Distribute the yearbook with the most impact and the least amount of personal contact.
We’re excited the presses are running again and we know you are too. Soon, you’ll have those precious books in your hands. While you’re waiting, let’s make preparations for a successful and safe distribution.
The latest trend in a pandemic yearbook world? Drive-thru distribution. Here’s how to make it happen:
MARKETING
- Choose an easily accessible distribution site, pick a date and time.
- Email a “Save the Date” notice with instructions to students and parents.
- Send buyers digital personalized claim tickets to print at home or display on a cell phone (even the email announcement will work!). Or, ask purchasers to present their ID and using a permanent marker, print their last name in big letters and place it on their car's front dash or tape to a window.
- If you have books to sell, provide a link to order online.
- Post to social media sites to promote distribution and give a sneak peek of the completed book.
- Provide a route map ahead of time so it's clear where families will queue up on the big day.
- If you have extra books to sell, remind families to bring cash (and exact change, if necessary).
SMALL GROUP PICKUP
- Separate student pickups into small groups based on grade.
- Stagger arrival times in intervals to avoid lines. Consider distributing over two or three days for larger circulations.
- Space distribution tables and clearly label with alpha signs (A-E, F-K, etc.)
- Provide a separate table for on-site book sales.
- Use a canopy to protect helpers from the heat and make pickup locations more visible.
- Have extras like nameplates, plastic covers and autograph pages with the books at each station.
Saguaro High School has strategically organized distribution by grade level and time slot. They’ve also added an extra day, in case any students miss their pickup window.
DRIVE-THRU PLAN
- Connect with your administration for the best drive-thru route and pickup locations.
- Create multiple signs and use orange cones to direct cars where to claim purchased books. We can’t stress numerous signs enough.
- Direct those who want to buy a book to a separate purchase area.
- To avoid traffic backups, have a separate area to deal with problems (missing orders, nameplate/name engraving issues). This is an ideal place to have the adviser.
- No contact option—with window remaining up, show claim ticket or ID, pop the trunk and let the staff place book in trunk.
- Print your distribution report or a similar list. Have a student or parent initial next to their copy on a clipboard. Have disposable golf pencils available to avoid reusing pens.
- If you prefer non-contact delivery, note the date book was picked up (consider noting the license plate to alleviate questions later).
- Have everyone helping wear masks and gloves. Have disinfectant to clean tables or other items as needed.
- Print out the order list for each pick-up area and highlight extras like autograph pages and plastic covers so you don’t forget to give them.
- Make clear in distribution communications that only the buyer or their parents can pick up the order. This will save headaches later, especially if you’re sold out.
- Ask administrators and counselors to help with distribution, which can help with students who forget to bring their ID.
- Consider including a mistakes insert with the yearbook.
- Save a few books for any free copies you give away or to switch out if there are quality issues with handed-out books.
- Congratulations! You survived the craziest year in yearbook history. Have a Zoom or 6-feet away celebration with your staff. Cookies or cupcakes are a bonus!
- Take tons of pictures to record this historic and unusual moment.
- Share your beautiful books and distribution success with us on Twitter and Facebook.
