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Successful Marketing
Goals
Planning
Implementation
Ad Pricing
Ad Creation
Ad Submission
Ad Proofing
Participant Profile
Photography
Photo Orders
Set Your Goals Each participant is responsible for $750 in ad sales
To be a top winner in Souvenir Journal ad sales you must plan to
generate well over the $750 minimum
Determine your target audience
Determine your strategy
Goals +
Planning +
Implementation =
SUCCESS
SUCCESSFUL MARKETING
WHO TO ASK
▲The Delta who recommended you
▲ Friends
▲ Relatives (distant and close)
▲ Godparents
▲ Play Brother/Sister
▲ Pastor/Pastor’s Wife
▲ Church Members
▲ Sunday School Teacher
▲ Church Choir/Youth
▲ Groups/Church Ministries
▲ Employer
▲ Neighbors
▲ Barber/Hairdresser
▲ Nail Technician
▲ Pediatrician/Dentist/Family Doctor
▲ Doctor’s Nurse/Receptionist
▲ Teachers (past and present)
▲Coaches (past and present)
▲ Schoolmates
▲ E-Mail Buddies
▲ People who have supported you in the past
▲ Library Clerk
▲ Car Dealerships
▲ Volunteer Agencies
▲ Realtor
▲ Attendant at Dry Cleaners
▲ Bank (yours and your parents)
▲ Parents’ Business Associates
▲ Parents’ Alumni Groups
▲ Parents’ Clubs, Sororities, Fraternities
▲ Mentors
▲ DELTAS!!! – find some and ask
Get help from your parents/family/friends
Plan for Success Create letters, brochures, and other materials to market yourself
Write your sales script (Be sure to tell supporters that ad proceeds go directly towards
the scholarship fund)
Maintain a marketing schedule
Keep track of your sales
Goals +
Planning +
Implementation =
SUCCESS
SAMPLE LETTERDear Friend,
Our son/daughter, _________________________, who will be graduating from ___________________ High School
this year, has been selected to be a participant in Cotillion 2017. Cotillion is a scholarship program sponsored by the
DEED Foundation and Kansas City, Missouri Chapter of Delta Sigma Theta Sorority, Inc. This program will culminate
in a Formal Presentation to be held on Saturday, April 15, 2017 at the Westin Crown Center Hotel in Kansas City.
We hope you will want to participate by attending this momentous event and/or being one of our patrons. Attached is
the ad order form and a sample page that you may use to design a special message for
_________________________; or, if you wish, you may attach a business card and we can have it printed in the
Souvenir Journal.
We will need to receive copy of the order form, ad, and money for advertisements and tickets by January 8, 2017. You
may either pay online at www.deedkcmo.org or make your check payable to DEED (Delta Education and Economic
Development). If you are purchasing an advertisement and presentation tickets, we request that you make a separate
check for each (one check for the advertisement(s) and a separate check for presentation tickets). Monies generated
annually through the Cotillion are used to provide scholarships which are shared by all participants.
Thank you for your participation in this event. Cotillion is a milestone in ____________________'s life and it is
certainly our pleasure to share it with our family and closest friends.
Sincerely,
John and Jane Parent
Implement your plan Practice
Call your contacts
Follow-up
Collect/Create ad and payment
Review for errors
Collect information
Thank your supporter
Create ad using the appropriate template
Submit ad and payment
Goals +
Planning +
Implementation =
SUCCESS
AD PRICING
Patron Levels
Bronze Silver Gold
$25 $65 $100
Half Page
$125
Half Page
$125
Whole Page
$200
Inside Front Cover
(Color Included for FREE)
$450
Inside Back Cover
(Color Included for FREE)
$350
Outside Back Cover
(Color Included for FREE)
$550
Fourth Page
$80
Fourth Page
$80Fourth Page
$80
Fourth Page
$80
$45
$45
$45
$45
$45
$45
$45
$45
Business Card
Special
Ads
First Come,
First Served
An Ad can be printed in color for an additional $25!Online Ad
purchases
include a
3.5% feeFees do not
count towards
total Ad sales
Access Souvenir Journal Ad Templates
http://deedkcmo.org/cotillion/forms-and-templates/
AD CREATION
AD TEMPLATES
Create Ads using the appropriate
sized template
AD CREATION
FORMATTING ADS
Have a focal point
Fill your space
Identify each ad (with your name)
Use readable fonts
Proof-read your ads
Include Photographs
Available for: fourth, half, and full page ads only
Good Quality
Prefer digital photos
Printed photos should not be larger than 5x7
Bring printed photos to Souvenir Journal Reporting session for scanning
Combine all “same size” Ads into one document
Save files using the following format: JDoe-FP-mmddyy.doc
• Participant First initial
• Participant Last name
• Ad Size
FP – Full Page
HP – Half Page
QP – Fourth Page
BC – Business Card
• Reporting Date
AD CREATION
SAVING ADS
CREATING A BOX ACCOUNT
WWW.BOX.COM
1. You should have an email from [email protected], inviting you to collaborate on Box
2. Click on the Accept Invite Button
3. Your default internet browser, will automatically be launched and you will see Box.com
4. Type your name, create a password, verify your password and hit continue
5. You will be guided through a quick tutorial. Afterwards you will see the Ads folder
UPLOADING YOUR ADS
Step 3 - Select the file that you want to upload
File Name should be as follows:
JDoe–FP–mmddyy
JDoe–HP–mmddyy
JDoe–QP–mmddyy
JDoe–BC-mmddyy
** Be sure the folder is “Open” prior to uploading **
Step 1 – Double click the “Jane Doe – Ads folder Step 2 – Click on the Upload button, select “File”
ADVERTISEMENT SALES
SUBMISSION FORM
You are required to EMAIL the Advertisement Sales Submission form(s)
to [email protected] prior to the reporting session.
You are required to bring a paper copy of your Advertisement Sales
Submission form(s), if you have business cards or pictures that need to be
scanned.
This form should include ALL sales for the reporting period, including
online(Paypal) sales
Be sure to complete ALL fields for each sale
You are also require to Upload the Advertisement Sales Submission
Form(s) as an excel file to your Box Folder.
File name should be: JDoe–submissionform–mmddyy
Do NOT save it as a PDF file.
If you have a purchaser who would like to upgrade a previously
Purchased ad, upgrades are NOT available for purchase on Paypal.
Upgrades can be purchased via Cash, check or money order. In the
Ad Size column, select the appropriate upgrade option.
**NOTE** Please use a computer with Microsoft Excel to complete
this form.
PATRON LISTINGS
You will need to complete this form for ALL Patron Sales for the reporting
period, including ONLINE sales
Please tell us how you want the patrons name to appear in the Souvenir Journal
Examples:
Mr. James and Mrs. Arneda Foster
Mr. James and Mrs. Arneda (ΔΣΘ) Foster
The Huntley Family
Mr. Sheldon Ledbetter (Σ)
You are also require to Upload the Patron Listing Form as an excel file
to your Box Folder.
File name should be: JDoe–patronlist–mmddyy
Do NOT save it as a PDF file.
**NOTE** Please be sure all Names are spelled correctly. Be sure to include all
Greek affiliations for your Sales, if applicable.
Souvenir Journal Reporting Dates
October 30, 2016
(includes Paypal sales through 11:59 PM CST, Oct. 29)
December 11, 2016*
(includes Paypal sales through 11:59 PM CST, Dec. 10)
January 8, 2017
(includes Paypal sales through 11:59 PM CST, Jan. 7)
* Fast Track Incentive Points
25 points will be awarded to all participants who submit at least
$750.00 in ads by December 11th
AD SUBMISSION
REPORTING SESSION DATES
Due prior to Reporting Session
Electronic Advertisement Submission Form Email to [email protected]
(Due prior to In Person Souvenir Journal Reporting Session)
Email Subject Line: “Ad Submission form for “participant name”
Submit ONE email per Reporting Session
ELECTRONIC SUBMISSION
REPORTING SESSION
Due at Reporting Session
Printed (hard copy) of Advertisement Sales Submission Form, if you have
photos and/or business cards that we need to scan
Photos and Business cards (if scanning is needed) Write participant’s name on the back
Payment for Ads that were submitted in person
Cash, Money Order(s), Cashier’s Check(s), Personal/Business Check(s)
Made payable to: DEED
Participant name written in MEMO space
IN PERSON SUBMISSION
REPORTING SESSIONS
The following will not be accepted:
Ads not uploaded to BOX
Ads not submitted in template format
Combined funds (ex: Ad money and Ticket money)
Funds NOT written payable to DEED
Ads submitted after the January 8, 2017 deadline
SUBMISSION
GUIDELINES
Prior to the reporting session, I submitted my single email to [email protected] correctly and with 1 attachment (see electronic submission page)
I have all photos and business cards which need to be scanned(see In Person Ad Submission page)
I have funds for all Ads being submitted (Paypalfunds excluded)
I have created & uploaded Ads to BOX for all my sales (business, ¼, ½, full page sales)
I have uploaded my Patron list and Ad Submission form to BOX
Participant Name is in the memo section of checks and money orders
AD SUBMISSION CHECKLIST
PARTICIPANT RESPONSIBILITIES
• Be familiar with what you are turning in
• Keep good records:
Save formatted ads and profiles on a flash drive and/or computer
Keep track of all sales and ads
• Money submitted without a completed ad will be counted as a donation to the scholarship fund
• Turn in ads and money on time
• Do not hold checks longer than necessary
• Notify supporters of reporting dates
• Make sure checks/money orders are payable to DEED
• Keep all 3 reporting period receipts
• Participant donation websites must be approved by the Cotillion Steering Chair’s. (i.e. GOFUNDME, etc)
Formal Head Shots and Participant
Profiles will be included in the Cotillion
Souvenir Journal
Profile should include 3-5 recent
involvement/accomplishments:
School/Extra-Curricular Activities
including Honors Received &
Leadership roles
Church
Community Service Activities
You may include the # of years involved
in the activity. (ex: 5 yrs)
PARTICIPANT PROFILE
Draft – Due October 30, 2016Submit electronically at:
DEEDKCMO.ORG
You will receive feedback on your drafts via email, please incorporate this into your final draft
Final – December 11, 2016-5:00 PM CST (All participants must submit a final profile regardless of draft edit status)
Participants will receive 25 points for submitting the
final profiles on-time!!
PARTICIPANT PROFILE
DUE DATES
DOCUMENTS ON WEBSITE
