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