Contents
IntroductionDecision Makers DatabaseCreative DepartmentEvent Management SystemDistribution of emailsReportingProblem AreasConclusion
Established as a statistical bureau in 1991Team of 25 people including a design team, system
developers, data researchers, account managers & admin staff
Operate from offices in RosebankOffer 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
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
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
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
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
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
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
Required Database Fields
All databases should be in a Comma DelimitedCSV file or an Excel spreadsheet and not in an MS Word document
Required fields: Email Name Surname Company Job title
Distribution of Emails
Responses
All responses are sent to Vibrant MediaThese 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
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
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 formatDesign of invitations – correct format & quality of
images usedRecipient system limitations – blocking of emails
Problem Areas