VIBRANT MEDIAOnline Marketing & Event Administration Solutions

11 March 2009

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

System is developed in-house, therefore very flexible

Questions?

Conclusion