Marketing an Event on a Small Budget
 

Any success stories or suggestions of marketing a gala or homecoming-oriented weekend to your alumnae association with virtually zero direct mail budget? What can you do with email and web? I'm working with a group 22-45, so they're fairly web-savvy.

Thanks!

Evite.com

Evites. Create a webpage, maybe one that has a countdown clock or something. It needs to be well designed though, I feel like a badly designed website looks worse than having none at all. Hopefully you can get webspace from the school.

Phone calls, especially if you can use the school phones. That requires more manpower though.

I'd definitely go with evite--I know that we use it in my AA in NYC, and it works very well.

Great ideas! They are developing a website and we plan to send out emails. Any suggestions for an inexpensive direct mail effort?

evite is free if that's what you're asking

Actual mail? Nope, postage will get you either way. If you can afford the postage then just simple homemade fliers would work. Evites are nice because you have the RSVP aspect of it as well.

Someone else already said it, but the best way to get people to come to something is to call them, and follow up with a email with all the details. Many people have 'free' long distance these days so the cost should be minimal. If you have 20 people willing to make phone calls, you'll probably reach many, and people appreciate the personal approach.

Mail typically is not as effective as phone...email is only slightly better.

Evite is good because people can see who is coming--and you want to maybe get a few key people who will be attending to respond earlier (also something you can do with a phont call). If people see that others they know are coming, people are more likely to attend.

If this event is something tied to you alma mater, see if the alumni office will pay for postage if absolutely necessary.

Thanks. There are about 1000 we need to reach and for some reason not much has been budgeted... I don't think the phone calling will be feasible given the large number, but we could cherry pick off a few hundred in the area and call them.

If going to do a call, set up a system where there are multiple callers with a list to call.

Spreads the work around and if locals it is no cost.

I know you don't have money, but postcards (even printed at home) with a photo or image of the college/sorority house/letters etc with the date on the back would be cute. You might beable to see if you can print everything and then get the Alumni office to help you mail it bulk (read: cheaper). I'm not sure if they'd be willing, but they have an interest in your alumnae attending, so they'll get benefit from helping.

Follow up with a phone call. I would direct phone calls strategically. Call people you think will come with encouragement and those you are pretty sure will come. Try to get the ones who don't usually, but you want to make sure the core comes...

If you end up mailing stuff, with 1000 save the date magnets would be cute.

The 1000 are all alumnae-- it is an alumnae event. Thanks again! Please keep your great suggestions coming!

I assume you already did this, but if it's all one school put a blurb in the alumnae news. Some people will keep updated w/ the school even if they don't with their sorority/fraternity.

Also if your school has an online MB for alums, put messages up there.

We're definitely going to use a lot of these great suggestions and rely heavily on our event web site, emails and word of mouth. I liked the idea of the phone call campaign. We may try to work with our collegians to make the calls. Super idea!

I've priced out a postcard and a self-mailer... I'm hoping to get some money allocated-- we do need at least one (even small) direct mail.

What are some other ways to spread the word?

Keep the ideas coming and thank you again!

Maybe set up a free Web Site.

Also get an email listing.

My Chapter has a Chapter Mailer called Lambda Gram but has been discontinued for costs.

I stated an Electronic called AlumbdaGram taken from it.

I have worked to get an email list of members and can keep them updated this way and should work well for you also. Well, once you get emails compiled.

Glad You like the phone bank thing and by doing this, you can compile emails to send out.:)

Do not sell direct mail short. Snailmail is stronger than ever and post cards and self-mailers can be very effective. Many people are not inclined to put themselves on email lists because of spam. Furthermore, the hardcopy you create for a direct mail piece will have a more personal look and feel to it than most email pieces. I think a "multi-media" approach is best, i.e. a combination of email and direct mail. Use a website to capture current contact information as well. So, with the three channels - direct mail, email, and website you have three ways of reaching people. Keep the website up to date.

I work in marketing and I know the positive benefits associated with direct mail. LOL. But on a small budget, direct mail can be a costly undertaking. Even a small B&W postcard for 1000 people can run well into the $600s.

While it will take a lot of work and time, try the phone bank/tree thing if you can get enough. Make sure you get email listings so that they can be kept to send out info.

If you can get a core group, then you can build on it.

1,000, wow, as you said, a fortune.

Hope you can find a GOOd Cheap way to do it.

It may start small, but it can grow.

What efforts did you decide upon and how successful were they? Did you get any feedback from alums you'd contacted?


Not sure who you are asking on this question.

But, if you get 1 person to take on the email listing to keep up it is a plus. It is also very hard in a mobile society and they need to keep you updated so you can do the same.

At the moment, I have @ 250 + members and can only do if aomeone finds someone they are close to or a member lets me know new address's.

Frustrating at times, but when some say hey, I am glad to hear about what is happening is enough.

As long as I get them in the data base!

LOL, yes, I know exactly what you are refering to!

It takes a dedicated member to take this task on. You seem to be it!

You have a good base of starting out with.

Now, I must admit that I sold phone cards at my store that I used a lot.

We had an alum meeting and some did a search and I called. Amazing how many said they were glad to hear from me.

So, I slowly got more emails and built from there. I started the electronic Magazine for the Chapter, and at the end asked for those Members to please let me know if they were in touch with Members that I did not have.

Actually it took 8-10 Years to get some of them to send changes or Members to send me new emails.

It isn't easy.:(

Now it is coming easier.:D

Work Work Work, that is the key.

The very best of luck as have been there!:eek:

Thanks to all. We sent out emails to our list-serv, one black and white postcard, and a 2-color postcard to promote this event to the alumnae. We also set up a web site with online registration, a message board and an itinerary of events/opportunties. The chapter promoted the event internally. We anticipate a turnout of around 200 over the three days' worth of events.

Our January event at the end of the month includes a series of a la carte events: A Friday evening social, a Saturday luncheon (the "big" event) and a Sunday Family Picnic at the House which will include a devotional and a collegiate workshop about Career Planning. Donations will be taken to benefit our official philanthropy and our House Corporation. We are also selling t-shirts. There will be favors at the luncheon, and we have gotten local sponsors to help offset costs. There will also be a silent auction, with proceeds benefitting the House Corp. We have produced a multi-media show and each event attendee will receive a commemorative Memory Book that includes photos of the chapter through the years, an alumnae directory, ads from local sponsors and more.

Thanks for your ideas. We have a wonderful planning committee and everyone has pitched in to lend their support.

Our web site

Great site!

Ditto Heather, great web site.

It is a two fold deal, snail mail and electronic!

Snail mail can cost money while electronic is a lot of cheaper.

Get it started both ways and then wean them off to electronic.:D

Yes: if you don't get responses to an EVITE, then a phone call PLUS a reminder follow up phone call the day before.

Thanks Tom-- as great and cheap as electronic is, it really helps to at least do an inexpensive postcard. No matter how web saavy you are, a tangible reminder works wonders to get the buzz going!

Good suggestion
 

I just looked at the website. I am going to use it for my next party.