School Yearbook Staff Monthly Calendar

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YearbookLife has developed a Monthly Calendar that lists the activities every yearbook staff should be doing each month as part of the yearbook printing and publishing process. This handy monthly calendar is a great guide for school yearbook staff to ensure the yearbook process is a great experience for all involved.

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School Yearbook Staff Monthly Calendar

  1. 1. Monthly Calendar What You Should Be Doing Every Month As A Yearbook Staff
  2. 2. AUGUST – Spring Delivery <ul><li>Launch advertising campaign, complete pre-design of ads & develop ad section </li></ul><ul><li>Finalize specifications for the book & set production schedule to meet publisher’s deadlines </li></ul><ul><li>Meet with publisher to evaluate costs </li></ul><ul><li>Meet with portrait photographer to secure dates for photo shoot </li></ul><ul><li>Polish & refine theme & section plans developed during the summer workshop </li></ul><ul><li>Plan a ladder and coverage ideas if workshop was not attended </li></ul><ul><li>Initiate back-to-school reporting & photography </li></ul><ul><li>Take inventory on all software & hardware for the year </li></ul><ul><li>Attend a fall workshop for ideas on planning </li></ul><ul><li>Review payment schedule for the yearbook to determine if any deposits need to be submitted be certain deadlines </li></ul><ul><li>Review all deadlines for yearbook, including cover, endsheets, pages, final counts, options, & more. Make sure schedule is posted with any adjustments you need to make for the staff due to holidays and testing. </li></ul><ul><li>Design layouts for each section to help photographers & allow for total coverage </li></ul>
  3. 3. SEPTEMBER – Spring Delivery <ul><li>Finalize staff organization & responsibilities </li></ul><ul><li>Set up & maintain complete sports files, & survey clubs to find out their activities </li></ul><ul><li>Assign coverage for all deadlines </li></ul><ul><li>Finalize the ladder </li></ul><ul><li>Report & photograph activities & events as they happen </li></ul><ul><li>Finalize theme use throughout the book. </li></ul><ul><li>Close advertising campaign sales & begin production work on the section </li></ul><ul><li>Follow through on portraits </li></ul><ul><li>Meet with publisher to evaluate costs. </li></ul><ul><li>Plan book sales campaign </li></ul><ul><li>Complete any billing & layout designs for any advertisers </li></ul><ul><li>Review interviewing techniques </li></ul><ul><li>Distribute book & keep notes on any problems (Fall Delivery) </li></ul><ul><li>Pay off any balance on yearbook bill (Fall Delivery) </li></ul>
  4. 4. OCTOBER – Spring Delivery <ul><li>Report & photograph activities & events as they happen </li></ul><ul><li>Meet deadlines according to the production schedule </li></ul><ul><li>Finalize the academics & student life spreads </li></ul><ul><li>Finalize portrait photography with make-ups completed this month </li></ul><ul><li>Complete theme including cover, endsheets, opening, closing, & dividers </li></ul><ul><li>Make sure each staffer knows the indexing process </li></ul><ul><li>Plan a book sales campaign </li></ul><ul><li>Read, correct, & return any incoming proofs within a week of receipt </li></ul>
  5. 5. NOVEMBER – Spring Delivery <ul><li>Report and photograph activities and events as they happen. </li></ul><ul><li>Meet deadlines & check materials according to the production schedule. </li></ul><ul><li>Read, correct, & return any incoming proofs within a week of receipt </li></ul><ul><li>Complete fall sports coverage and the people section. </li></ul><ul><li>Keep up with winter sports. </li></ul><ul><li>Plan a book sales campaign </li></ul><ul><li>Finalize plans for the club section & continue work on the student life section </li></ul><ul><li>Have a deadline & Thanksgiving celebration! </li></ul>
  6. 6. DECEMBER – Spring Delivery <ul><li>Read, correct, & return any incoming proofs within a week of receipt </li></ul><ul><li>Report and photograph activities and events as they happen. </li></ul><ul><li>Meet deadlines & check materials according to the production schedule. </li></ul><ul><li>Focus on the club section, remaining sports spreads & final student life coverage. </li></ul><ul><li>Plan a book sales campaign and tie it in with the holidays. Collect any outstanding balances due on the yearbook. </li></ul><ul><li>Determine if final counts are due to publisher for Spring books </li></ul><ul><li>Keep up with winter sports </li></ul><ul><li>Have a deadline & Christmas party! </li></ul>
  7. 7. JANUARY – Spring Delivery <ul><li>Read, correct, & return any incoming proofs within </li></ul><ul><li>Report and photograph activities and events as they </li></ul><ul><li>Meet deadlines & check materials according to the </li></ul><ul><li>Complete all spreads possible for the book, saving unpredictable last minute events </li></ul><ul><li>Double-check the progress of the index and make accurate. Polish and refine the index concept. </li></ul>
  8. 8. FEBRUARY – Spring Delivery <ul><li>Read, correct, & return any incoming proofs within a week of receipt </li></ul><ul><li>Report and photograph activities and events as they happen. </li></ul><ul><li>Meet deadlines according to the production schedule. </li></ul><ul><li>Have a deadline party </li></ul>
  9. 9. MARCH – Spring Delivery <ul><li>Complete final deadline. </li></ul><ul><li>Read, correct, & return any incoming proofs within a week of receipt </li></ul><ul><li>Begin compiling yearbook sales lists and planning a distribution event </li></ul><ul><li>Photograph spring activities so they can be covered in a supplement or in the following year’s book. (Focus on underclassmen.) </li></ul><ul><li>Start recruiting new prospects for next year’s staff. </li></ul>
  10. 10. APRIL – Spring Delivery <ul><li>Read, correct, & return any incoming proofs within a week of receipt </li></ul><ul><li>Continue coverage of spring activities </li></ul><ul><li>Update advertising billing for current volume </li></ul><ul><li>Finalize yearbook sales lists and distribution plans. </li></ul><ul><li>Design student-oriented advertising for prospects </li></ul><ul><li>Begin advertising sales campaign for next book </li></ul><ul><li>Prepare a reader survey which would get immediate student reaction to the book, and use as a tool for pre-planning the next book </li></ul><ul><li>Plan on attending a Summer Workshop for the new staff/next year. </li></ul>
  11. 11. MAY – Spring Delivery <ul><li>Read, correct, & return any incoming proofs within a week </li></ul><ul><li>Distribute books at celebration event & keep notes on any </li></ul><ul><li>Continue coverage of spring and end-of-school activities </li></ul><ul><li>Conduct and compile the results of the reader survey </li></ul><ul><li>Complete a staff self-analysis of the yearbook </li></ul><ul><li>Complete final billing of advertisers </li></ul><ul><li>Finalize portrait photography plans for next year </li></ul><ul><li>Finalize Summer Workshop plans for the new staff/next year. </li></ul><ul><li>Develop working specifications to use during the summer </li></ul><ul><li>Read incoming proofs. </li></ul><ul><li>Photograph summer activities so they can be covered adequately </li></ul><ul><li>following year’s book </li></ul><ul><li>Conduct an end-of-the year award banquet for the staff </li></ul>
  12. 12. JUNE/JULY – Spring Delivery <ul><li>Brainstorm coverage ideas with your staff for the new year </li></ul><ul><li>Make specification decisions pertaining to copies, pgs, etc. </li></ul><ul><li>Attend a summer workshop to develop theme and section plans, learn new techniques and polish existing skills. </li></ul><ul><li>Report and photograph summer activities unique to your students for next year’s book. </li></ul><ul><li>Finalize yearbook sales lists and distribution plans. (Fall) </li></ul><ul><li>Complete final deadline including last-minute coverage like spring sports, graduation, index (FALL DELIVERY ONLY) </li></ul><ul><li>Read, correct, & return any incoming proofs within a week of receipt (FALL DELIVERY ONLY) </li></ul><ul><li>July - SPRING DELIVERY </li></ul><ul><li>Launch advertising campaign & develop ad section </li></ul><ul><li>Follow up on portrait photography plans to make sure you get what you need. </li></ul><ul><li>Keep taking summer pictures </li></ul><ul><li>Read, correct, & return any proofs within a week of receipt </li></ul><ul><li>Develop a set of working specs to use for pre-planning. </li></ul>

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