SCHOOL YEARBOOKS PLAN. CREATE. PRINT.

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1 The Ultimate Guide to SCHOOL YEARBOOKS A complete guide to planning and creating your yearbook PLAN. CREATE. PRINT.

2 Dear Yearbook Planner We know how hard producing a yearbook can be. That s why we have developed this comprehensive booklet to make the process easier. This guide walks you through the entire process of creating a yearbook from planning, to creating, to printing. To help you plan the contents of your yearbook, we ve included a number of guides, checklists, and frameworks. Our experienced designers have created countless yearbooks and share their secrets and top tips throughout the guide. Our experience and processes make it as simple as it gets and our friendly team is always on hand to give advice where needed. The Emroy Team 2 Need advice? Call us on

3 Quick Tips Organise your team Who is going to be involved, and what will they do? This is the very first question you must answer. How you structure your team depends on your school. For example, a large school with lots of students will need a larger team than a smaller school will, to cover everyone. We recommend splitting up the team into smaller, specialised groups. These groups should be defined by the task (i.e. proofing, photography, design) rather than by section. This will promote consistency and allow team members to contribute holistically to the entire yearbook instead of being confined to single sections. However, it is important that each department has someone who will proof the content prior to it being submitted to the yearbook team to ensure specific details such as names and photo captions are accurate. Managing deadlines Our experience with school yearbooks tells us that the single most important consideration is deadline management. But it doesn t need to be so daunting! Effective deadline management actually involves a large number of small, reachable deadlines instead of one major deadline (i.e. the final print deadline). Small and frequent deadlines improve motivation and result in less stress for everyone involved. Be realistic and allow extra time for delays on page 4 we have included a guide to plan the major deadlines. It is generally best to work backwards from the delivery date. Be sure to allow plenty of time for revisions because this is normally the lengthiest part of the process. HINT: Have handy a school calendar of events to avoid when planning deadlines. This prevents deadlines coinciding with busy periods or during holidays. The role of the Yearbook Planner The Yearbook Planner is the coordinator of the entire project. He or she may or may not engage in actual content creation, but rather act as overseer of the project. The Yearbook Planner should consult with the yearbook team, but is ultimately responsible to make decisions such as team composition, who is responsible for what, and when deadlines must be met. A critical skill in this role is the ability to delegate tasks to other members in the team do not make the mistake of completing the majority of the work yourself as this will only result in delays and undue stress for everyone involved. Plan ahead what is on every page You will need to develop a page ladder that shows what is on every page of the yearbook. This will assist with the following: 4 Determining how many pages to allow each department/section (use last year s yearbook as a guideline) 4 Organising the sequence of your sections 4 Providing a checklist to ensure you haven t missed a section during proofing or [email protected] 3

4 Project Information Main Editor(s) IMPORTANT DEADLINES Proof Reader(s) Designer(s) Final Approval All Content Design First Proof Final Approval Print Deadline Delivery Date Due Date Approved By ü Book Specifications Design Budget $ Print Budget $ Cost Per Book $ Total Page Count Quantity Sale Price $ Need Advice? Contact Emroy s yearbook specialist Cover Stock Budget 350gsm Machine Varnish Standard 350gsm Matt/Gloss Cello Premium 420gsm Matt Cello [email protected] Internal Pages Budget 100gsm Laserbond Standard 150gsm Artpaper Premium 170gsm Artpaper Extra Cover Options Foiling (Metalic foil feature) Spot UV Gloss (High gloss feature) A3 Fold Outs (Cover fold out page) Hard Cover (Leather/ material) Notes: 4 Need advice? Call us on

5 Section(s) Planning Guide Typical Sections Department/Section Assigned to Draft Received Final Received Principal s Report Deputy Principal Religion Staff English Humanities Languages Library Mathamatics Performing Arts Visual Arts Physical Education Sport Student Leadership Counsellor Swimming Carnival Athletics Carnival Productions Assemblies Band Sport Houses House Leaders Student Leaders Year 7 Year 8 Year 9 Year 10 Year 11 Year 12 Graduation Awards If you need more space, you can download this template from our website or [email protected] 5

6 Spread /Section Checklist Yearbook Example 4 Good use of grid 4 Strong theme 4 Consistent layout Follow this checklist to ensure the content being submitted is design- ready. Are all pictures high quality (clear and focused)? Do all photos have clear captions and people are identified? Does headline match font requirements? If a story is on layout, is it well written and free of mistakes? Has the text been proofread by someone else? Do you have permission to use the supplied photos? Do the photos and text fit within your allocated page space? Have you provided an overall description of your department rather than focusing on a single event? (if applicable) 6 Need advice? Call us on

7 Final Proofing Checklist Design/Layout Does design reflect the overall theme for the year and is it consistent with brand guidelines? Are images relevant, well-planned, consistent and used for a purpose other than decoration? Check the page numbers are consecutive and match up with the contents page. Does every spread have a centre of visual interest, probably a dominant photo that is at least twice as large as other photos on the page? Do designs incorporate column layout to make it easy for the viewer to flow through the page? If not, is the design clear and easy for the viewer to use? Are all the fonts consistent with the style guide? Check all the titles, subtitles and body text area for consistency of width, size leading and typeface. Has all blank space been kept to the outside edges of the page or been incorporated to create consistency? Is there blank space used consistently in each section? Is inner space consistent between sections? Are all the elements within the defined margins? Does picture/copy placement vary from spread to spread? Is the body type in black and white everywhere possible? Is type kept out of the gutter (i.e. 15mm on each side of the fold)? Does every spread contain a combination of horizontal and vertical photographs? Are all photos kept consistent colour-wise? Avoid mixing colour photos with black and white photos. Is chunking used to group information and allow for white space, so that the page avoids becoming cluttered and busy? Pre-Print Checklist Is your artwork set up correctly (A4, Facing Pages on, 15mm margins, 3mm bleed, text not outlined)? Package your file by going to to File > Package. This brings together all of the linked fonts and images. If any links are missing (indicated by a yellow triangle), relink them. This is only relevant if you are using Adobe InDesign. If you have not designed your yearbook using InDesign, have you supplied us with your images, fonts and any other links that may not be embedded in the PDF? Are all the images high resolution (300dpi)? Images that are less than 300dpi may print pixelated - speak to an Emroy team member if you need assistance with this. Colour mode - It is important to ensure all files are supplied in CMYK. This includes converting pantone colours to CMYK (unless your job is a speciality pantone print). or [email protected] 7

8 Frequently Asked Questions (FAQs) Q: Is one piece of paper counted as one or two pages? A: Two. Each side of a sheet of paper is counted as one page, like page numbers in a book. Q. We re thinking of a more local printer. Good idea? A: We specialise in yearbooks, your local printer won t. Their prices may be lower (though often they re higher due to our economies of scale) but they will only do the printing, not the full service. With us you get access to our experienced yearbook specialist team who can assist you with design, layout and can even come out to you. Q: How long does it take? A: We have improved our print and delivery times this year less than 13 days turnaround including delivery for most yearbooks. Any special finishes such as foiling, Spot UV Gloss and hard covers only add a few extra days to the printing process. Q: Can someone from Emroy - Print & Design visit us? A: Yes, if you are located within three hours from Sydney Metro. If you are based outside this area, please speak to one of our team for more information. We are more than happy to arrange something or accomplish the same remotely. We can arrange a phone or video call, can chat with you and your editors online, or you can drop into our sales office. Q: Can we see a sample book? A: You sure can. Please contact our office on to request a sample pack. Alternatively, visit our website and make an online request or [email protected]. Q: How do we pay for the order? A: Payment can be made either by bank transfer, cheque or credit card payment (Visa or Mastercard). Q: Where can i find ideas and inspiration for innovative spread designs? A: Magazines, books and yearbook samples are a great source of inspiration and allow you to become familiar with successful layout and modern design that will add an extra wow factor to your yearbook. Contact our yearbook specialist for more advice and guidance. Q: How can I keep my staff motivated? A: By being organised and showing good leadership encourages staff to engage with the yearbook process. Also by showing staff you have great enthusiasm and care for the success of the yearbook, as well as actively consulting with subjects and groups. Q: Do we need to have a theme? A: No, however a theme does make it easier to create a cohesive yearbook and makes it easier to keep a consistent style and layout. 8 Need advice? Call us on

9 Q: What happens if I miss the deadline, does Emroy offer an urgent turn-around service? A: Don t stress; we can print and deliver a standard yearbook within 13 days of print approval so missing a deadline doesn t mean disaster. If you need it even sooner, contact one of our team members to see if we can squeeze it on one of our earlier print runs. Q: What is the minimum number of books i can order? A: You can order a minimum of 25 books. Q: Will Emroy proofread my yearbook? A: No. You will need to ensure every page is proofread prior to printing. We are unable to make changes once you have approved the final proof. Q: Can I request a hard copy proof? A: Yes. Every job is supplied a digital proof however on request we are able to organise a hard copy. Please speak to one of our team members for more information. Q: What type of binding can we get? A: Emroy offers a range of different binding options: Perfect Binding Saddle Stitching Hard Cover Binding Metal or Plastic Wiro Binding Q: Can Emroy assist us with the design and do you offer a yearbook design service? A: Yes. We offer complete design packages ideal for schools who would like their yearbook created by an experienced team of graphic designers. We have design packages: Silver 4 Includes cover design 4 Unlimited support 4 Up to 100 pages 4 Unlimited revisions 4 $10 per extra page $1,500 + GST Gold 4 Includes cover design 4 Unlimited phone & support 4 Up to 150 pages 4 Unlimited revisions 4 $9 per extra page $2,100 + GST Platinum 4 Includes cover design 4 Unlimited phone & support 4 Up to 200 pages 4 Unlimited revisions 4 $8 per extra page 4 1hr onsite or phone session with our yearbook expert $2,750 + GST or [email protected] 9

10 Page Ladder You can download a longer template from our website 10 Need advice? Call us on

11 Why Emroy? ü ü ü ü ü ü We make the process simple. We ve done this a lot. Our experience and process keep it stressfree and our friendly team is always on hand to give advice. In fact, we ve enclosed our handy yearbook production planner to help. We only use premium materials so your yearbooks stand the test of time. No dog-eared corners or pages missing. For years to come, your students and their parents will have a durable, high-quality memento of your school on their bookshelf. We deliver on time. We don t have scheduling issues because we control the end-to-end printing process. Plus we only use priority couriers, so your yearbook is delivered safely on the day you expect it. We re priced competitively. You d expect delivering service to this level would be expensive, but it s not. We ve been printing yearbooks for a long time and have invested in the equipment and software necessary to keep our prices incredibly competitive. Free pre-press. Our team of designers will review your artwork and ensure that it is ready for print. All you will need to do is check all content has been proofread. Premium Support. One of our yearbook specialists is always available to assist via or phone. If you are based in Sydney, we can arrange a site visit on request. or call us for your free yearbook sample today! or [email protected] 11

12 Get in touch with us as often as you need to about your yearbooks. We re always happy to help.