If contacts need tickets, credentials, instructions, or other materials to attend the event, you need to send these out prior to the event. In addition to sending the invited contacts their tickets, you need to include a ticket for each guest they are bringing. The easiest way to accomplish this is to print out mailing labels by the number of tickets needed. This facilitates the package assembly process since the first group of packages assembled receive one ticket, the next group receives two tickets, and so forth.
- Send tickets to contacts who are not bringing a guest.
- Run a search in the event folder for contacts whose RSVP field is Yes and Number of Guests is Empty.
- Use InterAction’s envelopes, labels, and/or mail merge functionality to print event mailing materials for contacts in the search results.
- Mark all contacts, and add a global activity regarding the event of type Marketing Mailing to all marked contacts, with Tickets/Credentials Sent for [Event Name] in the activity Summary.
- While the contacts are still marked, set the Send Materials additional field.
- When these packages are assembled, include one ticket.
Continue editing and running this search, incrementing the number of guests by one until the maximum number of guests has been reached.
After each search, print mailing materials, mark all contacts, add an activity regarding the event of type Marketing Mailing to all marked contacts with Tickets/Credentials Sent for [Event Name] in the activity Summary, set the Send Materials additional field, and send the appropriate number of tickets.
- If RSVPs are received after the bulk of the tickets/credentials are mailed, run a search of the event folder, searching for contacts whose RSVP additional field is Yes and whose Send Materials additional field has no value.
- Print event mailing labels as needed, and check the number of Guests, including the appropriate number of tickets/credentials in the package sent.
- Make sure to add a global activity and set the Send Materials additional field for contacts whose tickets/credentials were mailed.
- Repeat this process weekly, as long as RSVP cards are still being received. This ensures that everyone planning to attend is sent his or her tickets/credentials.