and help you get a head start 🙂 Our new infopack will also be available shortly so you can pre-order your free copy here: allyearbooks.co.uk/infopack

We often have discounts available at the start of each academic year to help you make great savings so it’s worth getting in touch as soon as you have a new team in place!  We can also copy over layouts and designs from your 2016 project to your 2017 one too so you can save time as well as money. If you’ve just finalised your project and want to impart your wisdom to next years organiser, do also pass on our contact details and we’ll be happy to help.

the AYB team

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Lovely testimonials :)

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It has been a crazy few weeks in the office here as we get those final end of term projects off to print! Thank you to so many members and editors who have taken the time to give us lots of feedback on their experiences this year. We aim to make yearbooking as stress-free as possible and love hearing your ideas – you might have even seen your idea become a new feature already! As we approach the end of term, we’d love to hear from more of you about what you enjoyed (and what you didn’t) and we’ll use this to shape what’s on offer for future editors 🙂  Just fill out the short survey that will land in your inbox and you may also find yourself featured on our testimonials page 🙂

For those of you still working on your project, we’re still on hand for popular summer, results day and graduation day hand out plans! If you’ve not started your project yet, why not seize the day and get started here: allyearbooks.co.uk/start

Similarly, if you’re looking to get started on your 2017 project, come and say hello 🙂 It’s never too early to register your interest and we can get samples and information about our popular early-bird discounts over to you too!

the AYB team

Ordering enough books

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On seeing what a marvelous job you’ve done on your yearbook, many more people usually come forward and say they want to purchase a copy after the original print run. Whilst this is doable, extra copies do tend to be more expensive later down the line unless you get enough orders to meet the usual minimum print requirements of 20 copies. If you find your need fewer copies than this, these will be more expensive than the originals and if you only need 1 or 2 copies, this can be as much as £40 per book!

We work with big industrial-scale printers and turning these on costs a fair bit- that’s  why we set our minimum print run as 20 copies. Around 30% of the projects we print later require additional copies so we think it’s always best to over order by a few copies where possible. We often find that some parents want to purchase 2 copies for partners and grandparents for example and teachers and staff often come forward later asking if they can also get a copy. Be sure to open the sales to everybody you think may want to purchase a copy just in case!

So what happens if you do need more books later? As I mentioned, ordering just 1 or 2 is expensive so you don’t want to order a few, then find you need a few more and so on. Send out a letter or email to all to check if there is anybody else wanting to place an order as a collective order will probably save you some pennies! Prices for extra copies can be found on the books details and price area of your online book and are as follows:

– 1 copy = £80*

– 2-7 copies = £40/copy*

– 8-19 copies = original price + £4/copy

– 20+ copies = original price

… * please note that there is a minimum of 8 copies for extra PREMIUM books.

Once you know how many copies you wish to order, get in touch with your yearbook coordinator to let them know. They can then generate an invoice for the amount of books requested and get this sent over to you. Payment for additional copies will need to be made in full before the secondary print run is started. As with previous payments for the project, this will need to be made as one collective payment as we are unable to process individual payments for copies.

the AYB team

Proofing and print preparations!

Some of you editors may be nearing your print deadlines so I thought I’d send you a quick guide to proofing your final draft and what to expect when you’re ready to print 🙂 When you reach the stage where you think your book is ready to print, you’ll enter the final stage of production and it’s now a case of having a look over everything one more time.  We’ll also do the same from our side once you click the ‘request pre-print checks’ link at the top of your home screen.

So when it comes to proofing, there are a number of things you should be on the look out for. These are things such as image resolution warnings and text cut off warnings and more general things like legibility and header/footer text. To help you complete your proofing quickly and efficiently, we’ve put together this handy checklist of things to look out for.

Proofing Checklist

resourcesYou can find a copy of this checklist at any time by clicking the resources button which is found in the support box at the bottom of your yearbook screen.

So once you’ve requested your pre-print checks our team will then have one final look over your pages too. Another set of eyes over the project is never a bad thing and we can make you aware of any issues that may be problematic in print so you can adjust them. You’ll still be able to make changes to your book whilst this is being done so do make sure your queue yourself for pre-print checks in good time. We advise about 3 days before your print deadline so you have time to make adjustments if they are needed.

Once we have completed our checks, you’ll notice a new link at the top of the home area to review pre-print checks and send your book to print. As a reminder, your main editor AND your staff proof-reader will need to complete this process to ensure all parties agree the book is ready to print. This new link will take you to a new page on the system which allows you to review your final order details and submit for print 🙂

the AYB team

How computer set up effects your yearbook preview

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If you’ve used different computers throughout your project, you may have noticed a slight colour variation in your book depending on which computer you’re viewing it on. How you view the yearbook is affected by your monitor settings which results in this variation- things like your screens brightness, contrast and general calibration are constantly changing the way our eyes view data on screen so don’t be alarmed 🙂 Your colour palettes aren’t changing but we do recommend using one machine to complete your proof to avoid any confusion.

If there are a group of you working on the project, it’s best to get together and choose the colour palette together. If you’re all using different machines, what you deem the right colour might appear slightly off on your friends computer for example! Cue hours of discussion about the colour blue and no-one really wants that!

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As colour is so subjective, the best and most accurate way to colour match is to sample a colour you want to use and then use input the hex code straight into your colour palette for an exact match. If you’re unsure how to do this, do get in touch and we can help 🙂

the AYB team

Staff proof-readers and why they are needed

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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

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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 🙂

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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

Paying for your yearbooks

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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.

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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

More happy customers!

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It’s great to hear so much positive feedback from our lovely customers- it really makes our day and we’re so grateful to all of you for sharing your thoughts and ideas. Many of you who have finalised your books may have received our little survey and thank you so much to those of you who have taken the time to suggest new features and share your experience as a member/editor in 2014. We use all this feedback to help us develop our services and products for future years so we can make even more people happy!

For those of you still working away on your yearbook project, check out our last post on how to finalise your book. With the end of the academic year looming, make sure you visit your staff proof-reader to check they will available to proof-read over the summer. Your teachers look forward to their summer holiday too so don’t just presume they’ll be free to read the final draft at the drop of a hat- they might be sunning themselves on a beach somewhere with no access to your online project! Another tricky situation to avoid is the clash of payment schedules vs finance office hours. Your finance office will most likely close over the summer holiday so you will need to ensure you pass along any invoices due over the summer asap. These will need to be processed before the end of term!

If you’re worried about term dates and deadlines, do give us a call on 01223 503259. The same issues tend to crop up year after year so we’re happy to help out where we can 🙂