Choose from 6 primary shipping options for your school to distribute the yearbook to students.

Entourage understands the difficulty that schools must be facing on how to deliver and distribute their yearbooks during the COVID-19 pandemic. The options listed below detail the different ways schools can offer ship-to-home or ship-to-school methods for their yearbook orders.

Please note that any ship-to-home orders will be placed through media mail and will take one to two weeks for delivery after the final approval date.

1. Ship-to-School:

(a) How Does Distribution Work (e.g., who distributes books) 

All yearbooks are shipped directly to the school. Your school will distribute the yearbooks, which can be from their online and in-school sales. 

(b) How to collect address information 

Only one address must be entered by the advisor of the yearbook account. They will input the delivery address for their full order on their final approval form when submitting their yearbook for production.

(c) What the advisor needs to do 

Make sure the delivery information they enter on the final approval form is an address that can currently take deliveries. Only schools or a SINGLE personal address is allowed for this delivery option. 

(d) What are the upside and downsides of this approach 

Upside: Your books are all in one place to be checked and distributed. Students can come pick up their order at their convenience, or at the convenience of the school. 

Downside: Due to current circumstances, students might not feel comfortable going to a location. This option may lead to students receiving their books later than expected due to having to pick up at a later date, such as the fall when school resumes.

(e) Under what circumstances should you use this option  

This option should be utilized by any school that wants the simplicity of all of their books being in one place. Great for schools planning to do a yearbook drive-thru, hold an event this summer for distribution, or okay with handing out the books in the fall.

(f) Under what circumstances you shouldn’t use this option

You want students to have the yearbook in hand the same day as your estimated delivery date.

2. Ship-to-Home Without Online Sales:

(a) How Does Distribution Work (e.g., who distributes books) 

Yearbooks will be individually shipped to the students addresses. The advisor of the yearbook account will need to collect and provide these addresses.

To use this option:

Advisors MUST tell their Sales Representative that they would like the ship-to-home delivery method without online sales.

Sales Representatives MUST turn on the individual shipping upgrade, located in one of the four upgrade listings on the admin page.  

(b) How to collect address information

Individual addresses will need to be added to the approved Excel Spreadsheet, which you can download below:

After the yearbook has been submitted for production, the Billing Department will create an invoice for all of the individual shipping addresses listed and the school will be billed directly.

(c) What the advisor needs to do 

Advisors MUST inform their Sales Representative that they would like the ship-to-home option without online sales. Once all orders have been placed, fill out the approved Excel Spreadsheet and provide it back to the Sales Representative when they submit their yearbook for production.

(d) What are the upside and downsides of this approach 

Upside: Students will individually get their books sent directly to them on the estimated delivery date.

Downside: School pays for the individual shipping, and has the responsibility for accurately filling out the Excel Spreadsheet. This means that all sales should be taken directly by the school or advisor.

(e) Under what circumstances should you use this option  

If the advisor is comfortable taking orders directly, or has a separate platform for receiving sales that is outside of the Entourage’s online store. (Example: PTA’s have preferred in the past that parents pay by Venmo, PayPal, Zelle, etc.)

(f) Under what circumstances you shouldn’t use this option

Do not use this option if online sales have already been turned on and orders are placed. This option should not be used if the advisor has also placed any in-school orders to their account.

3. Ship-to-Home With Online Sales

This option is for schools who have not made any yearbook sales yet. If your school has already placed yearbook sales, please refer to Option 5.

(a) How Does Distribution Work (e.g., who distributes books) 

Yearbooks will be individually shipped to the students addresses. The yearbook MUST be purchased through Entourage’s online store. The individual shipping price will be added to their total cost at checkout, meaning the school will not pay for their shipping costs.

(b) How to collect address information

Customers will input their information directly into Entourage’s online store. This is done safely and securely via LiNK; learn more about LiNK by clicking here.

(c) What the advisor needs to do 

Advisors MUST inform their Sales Representative that they would like the ship-to-home option with online sales. They will also need to go to Manage Online Sales, and make sure that Individual Shipping is selected. 

Sales Representative MUST turn on the individual shipping upgrade, located in one of the four upgrade listings on the admin page for this to appear.

(d) What are the upside and downsides of this approach 

Upside: The online store allows for easy tracking, with no spreadsheet required. Entourage will organize and distribute the yearbook directly to individuals within the schools requested production time.

Downsides: If advisor or school would like to be more involved with keeping track of their yearbook purchases and delivery options.

(e) Under what circumstances should you use this option  

The school wants ALL yearbook orders to be placed online and shipped directly to the individuals. This is also a preferred option if schools want individual shipping to be charged directly to the customer and not back to them.

(f) Under what circumstances you shouldn’t use this option

If schools want to split their orders up between ship-to-home and ship-to-school or one central location. 

4. Both Ship-to-Home & Ship-to-School With Online Sales

This option is for schools who want to ADD the individual shipping upgrade to their already existing ship-to-school option for their online store. This option also allows for shipping edits to be made on previously placed online or in-school orders.

(a) How Does Distribution Work (e.g., who distributes books) 

Orders that were placed under the ship-to-home option will be individually shipped to the students addresses. Orders that were placed under the ship-to-school option are shipped directly to the school OR single address entered by the advisor on the final approval form.

(b) How to collect address information

The advisor of the yearbook account MUST inform their Sales Representative that they want to enable individual shipping AND ship-to-school delivery options for their online store. Once this upgrade is available in the online store, online orders can be edited up until the yearbook is approved for final production. Orders are tracked via LiNK, Entourage’s safe and secure online store for schools.

Any order placed AFTER the individual shipping upgrade is enabled will have the two different shipping options; ship-to-home and ship-to-school.

Any order placed BEFORE this upgrade was enabled can be edited through the online store. This allows for any previously placed ship-to-school orders to be switched to ship-to-home. You can learn more about how these edits can be made through LiNK by clicking here.

For orders that were previously placed and do NOT need their shipping information changed, nothing needs to be done. Schools will be charged directly for the ship-to-school orders, but individuals will pay for the ship-to-home delivery option.

(c) What the advisor needs to do 

The admin of the yearbook account MUST notify their Sales Representative that they want to enable individual shipping as an upgrade on their account. The admin also needs to go to Manage Yearbook Sales and make sure that Question 5 is marked to Ship-to-School OR Individual Shipping.

For those unable to edit their online order, advisors will need to fill out the Excel Spreadsheet with any individual shipping orders that need to be switched from ship-to-school to ship-to-home. They will also need to calculate how many TOTAL orders (i.e. number of yearbooks) will be going to the individual addresses on the approval form and list this number on the last line of their Excel Spreadsheet.

The Excel Spreadsheet needs to be sent to their Sales Representative once the advisor submits their yearbook for production. This will be helpful in keeping track of how many books will be listed as individual shipping and how many will be shipped in bulk. You can download the approved Excel Spreadsheet below:

(d) What are the upside and downsides of this approach 

Upside: Having two options for customers allows for flexibility during a time where we may feel like we don’t have as much control.  

Downside: A little harder to maintain and keep track of everything. It is VITAL that Entourage is provided with the Excel Spreadsheet listed with all individual addresses, AND is given the central address the remaining books will be distributed to. We must also have a final tally for both, meaning this requires the most organization. 

(e) Under what circumstances should you use this option  

Best for schools who want to offer both options for their customers, and they have a central location that the book can be delivered too. A school who uses this option MUST understand that the Excel Spreadsheet is KEY to successfully delivering all of their books. 

Each Excel Spreadsheet must be reviewed with the school’s Sales Representative and Production Manager.

(f) Under what circumstances you shouldn’t use this option

If schools would be sticking to just one method of delivery; meaning using either ship-to-home or ship-to-school. This should also not be used by a school who does not want to go through the process of both the online store and Excel Spreadsheet.

5. Ship-to-Home With Online Sales After Purchases Have Already Been Placed

This option is for schools who would like to switch ALL of their books to be individually shipped, but have already placed a number of yearbook orders.

(a) How Does Distribution Work (e.g., who distributes books) 

Yearbooks will be individually shipped to the students addresses, but only AFTER the advisor informs their Sales Representative that they would like to switch their full order to be the ship-to-home option.

Advisors MUST do this step for the delivery option to appear on their account and online store.

The Sales Representative MUST turn on the individual shipping upgrade, located in one of the four upgrade listings on the admin page.

(b) How to collect address information

Once the individual shipping upgrade is enabled, online orders can be edited up until the yearbook is approved for final production. Read about how online orders can be edited by clicking here.

If purchases were made before the online sales option was turned on, schools must collect all of the individual addresses for these orders and enter them into the approved Excel Spreadsheet. They will then submit the Excel Spreadsheet to their Sales Representative when they approve their yearbook for production. The other sales placed online will automatically be added to this list, and all yearbooks will be shipped out separately as ordered. You can download the approved Excel Spreadsheet below:

(c) What the advisor needs to do 

Inform those who placed previous orders that all yearbooks will now be ship-to-home instead of ship-to-school. They can then edit their online order through LiNK or provide the advisor with an address for their yearbook to be delivered to.

If they did not place an online order, they will need to be added to the approved Excel Spreadsheet. If the advisor is unable to collect all of the address, they can provide a single address (the school, their house, etc.) for the ship-to-home orders and distribute them at a later date.

Individuals will be charged the ship-to-home delivery fee once they go back to edit their online order. Advisors will be responsible for collecting the fees necessary for orders that were not placed online.

• Softcover Books: $4 ($2 for each additional book to the same address)
• Hardcover Books: $6 ($3 for each additional book to the same address)

Learn more about how to edit your individual shipping needs by clicking here, or by contacting your Sales Representative.

(d) What are the upside and downsides of this approach 

Upside: People who didn’t have this option before can now have a ship-to-home orders rather than being concerned about how to manage their ship-to-school orders.

Downside: Advisor must track down and get addresses and shipping fees from each individual if they had not placed their order online.

(e) Under what circumstances should you use this option  

If a school would like to offer individual shipping options to people who have already placed a yearbook order. 

(f) Under what circumstances you shouldn’t use this option

No previous online sales were placed.

(6) Yearbook Sales After the Yearbook is Approved for Production

(a) How Does Distribution Work (e.g., who distributes books)

For schools who have orders that need to be placed after their original order was shipped, Entourage can re-open the online sales option to be any of the delivery methods the school prefers.

(b) How to collect address information

Advisors can turn on their online sales again, but must take note of certain restrictions:

• Yearbooks with special upgrades must have the orders approved and submitted by the advisor
• Yearbooks without special upgrades can be ordered at anytime, under the deadlines and pricing created by the school
• If the order is more expensive than the minimum tiered pricing, the 20% premium will be applied

(c) What the advisor needs to do

Turn on the option for post-approval yearbook sales for their account AFTER the first submission for their yearbook order goes through. Learn how to do this by clicking here.

(d) What are the upside and downsides of this approach 

Upside: Schools who are looking to sell and track more books due to a lower amount of original orders. This would include schools looking for funding through extra sales, or students who did not get the chance to place an order before.

Downside: The additional online sales that are placed through the re-order option must hit “X” (number of approved yearbooks on the order) before Entourage can print the additional books.

(e) Under what circumstances should you use this option

Schools can use this option if they want to continue sales through the summer and into the next school year. 

(f) Under what circumstances you shouldn’t use this option

If a school is comfortable with original order amount and does not need any extra yearbooks. If an admin of a yearbook account wants to take orders personally, they can do so and place a standard re-order.