How to organise and run a school yearbook committee

Organising a school yearbook committee can seem daunting. However, with proper planning, it can be an enjoyable experience. Here’s a step-by-step guide to help you create a yearbook that everyone will cherish.

Creating a school yearbook is a monumental task that captures memories and moments students will cherish for years. But behind every great yearbook is a dedicated committee of students and staff working together to bring the vision to life.

Whether you’re a teacher overseeing the project or a student leader eager to take on the challenge, organising and running a school yearbook committee can be a rewarding experience.

This guide will walk you through the essential steps to set up a successful yearbook committee.

Step 1: Find volunteers to participate in the yearbook committee

Start by forming your school yearbook committee. Reach out to students, teachers, and parents interested in contributing. Ensure you have a diverse group with different skills, such as writing, photography, and design.

Step 2. Delegate roles and responsibilities

Delegate roles based on each member’s strengths once you form your committee. Here are some key positions to consider:

Editor-in-chief: Oversees the entire project.
Photographers: Capture events and candid moments.
Content coordinator: The content coordinator will liaise with content contributors.
Writers: Proof, edit, and refine supplied content.
Designers: Layout the yearbook pages.
Sales and marketing: Promote and sell the yearbook.

Step 3. Create a timeline

A detailed production schedule helps keep the committee on track. Start by identifying key events throughout the school year that need to be covered. Set deadlines for:

Content Collection: Collect photos, articles, and other materials from students and teachers.
Design and Layout: Ensure the design team has enough time to create a final product. If no one on your committee has the necessary design skills, you can work with an agency (like Emroy) that specialises in yearbook design.
Proofreading and Editing: Allocate time for reviewing the content to catch any errors or inconsistencies.
Printing and Distribution: Coordinate with the printing company and plan the distribution of the yearbooks.

Step 4. Plan your content

Decide on the sections you want to include in your yearbook. Typical sections might include:

Free page ladder and content template

This page ladder and content planner has everything you need to start, including four pre-made templates.

School administrators and faculty/staff: Includes messages and photos of the principal, school leadership, teachers, and staff. Recognises those who guide and inspire students.
Awards and achievements: Celebrate students’ hard work and success, featuring academic stars, sports heroes, and other achievers.
Curriculum: Provides an overview of the academic year, highlighting key subjects, special projects, and new teaching methods.
Sports, clubs, and team activities: This section showcases various clubs and sports teams, giving each group its moment in the spotlight.
School events: Captures the vibrancy of school life through sports carnivals, school plays, and other significant events.
Student portraits: Features class-by-class student photos, capturing the essence of each student at this point in their journey.
Graduating classes: Tributes to graduating students, often with future aspirations or memorable quotes.
Autograph pages: Blank pages for friends to leave messages and signatures, adding a personal touch.
Dedication ads: Personal ads from families or teachers congratulating students, often used as a fundraiser for the yearbook.

Step 5. Gather your yearbook content

Start collecting photos, articles, and other content as early as possible. Encourage teachers and students to contribute. Keep everything organised and ensure the use of high-resolution images with file-sharing platforms such as Google Drive.

Step 6. Design and layout

Work closely with your design team to create a cohesive look for the yearbook. Stick to a consistent theme, use school colours, and ensure the design is clean and readable. Tools like Adobe InDesign or online platforms are a must.

Step 7. Proof and review

Before sending the yearbook to print, thoroughly proofread all text and review all images. Check for errors and ensure the correct spelling of names. Having multiple people review the final draft to catch any mistakes is a good idea.

Step 8. Produce your yearbook

Once the yearbook artwork is finished, it’s time to finalise it. If your yearbook is being printed, make sure you work with a company with extensive experience with yearbook printing, as they will understand the specifics needed to print your yearbook correctly.

Digital or printed yearbook?

Find out whether a digital or print yearbook is best for your school by comparing the benefits of each option.

Step 9. Distribute the school yearbook

Plan a fun event to distribute the yearbooks. This could be a signing party where students can exchange signatures and messages. Ensure that everyone who ordered a yearbook receives a copy.


Following these steps, you can organise a school yearbook team that crafts a memorable and high-quality yearbook. Remember to keep the process fun and engaging for everyone involved. Once the project is over, celebrate your committee’s hard work!