School Yearbook Calendar & Checklist

A school yearbook calendar and checklist are vital for organizing tasks, meeting deadlines, and ensuring a high-quality final product. They help streamline the production process, promote team accountability, and align yearbook creation with key school events. By breaking the project into manageable steps, these tools reduce stress, allow time for revisions, and adapt to unexpected challenges, ensuring the yearbook is delivered on time and meets expectations.

Before School Starts: Essential Yearbook Preparation

1. Organize a Kickoff Meeting:

• Collaborate with staff to:

• Choose or design the yearbook cover.

• Customize and design the endsheets.

• Set up the ladder 

2. Administrative Preparation:

• Prepare press passes for staff members so administration, teachers, and students recognize them when they are on assignment outside the classroom.

3. Equipment Check:

• Inventory all necessary equipment:

• Cameras

• Memory cards

• Printer toner cartridges

4. Software Setup:

• Log in to Creator Studio and review the latest yearbook templates.

• Verify your deadline date. Remember you will receive your book 15 business days after you place your order.

August/September: Yearbook Team Kickoff

1. Team Building & Setup:

• Engage in team-building activities to strengthen collaboration. Host a meeting to introduce them to their roles, responsibilities, and the overall vision for the yearbook. This is also a good time to review deadlines and set expectations.

• Download the Welcome Kit on www.PicabooYearbooks.com

• If you’d like a physical kit, reach out to your account manager.

• Finalize the ladder (if not already done).

• Assign specific roles and pages to students.

2. Conduct Training:

• If you have new staff members or students who are new to yearbook production, provide training on the tools and processes they’ll be using. Visit our Knowledge Base for helpful videos and training guides.

3. Create a Content Plan:

• Outline the content categories and types of pages you want to include, such as senior quotes, school events, and class superlatives. This helps in organizing content and ensuring all aspects of school life are covered.

• Review the school calendar:

• Identify key events to cover and create your own calendar.

4. Start the Photography Process:

• Begin scheduling and organizing school-wide photo sessions, including individual student portraits, club photos, and sports events. Ensure you have a system for collecting and organizing these photos. Click here to read our blog on Photography Techniques for Your Yearbook

• Take LOTS of photos and upload them to the Photos Tab.

• Send out the Contribute Photos Link to teachers and families.

• Reach out to the school photographer. Make sure they know how to create your portrait in PSPA format.

5. Yearbook Sales & Promotion:

• Conduct a yearbook advertising push

• Turn your Parent Storefront in Creator Studio.

• Sell business and personal ads.

• Sell your yearbook during registration and Back to School night.

• Enter all in-school yearbook sales into the Parent Storefront.

• Download sales flyers, posters and yard signs to promote your yearbook.

6. Plan for National Yearbook Week:

• The first full week of October marks National Yearbook Week, a special time to celebrate the creativity, dedication, and hard work behind every school yearbook. Visit our website for inspiration.

October

1. Photography:

• Organize photo shoots for sports teams, clubs, and events happening in the fall. Ensure there’s coverage for major happenings, like homecoming.

• Double-check to make sure all of the fall activities have been captured in the book.

• Contact the school photographer to confirm the date the student portraits will be available and to see if they have any photos they would like to contribute to the yearbook.

2. Staff Training:

• If you have a team of students, consider organizing training sessions on photography, writing, and design software.

• Make sure assigned pages have been completed and edited.

3. Collecting Memories: 

• Encourage students to submit their favorite memories or photos from the early part of the school year.

• Send out the Contributed Photos link to key teachers and families to get more photos.

4. Theme Development

• Finalize the yearbook theme and ensure it aligns with the school's spirit and culture. Start brainstorming ideas for layouts and sections. Click here if you are looking for ideas.

November

1. Content Planning and Deadlines:

• Review the yearbook's timeline.

• It's a good time to remind students about upcoming deadlines and help them brainstorm ideas for spreads or features.

2. Theme Development and Design:

• If the yearbook has a specific theme, advisors should work with the design team to finalize the layout and graphics.

• Select fonts, colors, and design elements that align with the chosen theme.

3. Fundraising and Budget Management: 

• Assess the yearbook’s budget and explore additional fundraising opportunities. November is often a good time for holiday-themed promotions or events that can help raise money for the yearbook.

4. Yearbook Sales

• Audit your yearbook sales. This is a great time to promote your yearbook for holiday sales.

December

1. Team Building

• The holiday season is a great time for team bonding during the holiday season with your staff and yearbook friends. Make time for a game night and enjoy time of fellowship. 

2. Upload Your Student Portraits

• This is a great time to double-check your PSPA files. 

• Make sure the students' names are spelled correctly and they are in the correct grade or class.

 3. Proof

• Proofing the book as it is being designed will take pressure off of some of the spring activities.

January

1. Start Layout Design:

• Begin designing the pages with the chosen theme and aesthetic in mind.

• Focus on creating visually appealing layouts while leaving room for last-minute updates or content additions.

 2. Write Captions and Headlines:

• Create engaging captions and headlines that highlight the stories and moments featured in the photos.

• Ensure they add meaningful context and bring the images to life.

3. Monitor Progress:

• Continuously check the progress of each section to ensure the project stays on schedule.

• Identify and resolve any delays or obstacles to keep the work flowing smoothly.

February

1. Photography

• Organize photo shoots for sports teams, clubs, and events happening in the winter. Ensure there’s coverage for major happenings, like winter formals.

• Double-check to make sure all of the winter activities have been captured in the book.

• Reach out to the school photographer to see if they have any photos they have any photos they would like to contribute to the yearbook.

2. Yearbook Sales & Promotion:

• Conduct a final “Last Chance” yearbook advertising push.

• Send out email reminders to students and families, include in school newsletters and post on social media sites. 

• Finalize business and personal ads.

• Enter all in-school yearbook sales into the Parent Storefront.

March

1. Check Your Dates

• Check the school calendar for date changes.

• Double-check to see if any dates have changed. Graduation, Last Day of School. 

• Confirm your submission date and the date you would like to have your books delivered.

2. Proof Portrait Pages

• Send each teacher an email or a printed copy of their class's portrait page, asking them to confirm correct spelling and verify that no students or teachers have been accidentally omitted.

3. Plan Your Yearbook Distribution

• Arrange for yearbooks to be distributed to students, either by hosting a special event such as a yearbook signing party or by setting up a designated distribution day. Start planning early to reserve any facilities.

 4. Discuss Payment

• Most schools pay by credit card at the time of checkout. If your school needs to pay by Purchase Order, reach out to your Customer Account Representative to discuss payment terms.

April

1. Continue Taking TONS of Photos

• Make sure you have taken as many photos as you can. Try to represent all students, activities and organizations in your book. 

• Make sure your images are high resolution so that they will print clearly in the yearbook.

2. Finalize Your Yearbook Sales:

• Send a last-minute “Yearbooks are on Sale” reminder home to your families and students.

3. Review for Errors and Consistency:

• Thoroughly check for spelling and grammar mistakes, as well as any design inconsistencies. Having multiple people review the content is highly recommended to ensure all errors are caught.

4. Final Approvals:

• Submit the near-final draft to keyplayer, such as school administrators, for review and approval. Incorporate any necessary adjustments based on their feedback to ensure alignment with expectations.

May

1. Order Your Yearbook

• Order your yearbook by the due date in Creator Studio.  Once your order has been placed into production you will receive your books in 15 business days.

2. Have Your Yearbook Distribution Party

• Celebrate with your yearbook team and the entire student body. Take photos and share your success on social media sites, school websites, and with Picaboo Yearbooks.

3. Renew for the Next School Year

• Lock-in your pricing early. This is the best time to save your school and parents some money. Reach out to your Customer Account Representative and discuss your yearbooks options for the upcoming school year.

4. Begin Recruiting and Training Next Year’s Yearbook Staff

5. Enter the Yearbook Hall of Fame

• Show off your team’s work by entering your yearbook into the Hall of Fame yearbook contest. See last year’s winners here.

6. Turn On Your Direct Ship Ordering In Your Parent Storefront.

• This will allow any families who forgot to order to purchase and ship directly to their homes. 

7. Celebrate & Enjoy Your Summer!