COTILLION 2021SOUVENIR

JOURNAL WORKSHOP

KANSAS CITY (MO) ALUMNAE CHAPTERand Foundation for Delta Education and Economic Development

AGENDA• SUCCESSFUL MARKETING• AD DETAILS

• Pricing• Creating & uploading ads• Submitting

• PARTICIPANT PROFILE• DUE DATES• QUESTIONS

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FORMULA FOR SUCCESSFUL MARKETING

Goals Planning Implementation Success

SET YOUR GOALS

You must raise a minimum of $250 in ad sales*

Determine your target audience

Determine your strategy

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*To be a top winner in Souvenir Journal ad sales you must generate well over the $250 minimum

DETERMINE TARGET AUDIENCEDelta 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

Extracurricular Leaders

Nail Technician

Neighbors

Doctor/Dentist/Nurse

Teachers (past & present)

Coaches (past & present)

Schoolmates

Social Media Friends

Past supporters

Librarian

Car Dealerships

Volunteer Agencies

Barber/Hairdresser

Realtor

Bank (yours & parents)

Parents’ co-workers

Parents’ business associates

Parents’ Alumni Groups

Parents’ Clubs, Sororities,

Fraternities

Mentors

Deltas!!! – find some and ask

5Get help from your parents/family/friends

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

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

SAMPLE LETTER

• 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

IMPLEMENT YOUR PLAN

TO REVIEW

Goals Planning Implementation Success

AD DETAILS

Patron List and Ad

Examples

PRICING - PATRON LIST

PATRON LEVELSBRONZE SILVER GOLD

$25 $65 $100

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Online ad purchases include a 3.5% feeFees do not count towards total ad sales

Due to the virtual setting, we strongly prefer payments to be made online via PayPal at www.deedkcmo.org

PRICING - ADS

Ads can be printed in color for an additional $25

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Online ad purchases include a 3.5% feeFees do not count towards total ad sales

Due to the virtual setting, we strongly prefer payments to be made online via PayPal at www.deedkcmo.org

• 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

CREATING ADS

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• 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

FORMATTING ADS

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SAVING 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

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CREATE 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

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2021 Participant Ads

Souvenir Journal wants to work with you on 2021 Participant Ads

3. Your default internet browser, will automatically be launched and you will see BOX.com4. Type your name, create a password, verify your password and hit continue

CREATE BOX ACCOUNT (STEP 2)

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2021 Test Participant

UPLOAD TO BOX FOLDER (STEP 1)

1. Double click on the folder with your name in the ads folder2. Click on the “Upload” button, and select “File”

• Be sure the folder is “Open” prior to uploading

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2021 Test Participant

2021 Test Participant

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3. Select the file that you want to upload4. File Name should be as follows:

• JDoe–FP–mmddyy• JDoe–HP–mmddyy• JDoe–QP–mmddyy• JDoe–BC-mmddyy

UPLOAD BOX FOLDER (STEP 2)

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TRACKING 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

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AD SALES SUBMISSION FORM (EXAMPLE)

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TRACKING 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. 23

PATRON LISTING FORM (EXAMPLE)

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Jan. 24, 2021

Participant Profiles Due

Feb. 27, 2021

Souvenir Journal Fast Track Date*

Mar. 28, 2021

Souvenir Ad Collection Day

Apr. 11, 2021

Last Ad Collection Day

Apr. 24, 2021

Final Ad Review Day with Parents

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 27

AD COLLECTION DEADLINES

AD COLLECTION DAY DETAILSSouvenir Journal Office Hours• Co-chairs will be available 2:00 – 4:00PM each

meeting day to answer souvenir journal related questions

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

• The following will not be accepted:• Ads not uploaded to BOX • Ads not submitted in template

format• Funds NOT written payable to DEED

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AD 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

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PARTICIPANT 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

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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 will vary.

Feel free to contact Phyllis at:T: 816.721-6021

E: phyllisart@yahoo.com

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PARTICIPANT PROFILES

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 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 Mandela

St. James United Methodist Church

Community ServiceReach Out and Read Kansas City (2 Yrs)

Leo Club (2 Yrs)FCA (Fellowship of Christian Athletes (3 Yrs)

Participant Profile

Example

PARTICIPANT PROFILE

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• 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

DOCUMENTS ON WEBSITEDeedkcmo.org/cotillion/forms-and-templates

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Jan. 24, 2021

Participant Profiles Due

Feb. 27, 2021

Souvenir Journal Fast Track Date*

Mar. 28, 2021

Souvenir Ad Collection Day

Apr. 11, 2021

Last Ad Collection Day

Apr. 24, 2021

Final Ad Review Day with Parents

DEADLINES OVERVIEW

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 27

SOUVENIR JOURNAL CONTACTS

Kristen Ingram, Co-ChairText: 314.562.6408

Melba Tyson, Co-ChairText: 816.500.2345

SouvenirJournal@deedkcmo.org35

Questions? Thank you!