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