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CIVSA Attracts the Largest Attendance Ever for Virtual Event

Challenge:

When planning any type of event, whether in-person to virtual, there is usually a goal for RSVPs and attendance. That was the case for the Collegiate Information and Visitor Services Association (CIVSA) as they planned their recent Student Development Institute event.

The event, typically held in person, was being held virtually. They knew that to get a strong sign-up, they needed to provide a special experience, engage their attendees, and build the strong sense of community they normally got at their in-person events.

It was also their first event after they rebranded with a new logo, so it also offered them the opportunity to use some creativity to really show it off!

Solutions:

Leading up to the event, the team at CIVSA sent out a number of pre-conference emails and social media posts hinting at the great package attendees would receive in the mail when they registered, helping generate a sense of excitement for the event and encouraging people to RSVP.

Here are the items the teams at CIVSA and Magellan Promotions put together for the welcome package to registered attendees:

  • Full Color Envelope (Brandelope)
    • Branded with the signature blue CIVSA color and logo, the brandelope made for a beautiful mailing vehicle that would stand out from the moment attendees opened their mailbox.
  • Branded Socks
    • These socks, with a fun, branded design incorporating the new CIVSA logo, work across genders and can accommodate a wide range of sizes. And even more importantly – they are soft and comfortable, even after washing!
  • Sticker Sheet
    • The “4 x 9” sticker sheet included five branded stickers and was an entertaining way to interact virtually. The sticker sheet also provided information about the event, including how to access the virtual photo booth and use the conference hashtag.

Outcome and Feedback:

The event was a major success and attracted 1,030 student and faculty attendees from 124 institutions. That’s more than even any of their previous in-person events!

Attendees raved about the package, sending videos of them dancing in their socks and posting lots of photos with their items in the virtual photo booth as well as on social media. Those who didn’t wear their socks to the event on day one saw the excitement from those who did and wore theirs on day two, keeping the energy high throughout the event.

The team at CIVSA felt confident that these packages helped encourage attendance. They felt it positively impacted the level of energy and excitement around the event, helping build connectivity and community even in a virtual environment.

See some great images and gifs from social media and the virtual photo booth to the right!

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Postage Permits

We are happy to mail using a client’s USPS non-profit number. Here are a few best practices for this to go smoothly. Let our team know up front on the project so we can make sure to get the information we need right away. 

While our mail house does prefer to use their permit number for the mailing, we can use the client’s permit, If using their permit number, ensure there is enough postage to cover the mailing.

The information we need to in order to use a client’s nonprofit number includes the following:

Formatting the Mailing List

Our account team will advise on specific requirements for your project’s mailing list.  We generally recommend these best practices to format the mailing list: