It was a pleasure working with Event Journal again this year on the Hofstra Gala journal website. The site looked great both online and on our screens last night. Bill, Marisa, and the whole team were wonderful to work with once again and did a great job.
Associate Director for Special Events
How it Works
We realize that moving to a digital e-journal may seem complicated, but we have helped many before you make the transition with ease. Our procedures merge seamlessly with your own processes. We strive to make this a “fully-managed” project that alleviates additional work and may actually reduce workload by adding our support team to the mix.
Here are ten easy steps:
Step 1: The “Getting Started” Call
We begin the work with a focused teleconference to discuss project parameters, delivery dates and expectations. We review everything we need from you to launch quickly and on point. We provide a detailed follow up memo that outlines the process in the weeks that follow. In addition, you will receive a number of instructional emails at timely intervals, notifying you of procedures and best practices throughout the cycle of the pre and post event timeframe. Our client services team is available via phone or e-mail to field any questions you have along the way.
Step 2: Event Material Language is Revised
We provide verbiage and recommendations to help update your event materials from prior years: sponsorships and e-journal ad descriptions, the invitation, RSVP, sponsor letters, etc. Together we will update your communications to include all the benefits that the on-line journal has to offer.
Step 3: The Event Committee is Educated
We support the learning curve of your staff, board and/or committee with materials and handouts to ensure they know how to create enthusiasm with supporters as the event nears.
Step 4: Initial Design
If you already commissioned a design for the save-the-date or invitation, we will adapt it to work with the various materials we provide. Or – you may engage our talented and experienced creative team to provide the underlying design for the event graphics and related materials. Clients provide as much input as they wish. Our designers prepare 3 comps and work with the client to deliver a look that is distinct for their event.
Step 5: The Site is Built
Following the outline provided after the “Getting Started” meeting, clients send content material as it is available. This may include letters from the President and Chairs, organizational information, committee listings, auction prizes, honoree’s bios , etc. As your site comes together, we will periodically send you links to view the progress and encourage your feedback.
Step 6: The Shopping Cart for Online Purchases is Connected
Your online shopping cart provides the capability for donors to order tickets, tables, sponsorships, e-journal ads and donations through a fully-secure, PCI Compliant system. We offer compatibility with many of the most common payment gateways and have resources to support your set up of such a system if one is not already in place.
Step 7: The Site Goes Live
Once we have completed a sufficient framework for public viewing, tests are run to ensure everything works as it should. We link the site to the user-friendly domain you have selected, allowing your supporters to access the site. We provide graphic icons for your website and email signatures, along with all necessary guidance for optimal exposure of your event website and e-journal.
Step 8: e-Journal Ads
With your site launched, it’s not too early to get your supporters to submit ads immediately. They will benefit from increased exposure in the pre-event period and you will benefit by showing a site that is active and growing. Our creative team can work with camera-ready materials, or we create ads as needed. As ads populate the site, you create enthusiasm and buy in from those supporting the event. This can lead to larger commitments and additional ads sold.
Step 9: The Event Presentation Is Prepared
Just prior to the event, we prepare a visual presentation of all your online journal ads and honorees to be displayed on large projection screens at your event. Ads are scaled to play in proportion to the donation level of the contributor. The presentation makes a beautiful backdrop to your event.
Step 10: Marketing Strategy and Materials
The Event Journal team can design and copy write your event invitation, save the date, an email marketing campaign to drive traffic to the e-journal, a social media effort, auction preview pages, program books, ads, press releases and other materials.
Step 11: Support
Throughout your project, the Event Journal team guides you, provides quantitative information and ensures you are following “best practices” for project success.