Main > SCC Procedures > 2010 Convention Info
Providing Coupon Codes to Customers
You have the option of sending your convention visitors their coupon codes via e-mail or handing them out in print form at the convention. Here are instructions for how to accomplish this simply, using Mail Merge features in Microsoft Office.
Webinar Demo for Coupon Code Merge
Updated Written Mail Merge Instructions
SCC Connect
Sonlight has contracted with Sharper Agent to provide a tool for us to use to manage our customer contacts and be able to communicate with them in beneficial ways. Training will be provided in stages, with the first session completed on 5/21/10 and available as a recorded webinar below.
Webinar Introductory Training for SCC Connect
Written Introductory Instructions
Campaign Instructions
The Data Capture Tool
The Data Capture Tool Sonlight has been working on is ready to use. This tool can be used on your computer at conventions so prospects can type in their information and it will load into an Excel spreadsheet.
A few things to keep in mind:
- The spreadsheet has two tabs, the first one launches the prospect interface. The second is the spreadsheet where the data is collected. You may want to minimize the Excel spreadsheet before launching the tool. The interface is small and anything behind it will be visible to the user.
- You must enable macros in Excel in order to use the tool. If Macros are disabled, you will see a warning bar at the top of the spreadsheet. Click on the "Options" button next to the warning message. Then select "Enable Macros."
- The blue box at the top of the spreadhseet contains the closing message. You may change this message if you like.
- Prospects will be prompted to enter their email address twice to ensure accuracy. However, there still could be typos in other fields.
- Prospects must fill out every field before pressing "Submit" or they will get an error message.
- Once the data is collected after a convention, you will need to transfer the information to the prospect form you currently use to send me. You can easily accomplish this by copying each column of data and pasting it in the corresponding column in the form.
- The phone number is put into the spreadsheet in three fields. These must be combined before they are sent to me. You can combine them using the Concatenate formula in Excel. To do this, create a new column. Make sure the format is set to General. Type into the first cell "=concatenate" then the numbers of the three cells that contain the parts of the phone number. You should see the phone number correctly there. Then paste that cell down the entire list of data. Excel will automatically update to each row and combine the numbers. When you paste that column into the spreadsheet, use the Paste Values function to transfer the numbers, not the formula. (I know this sounds complicated, but once you figure it out, it's quite easy.)
Feel free to play around with this before your convention so you get the feel of how it works. Please let Barb know if you have any questions.
What Sonlight is Providing for This Season
- Larger booth spaces - most events will have 3 booths
- Full Instructor's Guide sets - these will be book-bound, with labeling on the spine, the title on the front moved to the top, and the package picture on the back.
- 5 Vertical banners - 3 that will stand on our tables (for a 3-booth or larger display) and 2 on the floor.
- Standardized, professional signage - no homemade signs allowed this year
- Logo tablecoverings - fitted, blue tablecoverings with the Sonlight logo and an inviting picture on the front.
- Sampler of optional Language Arts workbooks
- DVD sampler of MathTacular and Discover & Do DVD sampler - a 1+ hour loop to demonstrate these DVD programs.
- Updated logo nametags
- A full copy of the Psychology Interactive Workbook & Diary - this will travel with the banners/tablecoverings, rather than being a copy for each of us to keep, but it provides the opportunity to display the real one rather than a sampler.
- A copy of the new, smaller format of the Usborne's Children's Encyclopedia for each SCC.
- For giveaways: each event will receive one Sonlight Tote Bag, one copy of Sonlight Cooks, and a bundle of 3 books for each day of the event ... and a $15 coupon for each family that visits your booth.
Optional Materials Procedures
Below you will find the schedule for Optional Materials and the procedures to follow once you receive them.
Procedures for Optional Materials
Shipping Schedule for Optional Materials
The weights of the different pieces that are being shipped for our booths:
- Box with table coverings is 7 lbs currently, once the flat tablecloth and Psych workbook are added, it should be about 10 lbs.
- Banner bundle (2 banner boxes bundled together) is 25 lbs. These came to Sonlight in this way, and should be left together since it's cheaper to send one heavier package than two lighter packages.
- Single banner box is 12 lbs.
SCC Invoice
SCCs must send an invoice to Barb in order to have Sonlight pay fees for assistants and early set up, according to the contract parameters. Below is a sample of an invoice which contains all the information Sonlight will need to process the request. Feel free to adapt this one for your needs or to create one of your own. Sample Invoice
Please submit your invoice at least a month prior to your scheduled event. All of your event paperwork must be turned in or your check will not be mailed. Please send to Barb at [[email protected]]
2010 Convention Estimate Form
Please fill out this form, or one similar to it, for each convention of over 1,000 attendees you wish to attend in 2010. These are due to Barb by September 30, 2009.
2010 Sponsorship Application
For each convention of less than 1,000 attendees, fill out this form or one like it. Please send these to Barb by November 1, 2009.
2010 PEQ
A completed PEQ must accompany every convention prospect list in order to be processed.
Unsponsored Conventions
This is a list of conventions that Sonlight has decided not to sponsor for 2010. If you are interested in attending attending any of these conventions, ask Barb for more information.