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KANSAS CITY ALUMNAE CHAPTER and
Foundation for Delta Education and Economic Development
AGENDAADS
Marketing
Pricing
Creating/Formatting
Proofing
Submitting
PARTICIPANT PROFILE
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MARKETINGSuccessful marketing involves setting a goal,determining your target audience anddeveloping a plan.
G + P + I = SGoals + Planning +Implementation =
SUCCESS
FORMULA FOR SUCCESSFUL MARKETING
Set Sales GoalDetermine Target AudienceDetermine Strategy
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SALES GOAL
Each participant isresponsible for selling aminimum of $750 in ads;
Top winners in SouvenirJournal ad sales, sell well
over the $750 minimum.
>$750
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TARGET AUDIENCE|WHO TO ASK
Delta 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
Neighbors
Nail Technician
Doctor/Dentist/Nurse
Teachers (past & present)
Coaches (past & present)
Schoolmates
Social Media Friends
Past supporters
Librarian
Car Dealerships
Volunteer Agencies
Realtor
Barber/Hairdresser
Dry Cleaners Staff
Bank (yours & parents)
Parents’ co-workers
Parents’ business associates
Parents’ Alumni Groups
Parents’ Clubs, Sororities,
Fraternities
Mentors
Deltas!!! – find some and ask
Get help from your parents/family/friends5
MARKETING STRATEGY
Create letters, brochures, and other materialsto market yourself.
Write your sales script, and make sure to tellsupports that ad proceeds go directly towardsthe scholarship fund.
Maintain a marketing schedule.
Keep track of your sales.
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SAMPLE LETTERDear Friend,
Our son/daughter, _________________, who will be graduating from _____________ HighSchool this year, has been selected to be a participant in Cotillion 2019. Cotillion is a scholarshipprogram sponsored by the DEED Foundation and Kansas City, Missouri Chapter of Delta SigmaTheta Sorority, Inc. This program will culminate in a Formal Presentation to be held on Saturday,April 20, 2019 at the Marriott Downtown in Kansas City.
We hope you will want to participate by attending this momentous event and/or being one of ourpatrons. Attached is the ad order form and a sample page that you may use to design a specialmessage for _________; or, if you wish, you may attach a business card and we can have itprinted in the Souvenir Journal.
We will need to receive copy of the order form, ad, and money for advertisements and tickets byJanuary 6, 2019. You may either pay online at www.deedkcmo.org or make your check payable toDEED (Delta Education and Economic Development). If you are purchasing an advertisement andpresentation tickets, we request that you make a separate check for each (one check for theadvertisement(s) and a separate check for presentation tickets). Monies generated annuallythrough 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 andit is certainly our pleasure to share it with our family and closest friends.
Sincerely,
Mr. and Mrs. Coe Tillion
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SALES AND MARKETINGIMPLEMENTATION
Practice
Call and email contacts
Follow-up
Collect/Create Ads
Collect Information and Payments
Review ad for errors
Thank your supporters
Create ads using the appropriate template
Submit ads and payments
G + P + I = SGoals + Planning +Implementation =
SUCCESS
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PRICING - PATRON LIST
PATRON LEVELS
BRONZE SILVER GOLD
$25 $65 $100
Online Ad purchases include a 3.5% feeFees do not count towards total Ad sales
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PRICING - ADS
Ads can be printed in color for an additional $25
Online Ad purchases include a 3.5% feeFees do not count towards total Ad sales
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Special Ads – Please submit Ad form and payment immediatelyfollowing the workshop. If more than one participant submits a form,names will be drawn. If no forms and payments are submitted byconclusion of the orientation meeting, special ads will be sold on a firstcome, first served basis.
Online Ad purchases include a 3.5% feeFees do not count towards total Ad sales
PRICING – COVER PAGES
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Access Souvenir Journal Ad Template
http://deedkcmo.org/cotillion/forms-and-templates/
Create ads using appropriate sized template
CREATING ADS
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Have a focal pointFill your spaceIdentify each ad (with your name)Use readable fontsProof-read your adsInclude Photographs
Available for ¼ Page, ½ Page, Full-Page ads onlyGood QualityPrefer digital photosPrinted photos should not be larger than 5x7Bring printed photos to Souvenir Journal Reportingsession for scanning
FORMATTING ADS
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SAVING ADSCombine all “same size” Ads into one documentSave files using the following format: JDoe-FP-mmddyy.doc
Participant First initialParticipant Last nameAd SizeFP – Full PageHP – Half PageQP – Fourth PageBC – Business CardReporting Date
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CREATE BOX ACCOUNT (STEP 1)1. You should have an email from Souvenirjournal@deedkcmo.org,
inviting you to collaborate on Box2. Click on the GO TO FOLDER
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1. Your default internet browser, will automatically be launched andyou will see Box.com
2. Type your name, create a password, verify your password and hitcontinue
CREATE BOX ACCOUNT (STEP 2)
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ACCESS BOX FOLDER
Step 1 – Double click on your folder – Ads folder
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Step 1 – Click on the Upload button, and select “File”
UPLOAD TO BOX FOLDER (Step 1)
Be sure the folder is “Open” prior to uploading.Click on the folder to open the file.
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Select the file that you want to uploadFile Name should be as follows:JDoe–FP–mmddyyJDoe–HP–mmddyyJDoe–QP–mmddyyJDoe–BC-mmddyy
UPLOAD BOX FOLDER (STEP 2)
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PATRON LISTYou will need to complete this form for ALL Patron Sales for the reportingperiod, including ONLINE sales.
Please tell us how you want the patrons name to appear in the SouvenirJournal.
Examples:Mr. James and Mrs. Mary NelsonMr. James and Mrs. Mary (ΔΣΘ) NelsonThe Ford FamilyMr. Sheldon Ledbetter (Σ)
You are also required to Upload the Patron Listing Form as an Excel file to yourBox Folder.File name should be: JDoe–patronlist–mmddyy (Do NOT save as a PDF file.)
NOTE - Please be sure all Names are spelled correctly. Be sure to include allGreek affiliations for your Sales, if applicable.
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PATRON LIST (EXAMPLE)
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AD SUBMISSION FORMYou are required to Upload the Advertisement Sales SubmissionForm(s) as an Excel file to your Box Folder.
File name should be: JDoe–submissionform–mmddyy (Do NOT save it as aPDF file.)
This form should include ALL sales for the reporting period, includingonline(Paypal) sales.
Be sure to complete ALL fields for each sale.
If you have a purchaser who would like to upgrade a previously purchasedad, upgrades are NOT available for purchase on Paypal. Upgrades can bepurchased via Cash, check or money order. In the Ad Size column, select theappropriate upgrade option.
Please use a computer with Microsoft Excel to complete this form.
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AD SUBMISSION FORM(EXAMPLE)
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AD SUBMISSION DEADLINESNovember 4, 2018
Includes Paypal sales through 11:59 PM CST, Nov. 3
December 16, 2018*
Includes Paypal sales through 11:59 PM CST, Dec. 15
January 6, 2019Includes Paypal sales through 11:59 PM CST, Jan. 5
Ads submitted after the final deadline listed above will not count towardssouvenir sale totals. They will be considered donations.
* Fast Track Incentive Points25 points will be awarded to all participants who submit at least$750.00 in ads by December 16th
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SUBMISSION GUIDELINESDue at Reporting Sessions
Photos and Business cards (if scanning is needed).
Please 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
Include participant name in memo space
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SUBMISSION GUIDELINES
The following will not be accepted:
Ads not uploaded to BOX
Ads not submitted in template format
Combined funds (ex: Ad money andTicket money)
Funds NOT written payable to DEED
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AD SUBMISSION CHECKLIST I have all photos and business cards which need
to be scanned (see In Person Ad Submission onpage 25)
I have funds for all Ads being submitted (Paypalfunds excluded)
I have created & uploaded Ads in templateformat to BOX for all my sales, prior to thereporting 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 PaypalSales
Participant Name is in the memo section ofchecks and money orders
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PARTICIPANT RESPONSIBILITIESBe familiar with what you are turning inKeep good records:
Save formatted ads and profiles on a flash drive and/orcomputerKeep track of all sales and ads
Money submitted without a completed ad will be countedas a donation to the scholarship fundTurn in ads and money on timeDo not hold checks longer than necessaryNotify supporters of reporting datesMake sure checks/money orders are payable to DEEDKeep 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 starts at $5.00 per Ad, and increases depending on thecomplexity and quantity.
Feel free to Contact Phyllis atT: 816.721-6021E: phyllisart@yahoo.com
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PARTICIPANTPROFILES
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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 aminor in Spanish. After undergraduate school, I plan to further my education in child psychology and teaching. My ultimatecareer 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 MethodistChurch
Community ServiceReach Out and Read Kansas City (2 Yrs)
Leo Club (2 Yrs)FCA (Fellowship of Christian Athletes (3 Yrs)
ParticipantProfile
Example
Cotillion Mentor: Toni Johnson
PARTICIPANT PROFILEFormal Head Shots and Participant Profiles will beincluded in the Cotillion Souvenir Journal
Profile should include 3-5 recent Involvement/Accomplishments:
School/Extra-Curricular Activities includingHonors Received & Leadership rolesChurch InvolvementCommunity Service Activities
You may include the # of years involved in theactivity. (ex: 5 yrs)
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PARTICIPANT PROFILE DUE DATES
DRAFT – Due November 4, 2018Submit electronically using the form at:DEEDKCMO.ORG
You will receive feedback on your drafts via email, pleaseincorporate this into your final draft
FINAL – December 16, 2018-5:00 PM CST(All participants must submit a final profile regardless of draftedit status)
Participants will receive 25 points for submitting the finalprofiles on-time!!
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DOCUMENTS ON WEBSITEDeedkcmo.org/cotillion/forms-and-templates
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SOUVENIR JOURNAL CONTACTS
Lisa Ford, Co-Chair913.221.5551
Gwen Riley, Co-Chair
816.260.5360
SouvenirJournal@deedkcmo.org
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THANK YOU
KANSAS CITY ALUMNAE CHAPTER and
Foundation for Delta Education and Economic Development36