Does your yearbook company send you a Startup Packet every year? What is in a startup packet? Do you use a startup packet – You should!
Every year the yearbook company would send a Startup Packet with a bunch of booklets, samples, instructions, and a bunch of other useful and fun things. The packet would arrive at the beginning of the school year and it’d set it aside to “look at later.” I would think about the theme and layout on my own all the time, keeping my eyes and ears to the trends. Then an idea would get me excited and I would jump into creating my vision, that I forgot to look inside the packet and once the wheels were turning, I forgot all about it. After the book was finished and I was cleaning off my desk and shelf to make room for the next year, I would find it again and go through it. What I found was a lot of information that I could have used. I should have looked at the packet and saved myself a lot of time and effort.
The packet includes so much useful information like layout ideas, cover ideas, theme ideas, not to mention resources like cover templates and guides, page layout ideas, graphics, themes, templates, tools, calendars, but also refreshers on how to use the software or where to begin and how to use the guide! And let’s not forget contact information or website information when you get stuck!
If your yearbook company doesn’t provide a startup packet each year, here is a list of useful items to create you own:
Here’s a list of the best items to include in an advisor’s starter packet. These items will help both new and experienced advisors manage their yearbook project efficiently:
1. Yearbook Planning Guide
- A comprehensive guide that walks the advisor through the process of planning, designing, and finalizing the yearbook, including deadlines, roles, and tips for success.
2. Yearbook Timeline/Calendar Template
- A customizable timeline template with key deadlines for photography, layout, proofing, sales, and final submissions.
3. Yearbook Theme Ideas & Inspiration Packet
- A booklet showcasing popular and creative theme ideas with sample layouts, color schemes, and design tips to inspire the staff.
4. Photography Tips & Guidelines
- A handout with best practices for taking high-quality photos, including guidelines for lighting, composition, resolution, and using a variety of shots (candid, posed, action).
5. Style Guide for Consistency
- A style guide that includes information on fonts, colors, spacing, and other design elements to ensure consistency throughout the yearbook.
6. Student Staff Roles & Responsibilities Outline
- A breakdown of suggested roles for the yearbook team (e.g., editors, photographers, copywriters, designers) with descriptions of responsibilities and expectations.
7. Adviser Checklist
- A master checklist that helps the advisor keep track of tasks such as scheduling meetings, organizing deadlines, and communicating with students and the company.
8. Proofing Guidelines
- Step-by-step instructions for reviewing yearbook proofs, checking for errors, and ensuring all details (photos, captions, spelling, and grammar) are correct before final submission.
9. Marketing & Sales Kit
- A packet with customizable flyers, posters, and social media templates to help promote yearbook sales, along with tips for organizing sales events and pre-order campaigns.
10. Yearbook Budgeting & Fundraising Tips
- A guide to creating a yearbook budget, including cost breakdowns (printing, photography, design software) and strategies for fundraising or securing advertisements to help cover costs.
11. Tech and Software Support Resources
- A booklet or guide with information on how to use the yearbook software, including video tutorials, tech support contacts, and FAQs.
12. Page Ladder Template
- A page ladder template that allows the advisor and students to plan out the yearbook’s structure, organize content by sections (e.g., student portraits, sports, clubs), and track progress.
13. Sample Yearbooks
- Physical or digital copies of past yearbooks to provide inspiration and a point of reference for layout design, themes, and content ideas.
14. Checklist for Securing Permissions
- A guide on obtaining photo permissions, including forms for students and parents to sign, especially for candid photos or off-campus events.
15. Yearbook Meeting Agenda Templates
- Pre-made templates to help the advisor organize productive yearbook team meetings, set goals, assign tasks, and track progress.
16. Parent & Community Communication Toolkit
- Ready-to-use email templates, letters, and announcements for communicating with parents, students, and community members about yearbook sales, deadlines, and participation opportunities.
17. Error Prevention Tips
- A one-page guide highlighting common yearbook mistakes and how to avoid them (e.g., spelling errors, poor photo quality, inconsistent layouts).
18. Adviser Recognition Program Info
- Information about any awards, certificates, or recognition programs the company offers to yearbook advisors for their hard work and dedication.
19. Social Media Best Practices
- A guide with tips on how to leverage social media for promoting the yearbook, encouraging student engagement, and sharing sneak peeks.
20. Customer Support Contact Info
- A clear and easy-to-access list of customer support contacts, including a dedicated representative for the school, tech support, and printing inquiries.
These are items that may not be useful for all types of yearbook advisors, for example being a one-person team there is no need for awards or retention incentives or list of roles, but reading the roles and responsibilities helps understand the entire job ahead and seeing it broken down by those types of roles makes the whole project much clearer.
Even if your yearbook company does provide a start up packet, check out this list, maybe you can add some of your own resources and tools that have helped you.
A startup packet will provide an easy start each year and Including these items in the advisor’s starter packet will equip the yearbook advisor with the tools and resources needed to run a smooth, organized, and successful yearbook project.