| Event Registration Mailing Guidelines |
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Your goal as event organizer
is to provide as much specific information as possible
to your classmates in a clear, concise manner. Sending
a complete registration mailing will not only dramatically
reduce the number of phone calls you receive, in many
cases it will eliminate the need for follow up mailings.
The mailing can and should include everything from the
program costs, schedule, hotel information, climate
& dress code, and more.
It is extremely important that your classmates receive
the registration mailing 4-6 months before the event.
This will enable them to take advantage of early bookings
for airline reservations and hotel rooms, not to mention
block the time out in their busy schedules!
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Event Registration Mailing Guidelines |
Over time, AYA staff
and class volunteers have found the following to be the
key ingredients of a successful event registration mailing:
- Contacts, location, rate and cancellation information
for hotel rooms
- A complete and detailed schedule of events
- All deadline and cancellation information and policies
- Information needed for security clearances (particularly
important for all events involving US government facilities
both domestic and abroad – information required for
government clearances varies by facility)
- Any concerns about events selling out and warnings
about first come, first served registration
- Restrictions on number of guests per classmate
- Methods available to register (US mail, fax etc.)
- Individual sign ups for planning purposes such as
tours, plays, dinner choices etc.
- Any information specific to the region – temperature,
dress codes, altitude warnings, local customs
- Information on transportation from airport to hotel
- Payment information including all partial attendance
fees and any additional costs not included in the
basic price such as optional tours or plays
- Method of payment section – checks only or checks
& credit cards. Your event will be assessed a 3% surcharge
on each credit card payment, and some classes include
that in the fee.
- Complete contact information to be filled in by
classmates – including email address. This is an effective
way to inform classmates of any last minute changes
or additions to the schedule.
- Contact information, both yours and the AYA’s, in
case of questions
- A pre-addressed return envelope
A selection of sample mailings will soon be available
at this site.
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