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IEEE - Conference Email Marketing
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href="/etc.clientlibs/wcm/foundation/clientlibs/accessibility.min.6fe5d4427361a4c0ca5a75457e3e4256.css" type="text/css"> <p>Below you will find a guide for conference organizers who are looking to create and manage email campaigns. Please find best practices and helpful resources that will help you create and deliver impactful email communications to build awareness and effectively reach your audience.</p> <p>To maximize the number of recipients who receive your email, contact sponsoring Societies, Regions, and Sections where the event is taking place to see if they can share the information with their members.</p> <ul> <li>Sponsoring societies, Regions, and Sections may be able to share the information through email newsletters, social media, and website pages</li> <li>Utilize the <a href="https://rosters.ieee.org/home.html">IEEE Roster</a> to find the appropriate contacts </li> </ul> </div> </div> <div class="jump-link-section hidden-xs"> <!-- Jump Links Container Content ============================================= --> <div class="jump-links hidden-xs"> <div class="jump-links-header font-c">On this page:</div> <ul class="link-list"> <li> <a href="#best-practices-email-marketing" target=""> <span class="arrow-right"> <i aria-hidden="true" class="fa fa-angle-right"></i> </span>Best practices - email marketing </a> </li> <li> <a href="#when-to-email" target=""> <span class="arrow-right"> <i aria-hidden="true" class="fa fa-angle-right"></i> </span>When is it appropriate to send an email blast? </a> </li> <li> <a href="#subject-line" target=""> <span class="arrow-right"> <i aria-hidden="true" class="fa fa-angle-right"></i> </span>Subject line </a> </li> <li> <a href="#email-content" target=""> <span class="arrow-right"> <i aria-hidden="true" class="fa fa-angle-right"></i> </span>Email content </a> </li> <li> <a href="#explicit-opt-in" target=""> <span class="arrow-right"> <i aria-hidden="true" class="fa fa-angle-right"></i> </span>Explicit opt-In </a> </li> <li> <a href="#simplify-consent-withdrawal" target=""> <span class="arrow-right"> <i aria-hidden="true" class="fa fa-angle-right"></i> </span>Simplify consent withdrawal </a> </li> <li> <a href="#general-data-protection-regulation-gdpr" target=""> <span class="arrow-right"> <i aria-hidden="true" class="fa fa-angle-right"></i> </span>General Data Protection Regulation (GDPR) </a> </li> <li> <a href="#helpful-resources" target=""> <span class="arrow-right"> <i aria-hidden="true" class="fa fa-angle-right"></i> </span>Helpful resources </a> </li> </ul> </div> <!-- #jump-links-container-content end --> </div> </div> </div> <div class="clearfix"></div></div> <div class="section-header-container"> <!-- Section Header Container Content ============================================= --> <div id="best-practices-email-marketing" class="section-header font-c" style="background-color: ; color: "> <h4>Best practices - email marketing </h4> </div> <div class="column-control"><!-- /* Column Control Component ------------------------------------------------------- This draws a columns configured and display . by default it is 2 columns to display. Elements: 1. Options to select columns and ratio e.g. 2 col 66:33 2 columns - 50:50 2 columns - 66:33 2 columns - 33:66 2 columns - 70:30 2 columns - 30:70 3 columns - 40:40:20 3 columns - 40:20:40 3 columns - 20:40:40 3 columns - 33:33:33 3 columns - 25:25:50 3 columns - 25:50:25 3 columns - 50:25:25 4 columns - 25:25:25:25 1 column - full (100%) 1 column - half (50% on the left) 1 column - one third (33% on the left) 1 column - two thirds (66% on the left) 1 column - one forth (25% on the left) 1 column - one sixth (16% on the left) 1 column - three fourths (75% on the left) 1 column - one fifths (20% on the left) 1 column - two fifths (40% on the left) 1 column - three fifths (60% on the left) 1 column - four fifths (80% on the left) 1 column - five sixths (84% on the left) */ --> <!-- /* Sightly global objects declaration ============================================= */ --> <!-- /* #sightly-global-objects-declaration end */ --> <!-- Section Container Column Control Content ============================================= --> <div class="row"> <div class="col-xs-12 col-sm-3"> <div class="par-column-control"> <div class="responsive-image"> <!-- Responsive Image Content ============================================= --> <div class="responsive-img"> <a target="_self" style="width:100%"> <img src="/content/dam/ieee-org/ieee/web/org/conferences/email-marketing-shutterstock-423422092.jpg" class="img-responsive"/> </a> </div> <!-- End Response Image Content --></div> </div> </div> <div class="col-xs-12 col-sm-9"> <div class="par-column-control"> <div class="rte text parbase"> Please find the best practices for composing marketing emails below. Feel free to adapt any of these suggestions so that they align with your conference goals. </div> </div> </div> </div> <div class="clearfix"></div> <!-- #Section Container Column Control end --></div> <!-- Top Of Page Content ============================================= --> <div class="top-of-page-link hidden-xs text-right no-margin "> <a class="arrow-color-blue" href="#top"> <img class="svg top-arrow-link" src="/etc/designs/ieee-core/clientlibs/images/top-arrow.svg"/> <span class="title-label">top of page</span> </a> </div> <!-- Enable bottom spacing between the content section --> <!-- #top-of-page-content end --> <!-- #section-header-container-content end --></div> <div class="top-of-page"> <!-- Top Of Page Content ============================================= --> <div class="top-of-page-link hidden-xs text-right no-margin hidden"> <a class="arrow-color-blue" href="#top"> <img class="svg top-arrow-link" src="/etc/designs/ieee-core/clientlibs/images/top-arrow.svg"/> <span class="title-label">top of page</span> </a> </div> <!-- Enable bottom spacing between the content section --> <div style="margin-bottom: ;"> </div> <!-- #top-of-page-content end --> </div> <div class="textimage parbase"> <div class="clear"></div> </div> <div class="section-header-container"> <!-- Section Header Container Content ============================================= --> <div id="when-to-email" class="section-header font-c" style="background-color: ; color: "> <h4>When is it appropriate to send an email blast? </h4> </div> <!-- Top Of Page Content ============================================= --> <div class="top-of-page-link hidden-xs text-right no-margin hidden"> <a class="arrow-color-blue" href="#top"> <img class="svg top-arrow-link" src="/etc/designs/ieee-core/clientlibs/images/top-arrow.svg"/> <span class="title-label">top of page</span> </a> </div> <!-- Enable bottom spacing between the content section --> <div style="margin-bottom: ;"> </div> <!-- #top-of-page-content end --> <!-- #section-header-container-content end --></div> <div class="rte text parbase"> <p>Examples of Important Calls to Action (CTA) you may want to send an email about:</p> <ul> <li>Call for Submissions (Papers, Challenges, Tutorials, Sessions, etc.)<ul> <li>Submission Portal Opening</li> <li>Deadline Approaching - One Month Away</li> <li>Last Chance - One Week Left</li> </ul> </li> <li>Registration<ul> <li>Registration Announcement</li> <li>Early Bird Discounts</li> <li>One Month Away</li> <li>Last Chance to Register</li> <li>Promotions or Deals </li> </ul> </li> <li>Learn More about the Program<ul> <li>Program Announcement</li> <li>Speaker Announcement</li> <li>Updates to the program, speakers, new events, etc.</li> </ul> </li> </ul> </div> <div class="top-of-page"> <!-- Top Of Page Content ============================================= --> <div class="top-of-page-link hidden-xs text-right no-margin "> <a class="arrow-color-blue" href="#top"> <img class="svg top-arrow-link" src="/etc/designs/ieee-core/clientlibs/images/top-arrow.svg"/> <span class="title-label">top of page</span> </a> </div> <!-- Enable bottom spacing between the content section --> <!-- #top-of-page-content end --> </div> <div class="section-header-container"> <!-- Section Header Container Content ============================================= --> <div id="subject-line" class="section-header font-c" style="background-color: ; color: "> <h4>Subject line</h4> </div> <!-- Top Of Page Content ============================================= --> <div class="top-of-page-link hidden-xs text-right no-margin hidden"> <a class="arrow-color-blue" href="#top"> <img class="svg top-arrow-link" src="/etc/designs/ieee-core/clientlibs/images/top-arrow.svg"/> <span class="title-label">top of page</span> </a> </div> <!-- Enable bottom spacing between the content section --> <div style="margin-bottom: ;"> </div> <!-- #top-of-page-content end --> <!-- #section-header-container-content end --></div> <div class="rte text parbase"> <ul> <li>Be clear and concise (roughly 6-10 words)<br /> </li> <li>When appropriate, create a sense of urgency<ul> <li>Highlight upcoming deadlines</li> <li>What are you looking for people to do? - This is called your Call to Action (CTA)<ul> <li>Examples of common Calls to Action (CTA): Submit a proposal, Register to attend, Save the date, etc.</li> </ul> </li> </ul> </li> </ul> </div> <div class="top-of-page"> <!-- Top Of Page Content ============================================= --> <div class="top-of-page-link hidden-xs text-right no-margin "> <a class="arrow-color-blue" href="#top"> <img class="svg top-arrow-link" src="/etc/designs/ieee-core/clientlibs/images/top-arrow.svg"/> <span class="title-label">top of page</span> </a> </div> <!-- Enable bottom spacing between the content section --> <!-- #top-of-page-content end --> </div> <div class="section-header-container"> <!-- Section Header Container Content ============================================= --> <div id="email-content" class="section-header font-c" style="background-color: ; color: "> <h4>Email content</h4> </div> <div class="rte text parbase"> <ul> <li> Aim to keep the email content to 500 words or less<ul> <li>To keep content short focus on three main things<ul> <li>What is the main action you want people to take?<ul> <li>Register, Submit a paper, etc.</li> </ul> </li> </ul> </li> <li>What message are you trying to convey?</li> <li>Drive people to the conference website with important links</li> </ul> </li> <li>Consider including a conference banner on the top of the email that includes important information including the conference name, dates, location, logo</li> <li>Be sure to include a point of contact in your email<ul> <li>What email address can people reach out to with questions? </li> </ul> </li> </ul> </div> <div class="section-header-container"> <!-- Section Header Container Content ============================================= --> <!-- #section-header-container-content end --></div> <div class="top-of-page"> <!-- Top Of Page Content ============================================= --> <div class="top-of-page-link hidden-xs text-right no-margin hidden"> <a class="arrow-color-blue" href="#top"> <img class="svg top-arrow-link" src="/etc/designs/ieee-core/clientlibs/images/top-arrow.svg"/> <span class="title-label">top of page</span> </a> </div> <!-- Enable bottom spacing between the content section --> <div style="margin-bottom: ;"> </div> <!-- #top-of-page-content end --> </div> <!-- Top Of Page Content ============================================= --> <div class="top-of-page-link hidden-xs text-right no-margin "> <a class="arrow-color-blue" href="#top"> <img class="svg top-arrow-link" src="/etc/designs/ieee-core/clientlibs/images/top-arrow.svg"/> <span class="title-label">top of page</span> </a> </div> <!-- Enable bottom spacing between the content section --> <!-- #top-of-page-content end --> <!-- #section-header-container-content end --></div> <div class="section-header-container"> <!-- Section Header Container Content ============================================= --> <div id="explicit-opt-in" class="section-header font-c" style="background-color: ; color: "> <h4>Explicit opt-In</h4> </div> <div class="rte text parbase"> <p>You must allow individuals to actively confirm their consent by taking affirmative action, such as ticking an unchecked opt-in box. Such a checkbox must not be pre-selected or pre-ticked by default, and the individual must actively select it themselves.</p> <ul> <li>Separate Consent and Terms & Conditions</li> <li>You must ensure that an individual’s consent is specific to the purpose of sending marketing communications. Consent should not be bundled up as a non-negotiable part of the terms and conditions of a service or the IEEE privacy policy</li> </ul> </div> <!-- Top Of Page Content ============================================= --> <div class="top-of-page-link hidden-xs text-right no-margin hidden"> <a class="arrow-color-blue" href="#top"> <img class="svg top-arrow-link" src="/etc/designs/ieee-core/clientlibs/images/top-arrow.svg"/> <span class="title-label">top of page</span> </a> </div> <!-- Enable bottom spacing between the content section --> <div style="margin-bottom: ;"> </div> <!-- #top-of-page-content end --> <!-- #section-header-container-content end --></div> <div class="top-of-page"> <!-- Top Of Page Content ============================================= --> <div class="top-of-page-link hidden-xs text-right no-margin "> <a class="arrow-color-blue" href="#top"> <img class="svg top-arrow-link" src="/etc/designs/ieee-core/clientlibs/images/top-arrow.svg"/> <span class="title-label">top of page</span> </a> </div> <!-- Enable bottom spacing between the content section --> <!-- #top-of-page-content end --> </div> <div class="section-header-container"> <!-- Section Header Container Content ============================================= --> <div id="simplify-consent-withdrawal" class="section-header font-c" style="background-color: ; color: "> <h4>Simplify consent withdrawal</h4> </div> <div class="rte text parbase"> <p>You must provide an option to opt-out in every subsequent marketing email to the individual. This may be done by including language at the bottom of the marketing communication that instructs individuals on how they can opt-out. For example:<br /> </p> <ul> <li>If you do not wish to receive further marketing emails from us, please click here.</li> </ul> <p>In addition, the opt-out must be simple and as easy as giving consent.</p> </div> <!-- Top Of Page Content ============================================= --> <div class="top-of-page-link hidden-xs text-right no-margin "> <a class="arrow-color-blue" href="#top"> <img class="svg top-arrow-link" src="/etc/designs/ieee-core/clientlibs/images/top-arrow.svg"/> <span class="title-label">top of page</span> </a> </div> <!-- Enable bottom spacing between the content section --> <!-- #top-of-page-content end --> <!-- #section-header-container-content end --></div> <div class="top-of-page"> <!-- Top Of Page Content ============================================= --> <div class="top-of-page-link hidden-xs text-right no-margin hidden"> <a class="arrow-color-blue" href="#top"> <img class="svg top-arrow-link" src="/etc/designs/ieee-core/clientlibs/images/top-arrow.svg"/> <span class="title-label">top of page</span> </a> </div> <!-- Enable bottom spacing between the content section --> <div style="margin-bottom: ;"> </div> <!-- #top-of-page-content end --> </div> <div class="section-header-container"> <!-- Section Header Container Content ============================================= --> <div id="general-data-protection-regulation-gdpr" class="section-header font-c" style="background-color: ; color: "> <h4>General Data Protection Regulation (GDPR)</h4> </div> <div class="rte text parbase"> <p>The General Data Protection Regulation (GDPR) is a European Union (EU) regulation regarding personal data. The aim of GDPR is to protect individual privacy and empower individuals so that they have greater control over how individuals or organizations that offer goods or services to EU citizens no matter where they live in the world, use, and share their data. <b>All emails must be GDPR compliant, and you must have consent to contact the individual.</b></p> <p><a class="arrow-link" href="https://site.ieee.org/gdpr/faqs/">Learn more about GDPR</a></p> </div> <!-- Top Of Page Content ============================================= --> <div class="top-of-page-link hidden-xs text-right no-margin "> <a class="arrow-color-blue" href="#top"> <img class="svg top-arrow-link" src="/etc/designs/ieee-core/clientlibs/images/top-arrow.svg"/> <span class="title-label">top of page</span> </a> </div> <!-- Enable bottom spacing between the content section --> <!-- #top-of-page-content end --> <!-- #section-header-container-content end --></div> <div class="top-of-page"> <!-- Top Of Page Content 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href="https://brand-experience.ieee.org/guidelines/">https://brand-experience.ieee.org/guidelines/</a></li> <li>IEEE MGA vTools: <a href="https://vtools.ieee.org/tools/">https://vtools.ieee.org/tools/</a></li> <li>IEEE Roster: <a href="https://rosters.ieee.org/home.html">https://rosters.ieee.org/home.html</a></li> <li>IEEE BDRS: <a href="https://app.smartsheet.com/b/publish?EQBCT=b10291c87f214f91b6e749b887aef065">https://app.smartsheet.com/b/publish?EQBCT=b10291c87f214f91b6e749b887aef065</a></li> <li>IEEE GDPR Volunteer Dashboard: <a href="https://site.ieee.org/gdpr/">https://site.ieee.org/gdpr/</a></li> <li>IEEE Listserv Email Management: <a href="https://site.ieee.org/gdpr/list/listserv/">https://site.ieee.org/gdpr/list/listserv/</a></li> </ul> </div> <!-- Top Of Page Content ============================================= --> <div class="top-of-page-link hidden-xs text-right no-margin "> <a class="arrow-color-blue" href="#top"> <img class="svg top-arrow-link" 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