Creating the Brochure --- AMY
Proof Reading and Correcting --- AMY
The brochure will require multiple (5-10) versions to double check for any errors, name changes, cost changes, grammatical errors, use different photos, etc. This process should NOT be done by the same individual, in fact it would be best to have a new person check for errors every time and one main staff sending Bekki all corrections that need to be made.
Updating the Mailing List
The KidSpirit Summer Day Camp mailing list is a spreadsheet that can be found on the brain under Marketing>Distribution & Mailing Lists & Listservs> SDC_Mailing List_Cumulative. The most updated mailing information for this Summer 202X Brochures will be the SDC 202X Mailing List Final Tab within the spreadsheet.
The SDC 2020 Mailing List Final tab will need to be copied and then updated with any new participant parent names and addresses prior to sending this mailing list off to the mailing center.
Once new info has been added, reorder the sheet and delete any duplicates. IF duplicates occur with different addresses but the same name, double check on IL to see which information is the most up to date before deleting.
Contacting the OSU Mailing Center for Brochures
Once the mailing list has been edited the mailing center must be contacted to double check that their process for mail merging has not changed.
Call the On Campus Printing & Mailing Services at (541) 737-4941. The point of contact for this years distribution (Summer 2018) was Michelle Dunks ext. 73403.Â
We will send our updated mailing list to whomever it may concern, specify which tab to use in the spreadsheet, and they will then perform a mail merge to create labels. Obtain a quote at this time as well and let them know approximately how many brochures are going to be dropped off to them by Eagle Web Press.
Once labels are created they will send us a copy of the brochure with the labels for approval. (remind them that in the past they have folded the brochures in half and sent them out in envelopes).
Once we approve, they will pre-sort the mail and send it out for us at their Bulk Mail Rate (this process can be completed in 24 hours).