Post on 04-Apr-2022
transcript
COTILLION 2021SOUVENIR
JOURNAL WORKSHOP
KANSAS CITY (MO) ALUMNAE CHAPTERand Foundation for Delta Education and Economic Development
AGENDA• SUCCESSFUL MARKETING• AD DETAILS
• Pricing• Creating & uploading ads• Submitting
• PARTICIPANT PROFILE• DUE DATES• QUESTIONS
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SET YOUR GOALS
You must raise a minimum of $250 in ad sales*
Determine your target audience
Determine your strategy
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*To be a top winner in Souvenir Journal ad sales you must generate well over the $250 minimum
DETERMINE TARGET AUDIENCEDelta who recommended you
Relatives (distant & close)
Godparents
Play Brother/Sister
Pastor/Pastor’s Wife
Church Members
Sunday School Teacher
Church Choir Members
Church Groups & Ministries
Employer
Extracurricular Leaders
Nail Technician
Neighbors
Doctor/Dentist/Nurse
Teachers (past & present)
Coaches (past & present)
Schoolmates
Social Media Friends
Past supporters
Librarian
Car Dealerships
Volunteer Agencies
Barber/Hairdresser
Realtor
Bank (yours & parents)
Parents’ co-workers
Parents’ business associates
Parents’ Alumni Groups
Parents’ Clubs, Sororities,
Fraternities
Mentors
Deltas!!! – find some and ask
5Get help from your parents/family/friends
PLAN FOR SUCCESS
• Create letters, brochures, and other resources 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
Dear Friend,
Our son/daughter, _________________________, who will be graduating from ___________________ High School this year, has been selected to be a participant in Cotillion 2021. Cotillion is a scholarship program sponsored by the Foundation for Delta Educational and Economic Development (DEED) and Delta Sigma Theta Sorority, Inc., Kansas City (MO) Alumnae Chapter. This program will culminate in a Scholarship Recognition Program to be held on Saturday, May 22, 2021.
We hope you will support us by being one of our patrons and/or attending this momentous event. 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 by April 4, 2021. You may pay online at www.deedkcmo.org. 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
SAMPLE LETTER
• Practice your sales script• Call your contacts• Follow-up with your contacts• Collect/create ad using the appropriate template• Review for errors• Track ad and patron submissions and payment• Thank your supporters
IMPLEMENT YOUR PLAN
PRICING - PATRON LIST
PATRON LEVELSBRONZE SILVER GOLD
$25 $65 $100
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Online ad purchases include a 3.5% feeFees do not count towards total ad sales
Due to the virtual setting, we strongly prefer payments to be made online via PayPal at www.deedkcmo.org
PRICING - ADS
Ads can be printed in color for an additional $25
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Online ad purchases include a 3.5% feeFees do not count towards total ad sales
Due to the virtual setting, we strongly prefer payments to be made online via PayPal at www.deedkcmo.org
• Either the participant or patron can create an ad, downloading the appropriate template via: http://deedkcmo.org/cotillion/forms-and-templates/ (see below screenshot)
• Create ads using appropriately sized template
CREATING ADS
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• Have a focal point• Fill your space• Identify each ad (with your name)• Use readable fonts• Proof-read your ads• Can include photographs:
• Available for ¼ Page, ½ Page, Full-Page ads only• Good quality• Prefer digital photos
• Can include business cards
FORMATTING ADS
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SAVING AND SUBMITTING ADS
• Combine all “same size” ads into one document (see example)
• Save files using the following format: JDoe-FP-mmddyy• Participant First initial • Participant Last name• Ad Size
• FP – Full Page• HP – Half Page• QP – Fourth Page • BC – Business Card
• Submission Date• Now, you’re ready to submit
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CREATE BOX ACCOUNT (STEP 1)
1. You should have an email from Souvenirjournal@deedkcmo.org, inviting you to collaborate on BOX
2. Click on GO TO FOLDER
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2021 Participant Ads
Souvenir Journal wants to work with you on 2021 Participant Ads
3. Your default internet browser, will automatically be launched and you will see BOX.com4. Type your name, create a password, verify your password and hit continue
CREATE BOX ACCOUNT (STEP 2)
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2021 Test Participant
UPLOAD TO BOX FOLDER (STEP 1)
1. Double click on the folder with your name in the ads folder2. Click on the “Upload” button, and select “File”
• Be sure the folder is “Open” prior to uploading
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2021 Test Participant
2021 Test Participant
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3. Select the file that you want to upload4. File Name should be as follows:
• JDoe–FP–mmddyy• JDoe–HP–mmddyy• JDoe–QP–mmddyy• JDoe–BC-mmddyy
UPLOAD BOX FOLDER (STEP 2)
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TRACKING AD SUBMISSIONS • You will need to complete a form to track ALL ad submissions for the reporting period
• Access the form via: http://deedkcmo.org/cotillion/forms-and-templates/• You are required to upload the “Advertisement Sales Submission Form(s)” as an Excel file to your BOX
folder• File name should be saved as: JDoe–submissionform–mmddyy (save as a word doc)• Be sure to complete ALL fields for each sale• Due to the virtual setting, we strongly prefer payments to be made online via PayPal at
www.deedkcmo.org. You will receive, via email, receipts and records when PayPal submissions have been made under your name.
• If needed, Money Order(s), Cashier’s Check(s), Personal/Business Check(s) can be made payable to DEED, include the participant name in memo space, and mail to the DEED Foundation - Cotillion 2021, P.O. Box 16381, Kansas City, MO 64112• For returned checks, there will be a $35.00 service charge. Returned checks must be paid along with the
service charge within 7 – 10 business days. DEED will attempt in every way to recover financial losses attributed to returned checks. Individual and/or collective scholarships may be reduced as a result of such fiscal sanctions
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TRACKING PATRON SALES• You will need to complete a form to capture ALL patron sales for the reporting period
• Access the form via: http://deedkcmo.org/cotillion/forms-and-templates/• You are required to upload the “Patron Listing Form” as an Excel file to your BOX folder• File name should be saved as: JDoe–patronlist–mmddyy (save as a word doc)• In this doc, please tell us how you want the patron names to appear in the Souvenir Journal
• Examples:• Mr. James and Mrs. Mary Nelson• Mr. James and Mrs. Mary Nelson (ΔΣΘ) • The Ford Family• Mr. Sheldon Ledbetter (ΦΒΣ)
• Due to the virtual setting, we strongly prefer payments to be made online via PayPal at www.deedkcmo.org. You will receive, via email, receipts and records when PayPal submissions have been made under your name.
NOTE - Proof your list of patrons. Be sure all names are spelled correctly. Be sure to include all Greek affiliations for your sales, if applicable. 23
Jan. 24, 2021
Participant Profiles Due
Feb. 27, 2021
Souvenir Journal Fast Track Date*
Mar. 28, 2021
Souvenir Ad Collection Day
Apr. 11, 2021
Last Ad Collection Day
Apr. 24, 2021
Final Ad Review Day with Parents
Ads submitted after the final deadline listed above will not count towards souvenir sale totals. They will be considered donations.
Fast Track Incentive Points• 25 points will be awarded to all participants who submit at least $250.00 in ads by February 27
AD COLLECTION DEADLINES
AD COLLECTION DAY DETAILSSouvenir Journal Office Hours• Co-chairs will be available 2:00 – 4:00PM each
meeting day to answer souvenir journal related questions
Ad Collection Days• Three ad collection days: February 27,
March 28, April 11 • During these days, there will be designated
appointment times (hosted via Zoom breakout rooms) for each participant/parent to review ad submissions and reconcile • Details on what to do to prepare for
these collection days are listed on the next slide
• The following will not be accepted:• Ads not uploaded to BOX • Ads not submitted in template
format• Funds NOT written payable to DEED
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AD COLLECTION DAY CHECKLIST
I have created & uploaded ads in the correct template format to BOX for all my sales, prior to the collection session
I have uploaded my “Patron Listing Form” to BOX I have uploaded my “Advertisement Sales Submission
Form(s)” to BOX My form includes my PayPal sales My form includes checks and money orders that have been
made payable to DEED, include the participant name in memo space, and mailed to the DEED Foundation - Cotillion 2021, P.O. Box 16381, Kansas City, MO 64112
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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• Save forms on a flash drive and/or computer
• Turn in ads and money on time• Money submitted without a completed ad will be counted as a donation to the
scholarship fund• Notify supporters of reporting dates• Make sure checks/money orders are payable to DEED• Keep all 3 reporting period receipts
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NEED HELP CREATING YOUR AD?Services offered by
Phyllis WhitesideParker Designs
Graphic Design/Digital Imaging
Souvenir Journal Ads and Marketing Brochures
Pricing will vary.
Feel free to contact Phyllis at:T: 816.721-6021
E: phyllisart@yahoo.com
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Blue Valley WestHigh School
Student Council Class Representative (1 Yr)JV/Varsity Girls’ Basketball Team (4 Yrs)FCCLA (Family, Career, and Community
Leaders of America) – (4 Yrs)RezLife Youth Group (3 Yrs)
R.O.C.K. Youth Group (2 Yrs)Hoop Service Premier Basketball Team (3 Yrs)
Allison Beatrice KnightDaughter of
Mr. C. Courtney Knight & Mrs. Lisa B. Ford
Goals: I plan to attend Arizona State University (ASU). My goal is to obtain my Bachelors degrees in Psychology with a minor in Spanish. After undergraduate school, I plan to further my education in child psychology and teaching. My ultimate career goal is to become a psychologist and administrative leader within the education system.
Most Memorable Moment: My most memorable moments were being selected for the National Spanish Honor Society, receiving a major academic scholarship from one of my top two college choices, and being elected as a senior class representative. Through these achievements, I learned that success comes from hard work, determination and not ever giving up.
Motto: ”It always seems impossible until it’s done.” - Nelson Mandela
St. James United Methodist Church
Community ServiceReach Out and Read Kansas City (2 Yrs)
Leo Club (2 Yrs)FCA (Fellowship of Christian Athletes (3 Yrs)
Participant Profile
Example
PARTICIPANT PROFILE
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• Headshots and participant profiles will be included in the Cotillion Souvenir Journal
• You will need to complete your participant profile by January 24
• Access and submit the form via: http://deedkcmo.org/cotillion/forms-and-templates/
• Profile should include 3-5 recent involvement and accomplishments:
• School/Extracurricular activities including honors received & leadership roles
• Church • Community service activities
• You may include the # of years involved in the activity (ex: 5 yrs.)
• You will need to email your headshot to souvenirjournal@deedkcmo.org by February 14
Jan. 24, 2021
Participant Profiles Due
Feb. 27, 2021
Souvenir Journal Fast Track Date*
Mar. 28, 2021
Souvenir Ad Collection Day
Apr. 11, 2021
Last Ad Collection Day
Apr. 24, 2021
Final Ad Review Day with Parents
DEADLINES OVERVIEW
Ads submitted after the final deadline listed above will not count towards souvenir sale totals. They will be considered donations.
Fast Track Incentive Points• 25 points will be awarded to all participants who submit at least $250.00 in ads by February 27
SOUVENIR JOURNAL CONTACTS
Kristen Ingram, Co-ChairText: 314.562.6408
Melba Tyson, Co-ChairText: 816.500.2345
SouvenirJournal@deedkcmo.org35