April 4, 2024 / Yearbook Tips

Planning the Perfect Yearbook Distribution for Spring Deliveries

Written by Danielle Finch

Yearbook distribution is an exciting but busy time that requires careful planning. In our video training series, “Distribution Day: Plan to Get Your Book to Your Audience”, we break down the process of distribution day between spring and summer/fall delivery.  Kathy Beers, yearbook adviser at Timber Creek High School in Texas, shares her tried and true methods for distributing over 1,500 books in a single day for her spring delivery. 

Securing the Books 

One of the most important parts of planning yearbook distribution is ensuring the books arrive safely. When the delivery truck pulls up, you should have a clear plan for unloading and storing the boxes until distribution day. Here are some tips for securing and storing your yearbooks:

  • Work with your custodial department ahead of time to ensure the delivery area is clear. 
  • Have students on “truck watch” to call others out of class when the books arrive. 
  • Unload the boxes yourself so you know they remain untouched until distribution. 
  • Find a secure storage space, like a locked classroom, where only you can access the books before handing them out.

Creating Buyer Lists 

Weeks before distribution, start posting lists of students who pre-ordered a yearbook. Put the lists in a high-traffic area like your hallways or cafeteria. This eliminates confusion on distribution day and allows students to double-check they are on the list. Send reminder emails to parents with the distribution date and instructions to check the lists. Collect any outstanding payments so everyone is accounted for by the big day.

Organizing Distribution Station during Lunch 

On the morning of distribution, pull your yearbook staff from classes to help set up. Form stations with tables and boxes of books organized by grade or last name. Designate areas for extras, returned books and lost items. Have extension cords and supplies ready to go. Play music to create a festive atmosphere as excited students start arriving during lunch periods.

Using Apps to Simplify Your Process

Beer’s staff uses a ticket-scanning app called Ticketing.Events to efficiently distribute over 1,500 yearbooks. Before distribution, buyer email addresses are uploaded to the app. It sends unique QR codes to each student. On distribution day, yearbook staff download the app to scan tickets on their phones. Students hold up their tickets, which are scanned and marked as “entered” after pickup. The app keeps a live list of who has received their book. It streamlines the process while keeping it organized and fast-paced.

With planning and organization, your yearbook distribution day is sure to be a success enjoyed by your students and simplified for your building. Learn more about how to plan and effectively implement your spring distribution day in our training video series, “Distribution Day: Plan to Get Your Book to Your Audience”. 

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Danielle Finch

Danielle Finch is a former journalism adviser at Smithville High School and now works as a Digital Marketing Specialist for Walsworth. Danielle's passions lie in writing, managing web content and representing the needs of advisers.