COTILLION 2021 SOUVENIR JOURNAL WORKSHOP - DEED
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COTILLION 2021
SOUVENIR
JOURNAL
WORKSHOP
KANSAS CITY (MO) ALUMNAE CHAPTER
and Foundation for Delta Education and Economic Development
AGENDA
• SUCCESSFUL MARKETING
• AD DETAILS
• Pricing
• Creating & uploading ads
• Submitting
• PARTICIPANT PROFILE
• DUE DATES
• QUESTIONS
2
FORMULA FOR SUCCESSFUL MARKETING Goals Planning Implementation Success
SET YOUR GOALS
You must raise a minimum of $250 in
1 ad sales*
2 Determine your target audience
3 Determine your strategy
*To be a top winner in Souvenir Journal ad sales you must generate well over the $250 minimum
DETERMINE TARGET AUDIENCE
Delta who recommended you Nail Technician Barber/Hairdresser
Relatives (distant & close) Neighbors Realtor
Godparents Doctor/Dentist/Nurse Bank (yours & parents)
Play Brother/Sister Teachers (past & present) Parents’ co-workers
Pastor/Pastor’s Wife Coaches (past & present) Parents’ business associates
Church Members Schoolmates Parents’ Alumni Groups
Sunday School Teacher Social Media Friends Parents’ Clubs, Sororities,
Church Choir Members Past supporters Fraternities
Church Groups & Ministries Librarian Mentors
Employer Car Dealerships Deltas!!! – find some and ask
Extracurricular Leaders Volunteer Agencies
Get help from your parents/family/friends 5
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
SAMPLE LETTER 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
IMPLEMENT YOUR PLAN • 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
TO REVIEW Goals Planning Implementation Success
AD DETAILS
Patron List and Ad Examples
PRICING - PATRON LIST
PATRON LEVELS
BRONZE SILVER GOLD
$25 $65 $100
Due to the virtual setting, we strongly prefer payments to be made online via
PayPal at www.deedkcmo.org
Online ad purchases include a 3.5% fee
Fees do not count towards total ad sales
12PRICING - ADS
Ads can be printed in color for an additional $25
Due to the virtual setting, we strongly prefer payments to be made online via
PayPal at www.deedkcmo.org
Online ad purchases include a 3.5% fee
Fees do not count towards total ad sales
13CREATING ADS
• 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
14FORMATTING ADS
• 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
15SAVING 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
16CREATE 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
Souvenir Journal wants to work with you on 2021
Participant Ads
2021 Participant Ads
17CREATE BOX ACCOUNT (STEP 2)
3. Your default internet browser, will automatically be launched and
you will see BOX.com
4. Type your name, create a password, verify your password and hit
continue
2021 Test Participant
18UPLOAD TO BOX FOLDER (STEP 1)
1. Double click on the folder with your name in the ads folder
2. Click on the “Upload” button, and select “File”
• Be sure the folder is “Open” prior to uploading
1
2
2021 Test Participant
2021 Test Participant
19UPLOAD BOX FOLDER (STEP 2)
3. Select the file that you want to upload
4. File Name should be as follows:
• JDoe–FP–mmddyy
• JDoe–HP–mmddyy
• JDoe–QP–mmddyy
• JDoe–BC-mmddyy
20TRACKING 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
21AD SALES SUBMISSION FORM (EXAMPLE)
22TRACKING 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. 23PATRON LISTING FORM (EXAMPLE)
24AD COLLECTION DEADLINES
Participant Profiles Due Souvenir Journal Fast Souvenir Ad Collection Last Ad Collection Day Final Ad Review Day with
Track Date* Day Parents
Jan. 24, 2021 Feb. 27, 2021 Mar. 28, 2021 Apr. 11, 2021 Apr. 24, 2021
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 27AD COLLECTION DAY DETAILS
Souvenir Journal Office Hours • The following will not be accepted:
• Co-chairs will be available 2:00 – 4:00PM each • Ads not uploaded to BOX
meeting day to answer souvenir journal • Ads not submitted in template
related questions format
• Funds NOT written payable to DEED
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
26AD 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
27PARTICIPANT 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
28NEED HELP CREATING YOUR AD?
Services offered by
Phyllis Whiteside
Parker 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
29PARTICIPANT PROFILES
Participant
Profile
Example Allison Beatrice Knight
Daughter of
Mr. C. Courtney Knight & Mrs. Lisa B. Ford
Blue Valley West St. James United Methodist
High School Church
Student Council Class Representative (1 Yr) Community Service
JV/Varsity Girls’ Basketball Team (4 Yrs) Reach Out and Read Kansas City (2 Yrs)
FCCLA (Family, Career, and Community Leo Club (2 Yrs)
Leaders of America) – (4 Yrs) FCA (Fellowship of Christian Athletes (3 Yrs)
RezLife Youth Group (3 Yrs)
R.O.C.K. Youth Group (2 Yrs)
Hoop Service Premier Basketball Team (3 Yrs)
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 MandelaPARTICIPANT PROFILE
• 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
32DOCUMENTS ON WEBSITE
Deedkcmo.org/cotillion/forms-and-templates
33DEADLINES OVERVIEW
Participant Profiles Due Souvenir Journal Fast Souvenir Ad Collection Last Ad Collection Day Final Ad Review Day with
Track Date* Day Parents
Jan. 24, 2021 Feb. 27, 2021 Mar. 28, 2021 Apr. 11, 2021 Apr. 24, 2021
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 27SOUVENIR JOURNAL CONTACTS
Kristen Ingram, Co-Chair
Text: 314.562.6408
Melba Tyson, Co-Chair
Text: 816.500.2345
SouvenirJournal@deedkcmo.org
35Questions? Thank you!
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