Ad Creation Ad Submission Ad Proofing Participant Profile - - PowerPoint PPT Presentation

• 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 LETTER

Dear Friend, Our son/daughter, _________________________, who will be graduating from ___________________ High School this year, has been selected to be a participant in Cotillion 2018. 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, March 31, 2018 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 7, 2018. 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

$80

Fourth 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% fee

Fees 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 Souvenirjournal@deedkcmo.org, 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 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. This form should include ALL sales for the reporting period, including

• nline(Paypal) sales

Be sure to complete ALL fields for each sale 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 29, 2017 (includes Paypal sales through 11:59 PM CST, Oct. 28) December 17, 2017* (includes Paypal sales through 11:59 PM CST, Dec. 16) January 7, 2018 (includes Paypal sales through 11:59 PM CST, Jan. 6)

Ads submitted after the final deadline listed above will not count towards souvenir sale total. They will be considered donations.

* Fast Track Incentive Points 25 points will be awarded to all participants who submit at least $750.00 in ads by December 17th

AD SUBMISSION REPORTING SESSION DATES

Due at Reporting Session

• 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

SUBMISSION GUIDELINES

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 (Paypal funds excluded)  I have created & uploaded Ads in template format to BOX for all my sales, prior to the reporting session(business, ¼, ½, full page sales)  I have uploaded my Patron list to BOX.COM  I have uploaded my Ad Submission form to BOX  My Ad Submission form includes my Paypal Sales 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)

Phyllis Whiteside of Parker Designs has offered to create all your Ads. Prices start at $5 per Ad, and increase depending on the complexity and size.

Feel free to Contact Phyllis at 816-721-6021 Or Email her at: phyllisart@yahoo.com

NEED HELP CREATING YOUR ADS?

• 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 29, 2017

Submit electronically using the form at: DEEDKCMO.ORG You will receive feedback on your drafts via email, please incorporate this into your final draft

Final – December 17, 2017-5:00 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