You will find links and information referred to in this presentation on:

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2 You will find links and information referred to in this presentation on:

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4 I. is great because it is free, quick and trackable. Alumni Relations currently has 140,000 of 370,000 living alum roughly 1/3 of entire base. It can be segmented by area, zipcodes, age, school, degree. Visit Ralumni.com for an online form for your broadcast . You can upload a word document or input your information into the form. You can add a photo as well. The R Alumni logo is already on file with Alumni Relations. I. Subject lines Subject lines are the first thing read and essentially determines open rates. Avoid: All caps, exclamation points, vague titles. Keep it short and to the point. Use the basics. A good formula for a subject is Group name event name. For Example: Rutgers SCILS Alumni Cocktail Hour II. Body of A note to remember is people scan s and don t read first, if they are interested they go back to read. So keep it short. Make sure you cover the basics: Who, What, Where, When, & How Have a Call to action: provide a link to register or a contact/ /phone for more information See sample SCILS . NOTE: After you send an you can receive a report that details how many s were sent out, number of opens and clicks as well. III. Timeframe Allow enough time for alumni to plan to attend Ideally plan to send in information to AR at least 6 weeks prior to event (AR needs at least 2 weeks for processing) GREAT IDEA: Send your 5 weeks before event (send it to AR 7 weeks prior), then send out a reminder a week prior that also talks about your next event. You publicize something new and remind people to register for the current event. IV. Bundle Information Get more bang by bundling your information together and sharing information on multiple items. You might want to consider an newsletter (see sample from Southern California) it links to an online newsletter but within the teases with the stories include.

5 It s good to bundle because if the main topic isn t of interest maybe one of the other items are. Other ideas to consider putting in your (after promoting your event) *Promote future events/dates *Link to group page/facebook *Tell them to share with their friends Here are some other tips and ideas shared by members: How to get event rsvps online? You can now ask Alumni Relations to do an online registration for free events and be sent a list prior to event. For those charging for events some groups have used eventbrite.com there is a small fee that they deduct from the price. Do you need permission to use event photos? Some people may not like their photos used for s and/or sent to newspapers. Anthony Guido will post a small form that you can have people fill out and sign. Others suggested a form when they enter that says photos maybe taken at this event and used for xyz. Make an exclusive list: One group is creating an exclusive list in which people that provide their information (home/work) will be given discounts to events and even access to their online password protected website to search for others to network with. Publicity: local papers and local magazines love photos send them photos with information about event

6 SAMPLE BROADCAST FROM SCILS NOTE: On top is the report that is sent to you after the has been sent. Below is the notice the quick bites of info followed by more detailed information.

7 SAMPLE BROADCAST FROM SCILS NOTE: top is the report that is sent to you after the has been sent. It is a sample of a bundled the link goes to a pdf newsletter but the provides teasers of what s included.

8 Using the same form for the broadcast at Ralumni.com/tools make sure to check the box at the bottom of the form that says Post on Ralumni.com By doing so your event will be listing on the Ralumni.com/events part of the site (pictured above left) and the monthly Event Digest (pictured on right) *The events digest is among the best read of our communications. The broad scope of this piece is invaluable. NOTE: The Digest is being worked on so that it can be personalized to each person s region and likes.

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10 Print communications compared to are more costly due to printing and mailing expenses. But there seemed to be a need by charter groups to reach people that are not currently responding to s or not on the list. There are a few options: I. Newsletters: There are currently 4 5 regional clubs currently doing printed newsletters (like Sarasota/Manatee, Florida) Newsletters are a great way to showcase your group, post event photos and promote future events Alumni Relations is currently working on new templates to use they will be easy to use so that you can easily add text and photos. II. Money Saving Pieces: Postcards are a great choice. They are cheap to print and costs less to print. You can surprisingly fit a lot onto a postcard. Self Mailers are a choice if you have more information it s folded and shipped at a cheaper rate. TIP For printed communications: If you are trying to reach a group of people you aren t currently reaching with then you should ask on the piece for them to send them their , join Ralumni.com, join a facebook page so that you can reach them again in a less expensive manner. III. RUAA Marketing Pieces Alumni Relations also makes available several pieces that can be useful for your group. If you need any of these pieces Alumni Relations with the request at: rualumni@alumni.rutgers.edu Ralumni.com Promotional Cards a great way to push people to the site to register (building your list) TIP: The back of the postcard has lots of white space, print out cheap labels and promote your website, online group, etc. Contact Info Cards these are great cards to make sure the information on file is the most current. After the event please send the information back to Alumni Relations so we can update the files and therefore have current information for your next mailing or broadcast . Info Flyers Alumni Relations can put together a great informational flyer with upcoming events for your group and major ones coming up. Please give at least a 1 2 weeks lead time to produce it for you.

11 In order to keep the security of alumni information there are specific procedures to do a printed mailing. 1. Choose an approved mailhouse vendor (visit ralumni.com/tools for vendor info) and discuss with them your options NOTE: sample pricing/rates is being put together for your reference 2. Get your newsletter, postcard, etc printed and sent to mailhouse 3. Contact Alumni Relations to put together your current list which is sent directly to the mailhouse for mailing

12 With one form you coordinate marketing of , online events calendars and all AR outgoing communications Creates a professional image for group s come Rutgers Alumni Relations rather than joeschmo@xyz.com; also if you are cc g your members you are making their s susceptible to more spam and many will ask to be removed. Keeps R Alumni (Rutgers) brand consistent Maintains good stewardship of alumni info alumni information is maintained securely and kept up to date Saves money Most importantly saves time

13 Next Session Using Social Media will be April 23 We ll be discussing powerful online tools to help promote your group and events. Ralumni Groups Coming Soon within Ralumni.com Facebook is a powerful social events tool LinkedIn is great to promote business networking events, professional discussions, etc

14 Feel free to contact Tamara Remedios, the presenter