Download presentation
Presentation is loading. Please wait.
Published byAmy Pearson Modified over 9 years ago
1
VIBRANT MEDIA Online Marketing & Event Administration Solutions 11 March 2009
2
Contents Introduction Decision Makers Database Creative Department Event Management System Distribution of emails Reporting Problem Areas Conclusion
3
Established as a statistical bureau in 1991 Team of 25 people including a design team, system developers, data researchers, account managers & admin staff Operate from offices in Rosebank Offer direct marketing services including marketing by email, post & fax, event management, data management, bespoke systems Our sister company: –Front Foot – a leading provider of corporate workshops, seminars & conferences Introduction: About US
4
We compile and maintain the Decision Makers Database which includes details of the top 250,000 business people in South Africa Information includes name, company, position, gender, race, address, email, phone & fax numbers Data is continually maintained electronically & by phone by our team of researchers In the past some of our clients have supplied us with their own in-house databases for the distribution However, the Decision Makers Database can be used to attract potential new clients Decision Makers Database
5
In-House Design Department Vibrant Media has full time designers and copywriters who can design html emailers from concept to final proof Other designs includes: Print invitations, fax and sms All designs from our side will be sent to the person responsible for final approval before it is sent out Client’s own design: Should be in html format; require at least one day for set up of templates and any changes made to invitation Creative Department
6
Initial Set-up of System Information required: (Event form supplied by Vibrant Media) Date, venue, time Map, directions, parking instructions Seating limit Target market – if using the Decision Makers Database Contact person responsible for event Specify if name tags are required Database (if using own – format to be discussed) Event Management System
7
Initial Set-up of System Registration page will be standard template – any additional fields should be specified with each event Sends will be scheduled according to current schedule – avoiding an overload of the database (only applicable if using Decision Makers Database) Contact persons will be given log-in access to the system Require at least one day to do system set up Event Management System
8
Confirmations, Telephonic follow-ups, Reminders, Tickets and Thank you notes, Email & sms confirmations are sent automatically to delegates that have registered Telephonic follow-up calls can be made to delegates that have not responded Reminders will be set up about a week before the event Email & sms reminders are sent 2-3 days before the event – this can be scheduled according to client’s needs Customised tickets can be sent on to delegated before event each with unique bar code Thank you notes will be sent to delegates on request after the event has taken place Event Management System
9
Distribution System via GroupMail Make use of GroupMail – international software package designed for bulk email distribution Database is imported into a “Not Responded” section Once delegate has accepted the invitation he/she is moved to “Accepted” list – same applies to those who have declined Additional sends can be done to the “Not Responded” list at the clients request (depending on numbers) Mailer tests sent to Clients for approval before sent to delegates Distribution of Emails
10
Required Database Fields All databases should be in a Comma Delimited CSV file or an Excel spreadsheet and not in an MS Word document Required fields: Email Name Surname Company Job title Distribution of Emails
11
Responses All responses are sent to Vibrant Media These include: –Bounces / Undeliverable –Out of Offices –Unsubscribe – this will be forwarded on to the client –Annual Leave –Maternity Leave –Email address changes –General enquiries Distribution of Emails
12
External contact persons will receive log-in username and password to Vibrant Media event system (demonstration to follow) Event Administrations system is online – progress on event can be viewed at any time A daily update can be given to client – this will indicate how many delegates have registered, not-responded and declined Reporting after event has taken place – please refer to next page for an example Reporting
13
Completion of the Registration Page – no control over information filled in and if info is correct or not No control over the number of arrival of confirmed delegates Database supplied should be in correct format Design of invitations – correct format & quality of images used Recipient system limitations – blocking of emails Problem Areas
14
System is developed in-house, therefore very flexible Questions? Conclusion
Similar presentations
© 2024 SlidePlayer.com Inc.
All rights reserved.