Treering Blog

Making a yearbook is unlike any other subject or volunteer committee. Yearbook coordinators/advisers/sponsors/heroes manage people and processes. They record history and achievements. They are marketers, photographers, designers, and party planners. And we're here to help. Consider this the first-year yearbook adviser guide to organization to help you however you scored the gig: if you showed up last to the PTA meeting or you are excited to use your background in journalism.

If you need to fast-track your yearbook journey, check out our four-part series Yearbook in 60 Days. 

Understand Your Contract (*non-contract if you’re in the Treering Community)

Expectation vs. reality is a powerful meme thing. We crafted this list of questions to help advisers choose a yearbook company. If one was chosen for you, use the list to clarify the relationship between your school and your publisher. To quote my mom, “They work for you.”

Treering doesn’t do contracts or order minimums. You tell us when your one deadline is.

Determine Your Page Count

The best planning nugget this adviser received is to start with the end in mind. A yearbook ladder does just that. A ladder is a chart that represents the pages in a yearbook. Use it to allocate sections and page content.

Start with the last few years’ yearbooks, the latest school calendar, and your team.

1. Brainstorm the non-negotiable events, sections (people, arts, sports), and yearbook traditions
2. If relevant, brainstorm additional features, specials, and theme-related content
3. Decide if you will organize the book chronologically, topically, or a blend of both
4. Assign spreads to your team

We love doing this digitally because it can be fluid. Need inspo? Here are four sample ladders from other schools (use the tabs at the bottom to navigate between elementary, k-8, etc.).

Pro tip: If your page count is looking overwhelming because of time or budget, combine some topics. If it’s underwhelming, return to number two: what additional meaningful content will you add to your yearbook?

Gather Content

Your ladder is worthless unless you can fill those pages. Harsh (and true). Here are three of our favorite resources to go from blank page to showstopping spread.

https://blog.treering.com/classroom-photo-tips

https://blog.treering.com/collage-page-ideas

https://blog.treering.com/six-ideas-to-fill-pages

Pump Your Project

Many schools wait until the last minute to sell books. Starting sales when school begins builds momentum. These early sales fuel you as a first-year adviser. It also alleviates some of the last-minute pressure on parents already balancing the end-of-the-year activities.

https://blog.treering.com/teaching-yearbook-making-a-marketing-plan

From page count to promotion, these tips will help you stay organized as a first-year adviser. Happy yearbooking!

Photo collages get a bad rap. Poorly designed spreads without uniform spacing or an overarching theme are little more than a photo dump. (I actually think that’s how my MIL would describe what I do as a yearbook mom. “She just puts pictures on pages.”) Executed well, they become standout spreads. 

How Many Photos Should I Put in a Collage?

Answering a question with a question: is it even a collage if it has fewer than 15 photos? Too few can make the page look sparse, while too many can make it cluttered and overwhelming.

A good range for a collage spread is roughly 20-30 photos. While you can find layouts with up to 65 photo boxes among Treering’s 1000s of pre-designed templates, more photos mean smaller photos. Smaller photos make it difficult to discern who is in the picture. 

That’s the point of a collage: to increase coverage of events and individuals. 

 

Two Must-Have Collage Pages

When our team looks at yearbooks, the standout books have collage pages for each class or grade and the major school events. While collage pages are a great way to include many photos, too many can become monotonous. Aim to limit collage pages to around 10-15% of the total page count of the yearbook. This keeps the content varied and engaging.

Class Collages

Pairing class photos with a collage of candids gives each class a spread of their own. It shows how each class is different. This is also an easy way to ensure each student is in the book more than once: their “official” photo and a fun photo.

School Event Pages

A collage page makes it easy to cover all-school events such as the jogathon or an awards ceremony, where you end up with 100s of photographs. Other ideas include

• Fan sections at home games
• Movie night
• Father-daughter dance
• Homecoming and spirit week
• Game faces for student-athletes
• Vacations (summer, ski week, etc.)
• Field day
• Spring musical (include rehearsal photos!)

Should I Include Captions on a Collage Page?

Captions provide context for the photo. At a minimum, you should include ident captions. Below or beside the photos, add the students’ names and grades [e.g. Soren Ham (1) and Evangeline Romero (1)]. 

Middle and high school staffs should aim to add body copy in the form of a story to unite the spread. 

Including collage pages in your yearbook is a popular way to add more photos and showcase the story of your school year. 

Treering Yearbook Heroes is a monthly feature focusing on yearbook tips and tricks.

Few educators willingly take on the yearbook. Greg is one. As a member of the House of Slytherin, he used his resourcefulness to find Treering Yearbooks and make us work for him, not the other way around. He left his previous yearbook companies, frustrated with diminishing print quality and leftover books. Now, because the books arrive before school lets out, Greg’s working to build a yearbook culture at Apprentice Academy.

How do you define yearbook culture?

Building a yearbook culture is difficult. Our old publisher delivered them late every year, so there was never a signing day. This year, I have the first-ever yearbook class. It restored my passion for yearbook. 

The theme was a hit; the cover looked like an iPad. The students reported on more than portraits and sports. There were spreads devoted to style, music, pop culture, and siblings. They used the yearbook to define what makes an Apprentice an Apprentice. They captured the CTE essence of our school culture. 

We still have a ways to go. Mainly middle schoolers and seniors bought yearbooks. I want to get more books in the hands of freshmen through juniors.

What did you do to make your first in-school distribution special?

All the seniors received their books at Senior Breakfast. And one of the seniors that was with us for four years came up to me and said, “Thank you, Mr. Carpenter. We've never got a book before the end of school.”

My son was also a senior this year, so it was cool for him. They all sat around at breakfast, looking through the books, laughing, looking at the pictures, and seeing the superlatives—that made me feel amazing.

I want kids to have access to their year. Something I’ve done for years is a Video Yearbook. It’s a slideshow of behind-the-scenes footage. Students came in and we handed out popsicles while they watched it. The yearbook staff introduces each section and students see photos from their book. They also see outtakes. It is really for the kids who cannot afford a book. They watch it with their friends. I hand out autograph sheets, so if they order a book after the deadline, they can slip it in the back.

How do you structure your staff?

We have a semester system at our school; the kids end up with eight classes a year. So I said, let's do Yearbook 1 in the fall and Yearbook 2 in the spring. It worked out really well. I feel like it's one of the best teams I ever advised, and the website was very straightforward. I use the Treering curriculum modules; with the quizzes at the end, it’s easy documentation for the district CTE.

How else does Treering help?

I should be stressed, but I’m not. Treering handles the trifecta of yearbook stressors: money, minimums, and ad sales. The cool thing about Treering is there are no high-pressure sales, and there is help when I need it. I didn’t need to negotiate a contract because pricing is upfront and haggle-free. It’s like CarMax. Before switching, I had additional cost centers I never saw until the final invoice. 

Treering even gives families two pages.

Let’s talk about that. Some high schools do not offer custom pages to their students.

We look at it like it’s a free ad. Our parents loved the custom pages and bought more after their first two free. It was crazy. They love them. I sent emails home and taught the students how to customize their books. Even the school staff helped and shared them.

I briefly review custom pages because our name is on the cover. It’s also a safety lesson: I remind the students this will be somewhere on the internet. Yes, I can see them. People from Treering see them. Never post anything anywhere that you would want anybody else to see.

At a recent PTO event, we handed out eye masks that said, "No more yearbook headaches." Yes, it was the hottest piece of swag there, and more than that, it was a promise: Treering exists to simplify the yearbook process by leveraging technology.

1. Use Templates

Templates are drag-and-drop designs for yearbooks. Generally, they have frames for photos and may contain text boxes and other design elements. Yearbook staff, often parents and students with varying degrees of design experience, can quickly learn to use templates. Not only does this speed up the yearbook creation process, it also keeps the books looking unified. 

Theme packages contain coordinating fonts, art, and page layouts. You can easily build a book using page templates for sports, events, and classroom activities. 

Select a theme for a whole book look. Templates can often be matched to school themes, colors, and mascots with a few clicks, ensuring the yearbook reflects the school’s identity without extensive custom design work.

Eliminate decisions on bleed, spacing, and typography with professional designs built into your yearbook software. With these design elements already decided, the yearbook team can focus on gathering content.

2. Shared Photo Folders

Crowdsourcing allows individuals to submit photos from events, activities, and everyday school life. It’s the POV for which we all clamor on social media. When students and staff contribute their photos, they also feel a sense of ownership and pride in the yearbook, making them more likely to purchase the yearbook.

By opening up submissions to the greater school community, you also create a broader representation in the yearbook. Allow continuous contributions throughout the year to keep the yearbook team updated with recent events and activities. For best results, do a timely, specific ask to fill your shared folders. If the field trip is Friday in September, get the word out before October.

https://blog.treering.com/crowdsource-content-more-inclusive-yearbook

3. Choose Digital

Digital printing helps streamline yearbook production. With a fast turnaround, it grants more time for design. Additionally, print-on-demand offers the flexibility to accommodate last-minute orders. (We busy parents thank you!)

Print-on-demand also simplifies things by eliminating inventory management. No extra books means no summer flash sales or hitting up the alumni association years later. This method is cost-efficient for smaller schools as well. No minimums mean no set-up charges. 

https://blog.treering.com/yearbook-printing

The best part: digital printing makes it easier to create one-of-a-kind yearbooks with custom pages.

4. Offer Personalization

With Treering Yearbooks, parents can add two pages full of their memories—like vacations, milestones, or hobbies—to their child’s copy of the yearbook. When students look through their yearbooks, they will find their memories and their photos alongside traditional yearbook pages. Each copy is unique. 

Parents can add those personal touches using integrated online design options for recognition ads and custom pages. (That’s one less thing for the yearbook adviser to do!)

Like crowdsourcing, customization creates coverage. It celebrates each child’s involvement in school and out.

Templates, crowdsourcing, digital printing, and personalization relieve many of the challenges associated with traditional yearbook production. These innovations reduce costs and save time. The result: a high-quality, personalized, and inclusive yearbook that accurately captures your school’s experience.

We always say we will get started on yearbook planning over the summer. Raise your hand if you follow through. (My hand is down too.) Meet Camp Yearbook, Treering's two-day virtual yearbook planning course. It's part large-group training; part small-group mentoring and idea sharing. And it's 100% live.

The goal: have the first six weeks of yearbooking planned.

What to Expect

Treering's Camp Yearbook is a cameras-on, all-in yearbook planning experience.

Event Structure and Registration

Both sessions will have the same schedule, staff, and support materials. Register via the Yearbook Club webinars page.

Treering Mentors

All attendees will be in a small group led by a Treering staff member who served—or currently serves—as a yearbook adviser. In groups specific to school style and yearbook team structure, you can ask questions about grading, crowdsourcing, club structure, page count, and whatever else you need answered. (Your camp counselors aren't Treering life coaches, but close.)

Grow Together

Breakout groups for parent volunteers, solo yearbook coordinators, educators, and club leaders mean you get meaningful support and specific-to-you resources.

Camp Yearbook FAQs

Your questions deserve answers!

Certain activities and behaviors drain time and diminish returns. If the goal is to do your best book yet, and you struggle through the process, check out the advice below from current advisers on being more productive. Select one or two areas to tackle immediately and watch your yearbook program become more organized and your team more aligned. 

1. Lack of Clear Deadlines

Without clear deadlines, yearbook tasks can drag on indefinitely. This lack of structure can lead to procrastination and missed milestones, ultimately delaying the entire yearbook project.

It’s essential to make a plan for success based on/around your school's calendar. Find out when significant events will happen and assign someone to them to ensure you'll get great coverage (photos and interviews).

Party

OK, party may be a misnomer. 

Celebrate milestones to keep students motivated. Whether completing the first draft of a section or reaching a major deadline, acknowledging these achievements can boost morale and keep the momentum going.

Full disclosure: I used to think when I wrote on the board something like, “All fall sports due 10/18,” students would break that down and create their own copy, interview, and game photo mini-deadlines. I didn’t realize I had to teach project management as well.

By determining productivity milestones such as mini-deadlines for setting up photo folders, getting layouts on pages, and finalizing spreads, students knew the necessary steps. We celebrated every 15 books sold, 10 spreads completed, and when there was a yearbook presence at all-school activities.

2. Inefficient Meetings

Meetings without a clear agenda or purpose can consume a lot of time without yielding productive outcomes. Long, unstructured meetings can drain energy and focus. Short, pointless ones detract from a purposeful project.

“Acknowledge and accept conversations that should be held ‘offline,’” Yearbook Artist Tevis D. said. She also advocates for shorter, more efficient work sessions with a time at the beginning to identify areas of focus.

Stand Up Meetings

Before the thought of another meeting makes you scroll away, consider why some meetings are time sucks: ill planning, no agenda, better off as emails… Now consider an alternative.

Stand-up meetings are brief, daily meetings where team members share their progress and challenges. Their effectiveness comes from actually standing. No one is overly comfortable, so dismissing and getting to work is easy.

Here’s how to make them worth your time: set a timer for 15 minutes and have everyone answer the three key questions:

1. What did I accomplish [since the last meeting]?
2. What will I do today?
3. Are there any obstacles in my way?

Tips for Teachers Leading Students

Teachers can use stand-up meetings with students for accountability and track progress. It helps students develop a routine and stay focused on their tasks because they will each take a turn verbally stating their goals and accomplishments.

Application by Parent Volunteers

For parent volunteers, stand-up meetings can be conducted at the start or end of each work session. This keeps everyone aligned and aware of challenges that need addressing.

“It is always a good idea to follow up on these tasks in an email or handout after the meeting,” veteran yearbook adviser and Treering Yearbook Evangelist Ed G. said.

3. Over-Editing

Constantly revising and over-editing pages can eat up valuable time. While some revision is necessary, excessive tweaking can lead to delays. Establish clear guidelines for when a page is considered "final" to avoid endless editing cycles. Unless your yearbook tradition includes a fall delivery or ship-to-home, you want to make your final deadline.

“If students get the yearbook later than expected, they won't care how perfect it is,” Ed G. said. “They will remember getting it late and not being able to get all of their classmates' signatures.”

He advocates for sharing a disclaimer so students and families know it is a volunteer-driven effort. (You can make it your own by editing it here.)

4. Disorganized Assets

Managing photos, articles, and other yearbook content without a proper organization system can lead to wasted time searching for files. A well-organized photo management system is crucial.

“Upload photos as soon as possible after an event and use tagging and folders to keep organized,” Kate H. said. (She leads two volunteer yearbook teams for her son’s elementary school and daughter’s dance company.) “Bonus points if you can add your photos to the spread at the same time too.”

5. Unclear Roles and Responsibilities

When team members are unsure of their roles and responsibilities, tasks can fall through the cracks or be duplicated. Clear role definitions help ensure accountability and productivity.

“I think every kid on the team was assigned to the same pages this year so it was unclear who was actually in charge of it,” middle school club leader Ali J. said.

Tips For Leading Students

While it’s important to allow students to take ownership of the project, they will still need guidance and support. You can do this by

• Assigning yearbook spreads to one or two students max
• Having pre-assigned job descriptions/roles
• Being available to answer questions
• Providing actionable feedback
• Teaching them to use the Help Center

Application by Parent Volunteers

Clarity in roles helps prevent duplication of effort and ensures that all aspects of the yearbook are covered. Teams should have codified expectations for:

• Who will photograph each event
• When photos should be in their folder
• What activities will be open for submissions and how this will be communicated

Regular productivity check-ins (see stand up meetings, above) either in person or via video calls, keep everyone informed and engaged.

6. Unresolved Conflicts

Interpersonal conflicts that are not addressed can create a toxic environment in the yearbook club, lowering morale and productivity. Addressing issues promptly is key to maintaining a productive team.

Early detection, while uncomfortable, can eliminate problems later on. Address it (kindly) as soon as it happens so your team can press forward. 

When you do get that face-to-face moment, maintain your professionalism:

1. Communicate with specifics: instead of “You’re always unreliable,” try “You volunteered to take Fun Run photos and did not have a backup in place when you were a no-show. What is your plan to get pictures?”
2. Keep it focused: the conversation should center around yearbook responsibilities and not on personal issues. You’re not meeting to be a relationship counselor, life coach, or even a friend. You’re a project manager looking to complete a job.
3. Be proactive: document what will happen next. If your yearbook volunteer wants to remain in the role, write out what it will look like with clear expectations and deadlines. Also include an “out” clause if your volunteer continues to be unreliable. Share a copy with school administration if your volunteer is a student or co-worker.

Teambuilding

Obvious statement: effective teamwork makes for a successful yearbook project. Here are our favorite ideas to improve rapport and trust up front.

Tips For Leading Students

Formal activities, such as an exercise, and informal ones, such as a bell ringer, help students open up. Debriefing can also increase empathy: ask students what they can do to make yearbook interviews less intimidating for students outside of the yearbook team.

https://blog.treering.com/yearbook-games

Application by Parent Volunteers

Parents aren’t going to want to sit around constructing marshmallow and spaghetti towers. Instead, schedule some forced fun:

• Pickleball and a playdate at the park
• Share team members' baby on the parent group's social media channels and ask followers to guess who (while asking for baby pics for the yearbook)
• Coffee after drop-off
• Yearbook Team Night Out at ax throwing, a driving range, or a craft café

Careful refinement of your workflow and the elimination of yearbook productivity blockers will reduce stress and improve morale. By identifying and addressing these common barriers, you can significantly increase productivity and ensure the smooth and timely completion of your yearbook.

Treering Yearbook Heroes is a monthly feature focusing on yearbook tips and tricks. 

When the yearbook adviser left St. Francis, a new teacher inherited the job. Then another. And another. Then, it was Tina Schumacher’s turn. She inherited unsold books and a program that was in the red. School leadership charged her with getting the yearbook program out of debt.

What did you discover when you became the adviser?

With our previous publisher, you had to sell a minimum number of books. And we weren't always selling that minimum, but we had to buy that many. In a closet at the school is anywhere from eight to 15 yearbooks, depending on the year.  And then the kids would sell ads to go in the back, which didn’t make up the difference.

How did you turn things around?

I started hunting. I thought, there's gotta be a different way. When I found Treering, it was too good to be true. Those are the words that I said to the principal. I told her I found a way we can make our yearbooks and make money doing it. 

Our first year we did a tiered sponsorship for local businesses. We just made platinum level, gold, etc. donor levels and put a list of names of supporters rather than ads to save on pages. I told them it would probably be the last time we would ask them, and we have been out of debt ever since. I was able to buy a new camera and a couple new lenses. 

We are never in any kind of a money crunch, which is great, but on top of that we have really great books.

You create an elementary yearbook, a secondary one, and a book for the One Act. How do you balance multiple books at once?

When we started using it, the kids knew more than I did. They showed me around and taught me how to do things. I'm not necessarily the one making the high school yearbook: it's theirs, so they can do with it as they see fit provided as long as it's acceptable by me.

For eight years, I’ve made a book of still photos from our One Act; I moved that over to Treering. It's got pictures of the cast and crew working on things. It's mostly a book of the story of the play.

I think this is my fourth elementary book. Parents loved it. It started because I had too many students in journalism class and they needed something to do. I really kind of handle that book myself now.

How does Treering Yearbooks support you?

It is nice to be self-sufficient. If we continue to use this company we will not have to worry about being in debt. 

Also, if I don't know what to do or forget how to do it, I contact support and they walk me right through it and ask if I need additional help, No one acts like I should know this by now.

“Just putting pictures on pages” and other misleading statements about yearbook production do not capture what happens in the newsroom. However, it’s easy to take a heads-down approach to design as the deadline approaches. We all just want to finish! Nevertheless, amidst the rush, there are essential skills that you shouldn’t overlook. You’re going to want to save these activities.

1. Teaching Yearbook

Because no teacher program provided the comprehensive graphic design, marketing, journalism, editing and proofreading, photojournalism, contract negotiation, and volunteer management training that makes a great yearbook adviser. Breathe! (Club leaders, you too need to facilitate students’ creative and collaborative development.)

We created the Teaching Yearbook series so you would have grab-and-go resources to enhance your yearbook classroom. 

https://blog.treering.com/yearbook-photography-lessons

https://blog.treering.com/60-yearbook-bell-ringers

https://blog.treering.com/caption-this-writing-tips-for-yearbook

https://blog.treering.com/teaching-graphic-design

2. Speaking the Language

Understanding yearbook and design terms means the team can have a conversation about the effectiveness of a dominant bleeding into the gutter without raising (too many) eyebrows. 

https://blog.treering.com/24-yearbook-terms-everyone-needs-to-know

https://blog.treering.com/yearbook-design-hierarchy

3. Creating a Plan to Cover Everyone

Creating a plan to cover everyone involves more than just taking photos. It requires thoughtful consideration of how to represent the entire student body in your yearbook, even if you don’t offer custom pages.

Every student is more important than every activity. 

https://blog.treering.com/crowdsource-content-more-inclusive-yearbook

4. Teambuilding Activities

Yes, games are important. Those forced fun activities help you break down the proverbial walls. (That’s the introvert talking.) More important: building a team of the right people. 

Time spent investing in the right people and building healthy relationships will only benefit your book.

https://blog.treering.com/yearbook-games

https://blog.treering.com/yearbook-escape-room

https://blog.treering.com/5-yearbook-volunteers-to-recruit

5. Managing Yearbook Complaints

Ouch. No one wants to field criticism of the yearbook when it is in print for all to see. No one volunteers to field emails with “friendly suggestions” for next year. From active listening to clear and transparent communication, having a plan in place for managing complaints ensures that any issues are addressed promptly and professionally.

This is one of those “better to have it and not need it” kind of things.

https://blog.treering.com/yearbook-complaints

Financially risk-free and school programming don't intersect often. When they do, pay attention. Traditionally a yearbook program begins with a deposit, requires minimum orders, and ends with an invoice. That's no fun! Certain schools cannot pay to play. Others can't afford to remain in the (yearbook) game. Would you believe there is another way? (Say yes, and keep reading.)

Does my School Need a Yearbook Program?

Teachers, administrators, and parent groups seek opportunities to enhance the student experience, foster community spirit, and leave a lasting impact. A yearbook program checks all those boxes at once. A yearbook isn’t just a book; it’s a time capsule. It captures the essence of each school year— friendships, achievements, trends, and more. Whether it’s the class photo or the quirky candid shots from the pep rally, the yearbook immortalizes memories that would otherwise fade away.

How to Get Started

Here’s a handy checklist to get your yearbook program off the ground:

• Gather your team: assemble a yearbook committee—teachers, parents, and students who share a passion for preserving memories.
• Find a publishing partner: the right fit here can make all. the. difference. Talk to company representatives, ask for a sample to see the quality, and be sure you understand what you can afford.
• Arrange training for your yearbook team.
• Spread the word: let everyone know about the exciting yearbook project. Generate buzz among students, parents, and staff. Treering has plenty of free marketing tools and ideas. (Even if you don't choose us!) 
• Plan Ahead: set deadlines for photo submissions, design, and ordering. Keep everyone in the loop.
• Celebrate the Unveiling: host a yearbook reveal event. Popcorn, excitement, and memories galore!

https://blog.treering.com/which-yearbook-company

The Treering Difference

Just thinking yearbook, may be overwhelming. It's one more proverbial ball to juggle. That’s why Treering focuses on making things as easy as possible for everyone involved: yearbook team members, front office staff, teachers, parents, and students.

No Deposits, Contracts, or Minimimus

Schools can afford Treering's financially transparent and risk-free approach because we don't saddle schools with yearbook debt, contracts, guaranteed minimums, or hidden costs. Phew. Removing those huge hurdles at the outset lets you focus on creating a high-quality yearbook highlighting the best moments and events.

Yes to Personalization and Support

Custom pages are a hit with students and families who have the option to include two free personalized pages that appear only in their copy.

Treering schools never pay extra for

• Training and support
• Moving deadlines
• Yearbook themes, clip art, and fonts
• Creating a custom yearbook cover
• Using portraits from any photographer

Additionally, the on-demand printing process means you’ll get lots more coverage of spring events and sports. Treering only prints what you order, so there are no overruns.

A Tradition Worth Starting

Starting a yearbook program establishes a special tradition within your school community. Imagine the excitement during the yearbook reveal, the buzz as students eagerly flip through its glossy pages and the pride of seeing their own faces alongside their peers.

Remember, a yearbook isn’t just a book; it’s a legacy. So, go ahead—start your school’s yearbook journey with Treering. Your families and students will cherish the memories and you’ll be able to showcase all the great things happening in your school community! You’ve got great stories to share and Treering can help.

Treering would like to thank Dara Arouh, a Georgia-based yearbook mom of two, for contributing this blog.

Form and function. A yearbook table of contents needs both. A well-designed one can make it easier for students and families to navigate, even in a smaller book. It’s another avenue to communicate your theme. And it’s also a layout worthy of those images that didn't make it elsewhere in the book.

Do You Need a Table of Contents in Your Yearbook?

Yes, especially, if you do not do an index. A table of contents is the proverbial road map or neon directional sign for your book. It’s also professional. 

Normally, I’m not a proponent of “everyone else does it.” This is an exception. Yearbooks are reference books. Reference books have tables of contents. Therefore, yearbooks should have tables of contents. (Somewhere, my son’s logic teacher is smiling.)

Tips for Small Yearbooks (<60 Pages)

If you're working on a smaller yearbook, here are a few additional things to keep in mind when designing your table of contents:

• Keep it Simple: Stick to the essentials and only include major sections or events in your table of contents.
• Use Space Wisely: You may not need a double-page spread; integrate your table of contents on the title page.

Tips for Larger Yearbooks (>100 pages)

For larger yearbooks, consider the following:

• Add Sub-Sections: Include sub-sections or categories to help readers navigate through the content more easily.
• Use Visual Cues: Incorporate visual cues such as icons or graphics to help readers quickly identify different sections of the yearbook. These should of course correspond to your theme.

How Do You Arrange a TOC for YB?

It may be tempting to tackle this first since it spans the first few spreads of your yearbook. Wait! You may increase sections or move pages through the design process. 

• Let Your Ladder Be Your Guide: A yearbook ladder is essential when planning your book and for creating the table of contents. Make sure your ladder and table of contents align.

https://blog.treering.com/need-yearbook-ladder-planning-efforts

• Determine the Level of Detail: At a minimum, include the major sections: people/portraits, events, clubs and organizations, athletics, and arts. Larger yearbooks may need to create sub-sections.
• Focus on Clarity: Ensure your sections and page numbers are easy to read and understand, even at a glance.

4 Tips To Integrate Your Yearbook Theme

Because every detail counts when creating your epic school yearbook, there are a few ways to apply your theme to your yearbook’s table of contents.

1. Use Theme Colors: Incorporate theme colors into the layout for text, borders, or background elements.

2. Include Theme Graphics: Add graphics or illustrations related to your yearbook theme to enhance the visual appeal. This could be icons, symbols, or images representative of theme elements.

3. Custom Fonts: Choose fonts that complement your yearbook theme and use them consistently throughout your table of contents. This will help tie the design together and create a cohesive look and feel.

4. Creative Section Titles: Get creative with your section titles and use language that reflects your yearbook theme. 

A well-designed table of contents is a requisite element of a school yearbook, helping to guide readers through the content and enhance their overall experience.

We love nothing more than seeing yearbooks personalized with each student's memories. Custom pages embedded within the pages of classmates, activities, and school-wide celebrations deliver more than memories. They celebrate the uniqueness of the individual holding the yearbook. Congratulations to all the parents who created and shared their designs. The following six wowed our panel of designers and yearbook parents to earn the top honors in either the K-8 category or high school one.

K-8 Custom Page Winners

First Place: Laura Dauley, IL

"I wanted to honor Harper’s eleven years at Mayer with custom pages that show her journey from beginning to end," Dauley said.

Why we loved it: this spread looks like it could be a magazine ad. It's clean. The photos have a strong alignment. Dauley's use of the canary for both Harper's name and the years adds balance where the polo shirt could have been a distraction. The negative space in the parent message is a place of rest for the eyes among the thirteen photographs.

Second Place: Nicki Prettol, TX

Since her son loves baseball, "it seemed fitting to give him baseball-themed custom pages," Prettol said.

Why we loved it: Again, the use of color made the designers on the judging panel smile: the orange is in both photos and text, unifying the design. From the stats on the left-facing page, to the highlights on the right, Prettol used a little text to make a big impact.

Third Place: Colleen Packman, TX

"As his elementary 'mission' comes to an end," said Packman, "I couldn't think of a better way to represent his time than to relate it to one of his favorite hobbies."

Why we loved it: E-sports and cyberpunk are trending in the design world. That alone made us take a second, third, fourth (you get it) look. She used subheadings to organize the content in a game UI.

High School Custom Page Winners

First Place: Ethan Scrogham, IL

"This year I am a senior and wanted to put something to show all of my accomplishments and activities," said Scrogham. He compiled this spread using photos from the past four years.

Why we loved it: The story. Scrogham's involvement increased each year (as did his smile). Seeing a freshman on the court wearing a mask grow into a campus leader is a portrait of resilience.

Second Place: Amie Kelp, MI

"This [creating a custom page] is the best way to personalize a book possible," Kelp said. She created over ten to celebrate her daughter and the memories they made.

Why we loved it: The title made us smile, as did the pet photos. Kelp used the border color to visually connect related adventures, which brought some order to the collages.

Third Place: Kirsten Megaro, NJ

Megaro said, "As homeschoolers, most of life is part of our learning. This first spread gives an overview of our year." Each child also has their own spotlight custom pages spread for their personal memories.

Why we loved it: This spread shows the impact three people can have on their family and community. Megaro matched the photo styles bringing unity to the various backgrounds and locales. She also made the busy background work by using white text blocks with transparency.

What I Wish I Knew Before Taking Over Yearbook

Every new adviser is going to mentally prepare this list. You can take one thing off by setting up the new yearbook adviser with a list of must-know and must-do information.

https://blog.treering.com/help-for-yearbook-coordinators

Why Do People Stop Advising Yearbook?

Advisers move to new schools. Administrators cut costs. Teachers retire. Others no longer have an affinity for awesomesauce. 

Remind the new adviser to take heart! There are many on this journey to become a project manager-slash-school-historian-slash-marketer-slash-designer.

One Sheet To Share

Use the list below to create an indispensable guide for your successor. If you’re like me, you may be tempted to create a fully illustrated manual with a month-by-month guide, financial forms, and plenty of Lucid charts. Don’t. 

A one-page reference should include the following:

Publisher info This is #1: include all your contacts for your publisher plus how to contact support. If you have a multi-year contract, include it and its expiration date. 

School photographer Add the photographer’s name, email, and phone number plus who who is in charge of picture day. (No one wants to find out last minute they are stuck with that gig.) 

Financial information Include information on your book price, publisher promotions (heeey 10% off in the fall), ad prices, book sales from previous years, and subscriptions.

Page count We love a good yearbook ladder. Your predecessor will too.

Yearbook traditions There’s a fine line between sacred cows and ordering an archive copy of the library. 

https://blog.treering.com/7-yearbook-traditions-we-love-for-2021-2022

Procedures If there is an editing checklist, camera checkout policy, or go-to person for name proofing, include that info.

Passwords Ensure your successor can access social media accounts, generic photo emails, and the yearbook room computers. 

“It’s Not About Me, It’s About Us”

Make the transition smooth. No one is going to run your program exactly like you did. That’s an unfair expectation. Instead, offer your ongoing support and mentoring to your successor. By remaining available to answer questions and provide (solicited) guidance during the transition period, you are putting others first. That’s classy.