| Promotional Mailings Checklist |
|
Mailing Suggestions |
| #1 - Create a theme for your meeting
and use it in all your mailings. |
| #2 - Make your mailing bright and
cheerful and if possible use color and lively graphics. |
| #3 - If spouses are invited, be sure
to address your mailing to both partners. |
| #4 - Do several mailings. The first
could start months before the meeting, the last could go out as late as a week
or two prior to the meeting. |
| |
First Mailing |
| Your first mailing might consist of a simple
announcement stating the purpose, location and dates of the meeting. Also the
criteria for attending and an invitation to attend. |
| |
Second Mailing |
| Your second mailing is a more detailed follow-up
which might include:
|
| A. |
Preliminary agenda of meeting |
| B. |
Announcement of featured speakers and entertainers |
| C. |
Description of facility, available recreation and local attractions |
| D. |
Registration forms |
| E. |
Ticket forms for special functions (e.g., sight-seeing trips,
theme parties, banquet night, etc.) |
| |
Third Mailing |
| Your third mailing is an even more detailed
follow-up which might include: |
| A. |
A more detailed but not final agenda of meeting
(Final agenda is included in registration packet which is distributed at the site) |
| B. |
A more detailed description of speakers and entertainment |
| C. |
A more detailed description of facility, recreation and local
attractions |
| D. |
Expected seasonal weather conditions |
| E. |
Suggested packing list
(Dress code for various functions, special outfit for theme party, camera, suntan
lotion, etc.) |
| F. |
registering at facility |
| G. |
Information about passport, customs regulations and other special
requirements when traveling abroad |
| H. |
Regional and local information such as currency, tipping norms,
etc. |
| I. |
Telephone number of facility in case attendees need to be reached |
| J. |
Letter from company VIP saying they look forward to seeing
you. |
| |
| #5 FREE PROMOTION AIDS. Brochures
describing the facility and its amenities can usually be obtained free of charge
from the facility. The local Tourist and Visitors Bureau, Meeting and Convention
Center or Chamber of Commerce can usually provide you with brochures, flyers or
pamphlets describing places of interest, sight-seeing tours, shopping and eating
places. These brochures often include interesting tidbits and a short history
of the area. Local car rental companies are sometimes willing to supply you with
complimentary maps of the area which you can include in your mailings or insert
in your convention packet. The above resources sometimes also provide promotional
videos which you can duplicate and mail out to your attendees. |
| |
Important Questions |
| A. |
Who will be responsible for creating mailings?
(content, graphic design) |
__________________ |
| B. |
Who has final okay on mailing pieces? |
__________________ |
| C. |
What is the mailing budget? $___________ Okayed
by? |
__________________ |
| D. |
Date of 1st mailing:
Date of 2nd mailing:
Date of 3rd mailing:
|
__________________
__________________
__________________
|
| E. |
When and where will printing take place? |
__________________ |
| F. |
Where will mailing assembly take place? In-house
(Dept.) |
__________________ |
| |
Mailing House (Name & Address) |
__________________ __________________ |
| G. |
To whom are you sending mailings? |
__________________ |
| H. |
Who is responsible for compiling list of recipients? |
__________________ |
| I. |
Who approves final mailing list? |
__________________ |
| J. |
How are addresses going to be printed and who is
responsible? |
__________________ |
| K. |
Who is responsible for keeping track of who is
coming? |
__________________ |
|
|
