Sponsorship Activation Policy

Marketing Department

Sponsorship Fulfillment

Policies & Guidelines By: Harris Kalofonos

Sponsorship Fulfillment

Policies & Guidelines Copy of: Ryan Morrissey

Liberty Mutual – Responsible Sports Overview………………………………….1 Purpose, Target Audience, Program Elements……………………………………………1 Partnership Information & High Five Marketing Roles.........................................................2 2013 Focus Areas…………………………………………………………………… 3 Partnership Key Assets………………………………………………………………..4 Partnership Goals…………………………………………………………………….5 Communication Medium……………………………………………………………...6

Social Media……………………………………………………………………………7 Facebook……………………………………………………………………………7 Twitter………………………………………………………………………………8

Data Collection………………………………………………………………………....9 Monthly Reports (Dashboards)........................................................................................9 USAW Marketing Coordinator – Data Collection Responsibilities…………………………10 Monthly Dashboard: Report from H5M………………………………………………...12

Digital Media………………………………………………………………………….13 Weekly Articles……………………………………………………………………..13 Web Banners……………………………………………………………………….14 USA Wrestler Magazine Ad/Editorial………………………………………………….15 Digital Brochures........................................................................................................16 Ask the Expert………………………………………………………………………17 FANtastic Prize Giveaways…………………………………………………………..18 Podcasts & Video Interviews………………………………………………………….19

Events…………………………………………………………………………………...21 Meeting Agendas Structure…………………………………………………………...22 Meeting Reports Structure……………………………………………………………23

Email……………………………………………………………………………………24 Exact Target………………………………………………………………………..24

Community Grant…………………………………………………………………….26 Overview…………………………………………………………………………..26 Marketing Coordinator Responsibilities………………………………………………..27 Marketing Plans…………………………………………………………………….29 All American Supply Incentives Program………………………………………………30

Liberty Mutual – Responsible Sports Program Overview

Policies & Guidelines

Miscellaneous…………………………………………………………………………31 Invoices……………………………………………………………………………31 Logos……………………………………………………………………………...32

Appendices Appendix A: Agenda development……………………………………………………33 Appendix B: Responsible Sports data collection sheets………………………………36 Appendix C: Online article information……………………………………………….41 Appendix D: Annual online article performance………………………………...........45 Appendix E: Ask the Expert……………………………………………………….......47 Appendix F: Parent welcome emails…………………………………………………..51 Appendix G: Community grant toolkit items………………………………………….53 Appendix H: Event promotional materials…………………………………………….61 Appendix I: Video shoots/media passes……………………………………………….63 Appendix J: Partners contact info/USA Wrestling staff directory………….................68

Liberty Mutual – Responsible Sports Program Overview

Policies & Guidelines

Liberty Mutual – Responsible Sports Overview Purpose: Responsible Sports was created to help ensure that kids experience the best that sports have

to offer in environments that promote and display responsibility. We believe kids can learn valuable life lessons when Responsible Coaches and Responsible Sport Parents come together to support winning both on and off the field.

Target Audience: The Liberty Mutual Insurance Responsible Sports™ program offers meaningful, easy-­‐to-­‐use educational resources for youth sports parents and coaches.

Program Elements •

Responsible Sport Parenting Guide

•

Sport Parenting Resources

•

Responsible Coaching Guide

•

Coaching Resources

•

Videos & podcasts with elite level athletes & coaches

•

Community Grant Program

•

Top 10 Moments

•

Subscriptions -

Fundamental eNewsletter

-

Weekly Parent Tips

-

Weekly Coach Tips

•

Ask the Expert: Parent/Coach Questions & Athlete/Coach Responses

•

Prize Giveaways

•

Facebook & Twitter Page

•

YouTube Channel

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Liberty Mutual – Responsible Sports Overview USA Wrestling & Responsible Sports Partnership •

Partnership History -

Started August 2010

-

Initial 2 year partnership

-

Renewed (4 year contract August 1st 2012 – July 31st 2016)

•

Overall Partnership Marketing Objectives -

Introduce Liberty Mutual Insurance to youth wrestling parents and coaches through the Responsible Sports program

-

Drive increased Liberty Mutual Insurance brand awareness

-

Drive engaged and qualified traffic to ResponsibleSports.com

High Five Marketing Roles

High Five Marketing (H5M) works collaboratively with USA Wrestling Marketing Team to provide content across all mediums.

H5M and USA Wrestling Marketing work together on a day-­‐to-­‐day basis to develop new ideas for program growth and user engagement.

There are monthly and quarterly reports done to guide USA Wrestling towards meeting the goals set by Liberty Mutual Insurance.

Responsible Sports Team

Alycen McAuley – Managing Director

USA Wrestling Marketing Team Larry Nugent – Director of Development

Anu Johl Singh – Account Manager

Harris Kalofonos – Marketing Manager

Matt Vinson – Social Media & Digital Coordinator Bonnie Coombs – Email Marketing Coordinator Alisa Sanchez – Account Coordinator & Events Chatchai Sirisuth – Senior Web Producer

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Liberty Mutual – Responsible Sports Overview 2013 Focus Areas •

Content Marketing -­‐

Leverage more seasonally-­‐appropriate feature articles

-­‐

Expand feature article topics to include youth sports & insurance topics

-­‐

Look for ways to drive greater content consumption, especially feature articles

-­‐

Focus on continued on-­‐time delivery for eNewsletters and other content deliveries

•

•

Podcasts & Videos -­‐

Explore 6-­‐10 wrestling personalities for podcasts in 2013

-­‐

Explore 1-­‐2 day wrestling video shoots to get sit-­‐down interviews for 2013

Signature Program participation -­‐

Concentrated effort on driving participation in Season Evaluation program in 2013

-­‐

Improved participation in Community Grant for 2013 – choose focus season

-­‐

Raise awareness for Top 10 Moments program (perhaps Twitter nomination feed?)

-­‐

USA Wrestling and Liberty Mutual Insurance to develop co-­‐marketing plan (12 month)

•

Affinity Marketing -­‐

Look to drive initial affinity marketing performances through co-­‐marketing efforts

•

Insurance -­‐

Explore commercial insurance options for local clubs/associations

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Liberty Mutual – Responsible Sports Overview Partnership Key Assets •

•

•

•

Online Editorial - Weekly homepage article - Front-­‐page widget - Landing page - Logo inclusion - Video content on TheMat.tv - Digital brochures (3 annually) Display Advertising - Banners - Spots within live webcasts Email - Community Grant (Spring & Fall) - Registration Social Media - Facebook - Twitter - FANtastic Prize Giveaways eNewsletters

•

• Print (advertising and editorial) - USA Wrestling Magazine (6 annually - Direct Mail • Mobile App - Banner on the front page - Videos under media tab • Events - Major events - National Business Meeting - Annual State Leaders Retreat - Coaches Clinics

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Liberty Mutual – Responsible Sports Overview Partnership Goals Each year Liberty Mutual sets partnership goals for USA Wrestling in order to grow and expand the program, reaching more youth wrestling parents and coaches. The team at High Five Marketing (H5M) works collaboratively with USA Wrestling to meet these goals by providing content, developing and implementing new ideas, and conducting monthly and quarterly measurements.

USAW ResponsibleSports.com Visits

2013 Goal 2012 Actual 2012 Goal 42,000 38,872 42,000

Social Media posts on USAW Facebook & Twitter

156

N/A

N/A

Article views on USAW website

20,000

N/A

N/A

Community Grant participating USAW organizations

1,000

907

N/A

Team parent surveys sent to parents by USAW organizations Quote starts (Affinity)

1,470 90

200 N/A

N/A N/A

(tagged links – articles, banners, email, social media, print (QR codes), referrals)

Marketing Coordinator Responsibilities • • • • • • • • • • • • • •

Social media Monthly dashboards Weekly articles Web & mobile banners Registration emails USA Wrestler Magazine Ad/Editorial Digital Brochure Ask the Expert Community Grant FANtastic Prize Giveaways Podcasts/Video Interviews eNewsletter Events Meeting agendas

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Communication Medium

All communication with High Five Marketing goes through Basecamp.

Tab 1: Overview – Displays all messages, comments, To Do’s, milestones, events, files and writeboards in one list separated by date. You can see all communication on this front page even if you are not included in the message.

Tab 2: Messages – Used to communicate most projects and allows the whole conversation to remain in one place rather than through a string of emails. You can attach files to messages such as images, word documents, excel documents, etc. When you create a message you have the option to click on the people you want included, this will send an email to each person included in the message anytime someone posts a comment.

Tab 3: To Do’s – Used for tasks that are assigned to individuals and when completed can be checked off.

Tab 4: Calendar – Events & deadlines are put on the calendar as “milestones”; a reminder email is sent to whomever that task is assigned to.

Tab 5: Writeboards – Used for lists of dates such as magazine deadlines or other lists that do not change often Tab 6: Files – Shows all files uploaded to all messages on Basecamp

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Social Media -­‐ Facebook Overview Each week the social media & digital coordinator at High Five Marketing (currently Matt V.) will send 3 to 4 Facebook posts via Basecamp along with coordinating images.

The marketing coordinator is responsible for posting these Facebook posts on USA Wrestling’s page throughout the week. Each Facebook post needs a captivating image, a link that goes to Responsible Sports (tagged link – done by H5M) and exciting text.

Facebook posting step-­‐by-­‐step process Step 1: Print out the 3-­‐4 Facebook posts from H5M via Basecamp Step 2: Review & edit posts with Marketing Manager on Monday morning Step 3: A captivating wrestling image* must accompany every post Step 4: Test the tagged links Step 5: Schedule posts throughout the week (Monday – Sunday, every other day).

Step 6: Make sure the posts do not overlap (within 2 hours) of any other scheduled posts for the USA Wrestling Facebook page.

Step 7: 24 hours after the post goes up, review all comments and remove any spam, also take note of the reach, likes and shares Example: Original Facebook Post from H5M Voting for this month’s Responsible Sports Moment of the Month ends Sunday! They need OUR help deciding which act of sportsmanship, fairness, integrity, and selflessness deserves the title of champion.

Visit http://bit.ly/13YT8Yr and help us decide today!

Edited post by USA Wrestling Keep the momentum going, VOTE for Deric Johnson’s story of true sportsmanship and show the power of our sport! Voting ends Sunday! http://bit.ly/13YT8Yr

*Contact Larry Slater (Lawrence@slater.net) or John Sachs (jrsachs@tech-­‐fall.com) for any new image needs

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Social Media -­‐ Twitter Overview Each week the social media & digital coordinator at High Five Marketing (currently Matt V.) will send 3-­‐4 tweets via Basecamp along with the coordinating Facebook post.

The marketing coordinator is responsible for posting these Tweets on USA Wrestling’s Twitter page throughout the week. Each tweet needs a link that goes to Responsible Sports (tagged link – done by H5M) and exciting text. In order to schedule tweets ahead of time, USA Wrestling uses Hootsuite.

Twitter posting step-­‐by-­‐step process – using Hootsuite Step 1: Print out the 3-­‐4 tweets from H5M via Basecamp Step 2: Review & edit tweets with Marketing Manager on Monday morning Step 3: Test tagged links Step 4: Schedule posts throughout the week -­‐ two every day via Hootsuite Step 5: Once at USA Wrestling’s Hootsuite account go to USA Wrestling Twitter Step 6: Copy and paste the tweets into the “compose message” box on the top Step 7: Schedule the tweets twice daily, mixing them up and spacing them out Step 8: Make sure the tweets do not overlap (within 2 hours) of any other scheduled tweets for the USA Wrestling Twitter.

Step 9: 24 hours after the tweet has been posted; review any ReTweets, favorites, and clicks Example: Original Tweet from H5M

Find out how we answered the question of how to re-­‐hydrate after weigh-­‐in at http://bit.ly/12QYtkC #wrestling

Edited Tweet from USA Wrestling Do you know the best way to re-­‐hydrate after weigh-­‐ins? Find out what our sports dietitian had to say http://bit.ly/12QYtkC #wrestling

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Monthly Reports (Dashboards) – Data Collection Overview At the end of each month, the marketing coordinator is responsible for completing the Responsible Sports monthly dashboard data collection template and sending it to H5M via BASECAMP (see appendix A).

This needs to be completed and sent back within the first week of the next month (i.e.: June data collection completed by July 5th). The monthly dashboards include data from: •

TheMat.com

•

Emails

•

Web & mobile banners

•

eNewsletters

•

iFrame pages

•

Digital magazine

•

Facebook posts

•

Print

•

Tweets

•

Events

High Five Marketing is responsible for: •

Web & mobile banners

•

Weekly article clicks

•

iFrame pages

•

eNewsletters

USA Wrestling is responsible for: •

TheMat.com overall site traffic

•

Weekly article pageviews

•

Facebook

•

Twitter

•

Email

•

Digital Magazine

•

Print

•

Events

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USAW Marketing Coordinator -­‐ Data Collection Responsibilities (Monthly) Overall TheMat.com Traffic: • Sign in to Google Analytics •

Click on themat.com

•

Change the dates in the upper right corner to reflect the previous month

•

Pageviews & Visits are the data needed for the monthly dashboard – put these in the Excel template

Weekly Articles: • Once on main page – click Content (left hand column) •

Click Overview

•

Click View Full Report (bottom right corner)

•

Change dates in upper right corner to reflect previous month

•

Open a new tab in your web browser – go to TheMat.com

•

Click Search the Site (top left corner)

•

Search “Responsible Sports”

•

For each article in the previous month, open the article & copy the last 5 numbers on the end of the URL

•

Go back to Google Analytics – paste this number into the search box

•

The Number of Pageviews goes into the coordinating column on the dashboard

Facebook • Go to USA Wrestling’s Facebook page •

Click “See All” next to Insights & Export Data

•

Check Post Level Data & Excel Format

•

Set the dates to reflect the previous month and Download Excel sheet

•

On Sheet 1 (Key Metrics) – for every Responsible Sports post find the Lifetime Post Total Reach and copy it into the Reach column on the monthly dashboard

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•

On Sheet 3 (Lifetime Post Stories) – for every Responsible Sports post find the Likes & Shares and copy them into the coordinating columns on the monthly dashboard

USAW Marketing Coordinator -­‐ Data Collection Responsibilities Twitter • Go to USA Wrestling’s Twitter page •

Click on Tweets (posted by USA Wrestling)

•

For all tweets posted for Responsible Sports, copy & paste the Tweet into the coordinating column along with the date in the dashboard

Emails *See Exact Target page for breakdown of analytics Digital Magazine • Name – USA Wrestler (month) Issue •

Responsible Sports Content – ad & editorial

•

Date – month

•

H5M will take care of the rest

Print • Name – USA Wrestling (month) Issue •

Responsible Sports content – ad & editorial

•

Date – Month

•

Subscribers 120,000 – all registered USAW members and clubs

•

H5M will take care of the rest

Events • Name of the event •

Date of the event

•

Number of attendees (estimate)

•

Any print collateral from Responsible Sports (banners, posters, handouts)

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Monthly Dashboard: Report from H5M This report shows the total visits to ResponsibleSports.com to date. The graph on the left shows the 2012 actual visits (grey), the 2013 goal (pink), and the 2013 actual visits (red) month to month. The graph on the top right shows how many total visits come from each medium – this is also year to date.

The graph on the bottom right shows the total visits in 2013 compared to the 2013 goal. This report shows where USA Wrestling is in relation to the goals set forth by Liberty Mutual as well as an idea of what mediums are doing well and which ones need more focus. Also see appendix A for an attached Monthly Report from H5M.

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Weekly Articles Each week High Five Marketing will send an article (via BASECAMP), this article goes up on TheMat.com every Monday morning. The marketing coordinator (along with Marketing Manager) is responsible for getting the article to the communications department first thing on Monday. See appendix A for an example article.

•

Read the article and confirm it is relevant for the wrestling community

•

Email it the communications department (intern and cc Gary Abbott)

•

During the day on Monday, make sure the article goes up on TheMat.com and stays for at least 24 hours (remind the communications department if it does not).

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Policies & Guidelines

Web Banners TheMat.com Web Banners Responsible Sports has web banners on the front page & the events page of TheMat.com.

These banners are updated monthly by H5M and sent to USA Wrestling via Basecamp.

•

Each month the senior web producer at High Five Marketing (currently Chatchai) will send the newest version of the Responsible Sports banners for TheMat.com

•

The marketing coordinator is responsible for sending these to our IT Director (Meredith Wilson) she will be in charge of changing the banners.

•

Make sure after a few days the new banners are up, if they are not remind the IT department.

Mobile App Banners Responsible Sports has a banner on the bottom of the front page of the USA Wrestling Mobile App. High 5 Marketing updates this banner (from their end), usually on a monthly basis. The marketing coordinator is responsible for checking the app and making sure there is always a Responsible Sports banner on the front page that clicks through to Responsible Sports.

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USA Wrestler Magazine Ad/Editorial Every other month a digital and print edition of the USA Wrestler Magazine is published.

Responsible Sports has a full-­‐page color ad and editorial in every issue throughout the year.

High Five Marketing will send both of these items before the deadline via BASECAMP.

The marketing coordinator needs to forward this to Kevin Hansen (khansen@usawrestling.org).

The deadlines for the Magazine are: -­‐ -­‐ -­‐ -­‐ -­‐ -­‐

August 20th for the October Issue October 10th for the December Issue December 1st for the February Issue February 10th for the April Issue April 20th for the June Issue June 10th for the August Issue

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Digital Brochures Digital brochures are pieces that are created to target certain wrestlers or parents. USA Wrestling produces 3 digital brochures throughout the year. Each brochure is designed to make it easier to distribute for coaches through digital media rather than having to hand out a brochure to everyone.

•

The Character Brochure was designed to inform parents on what wrestling can do for

their kids.

•

The Building Blocks Brochure is directed towards keeping athletes in the sport and

showing them that wrestling will make them successful in whatever they are doing (currently in production).

•

The final brochure will be designed to get more kids to wrestle Freestyle and Greco

(planned for early next year).

Responsible Sports provides content for each of these brochures. The marketing coordinator needs to communicate with the State Services department on when the deadlines for content are and how much space Responsible Sports is allotted.

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Ask the Expert

This is a Responsible Sports program that offers a connection for parents and coaches to ask questions and receive expert advice from elite level athletes and coaches. (See example questions in appendix A.) •

The digital coordinator at H5M will send USA Wrestling questions they have received from wrestling parents & coaches via Basecamp

•

The marketing coordinator is responsible for determining the best person to give an answer, communicating with them and getting a short response

•

Their response is then sent back to Responsible Sports via Basecamp along with a headshot and short description of their job or wrestling achievements

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Policies & Guidelines

FANtastic Prize Giveaways

Another program Responsible Sports coordinates is FANtastic Prize Giveaways. These are web-­‐ based contests that wrestling fans can enter for a chance to win USA Wrestling prizes – usually autographed by one of our star athletes. These are most often conducted through social media and sometimes an article on TheMat.com.

Initial Process Step 1: Twice a year USA Wrestling will evaluate when the specified athletes will be at the Training Center to get autographs Step 2: USA Wrestling Marketing Team will determine the USA Wrestling gear to be autographed for giveaways Step 3: The marketing intern is responsible for going to the Training Center and getting all gear signed by the specified athletes

Contest Process Step 1: USAW & H5M will determine a prize to giveaway (usually at least 2 weeks out) Step 2: High 5 Marketing will create Facebook posts, Tweets and an article Step 3: The marketing coordinator is responsible for scheduling these posts throughout the week of the giveaway Step 4: After the contest is over and a winner has been determined the marketing coordinator is responsible for getting the prize to the winner Example: [FACEBOOK] In honor of this week’s World Team Trials, Responsible Sports and USA Wrestling are giving away an autographed sweatshirt signed by 2012 Olympic Gold Medalist Jordan Burroughs! Enter today at http://bit.ly/13DxzrI [TWITTER] With #TheTrials13 going on this week, @JoinTeamRS & @USAWrestling are giving away a signed shirt from @alliseeisgold http://bit.ly/17Hy5us

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Podcasts & Video Interviews Overview Each year Responsible Sports adds more athletes and coaches to their collection of videos and podcasts. In each podcast and video, Positive Coaching Alliance interviews professional coaches, Olympians, world-­‐class athletes, general managers and leading youth wrestling experts who share their insights on Responsible Sports from their own wrestling careers. USA Wrestling is responsible for determining the best athletes and coaches who will be good representatives of the sport and of responsibility. The podcasts are recorded interviews done over the phone. These are conducted by Positive Coaching Alliance and recorded and edited by Responsible Sports.

Podcast Process: Step 1: USA Wrestling Marketing Team determines the athletes and coaches who would be best to do a podcast interview – usually a list of 5-­‐10 possible athletes/coaches Step 2: Each month H5M will send a list of possible days & times that are available for PCA & RS to conduct the interviews Step 3: The marketing coordinator is responsible for contacting the selected athletes and coaches and setting up a time for them to take part in a podcast – pick 1-­‐2 athlete(s) or coach(s) to do each month Step 4: Once the date and time are confirmed with PCA & RS, send the athlete or coach the call-­‐in information Step 5: Remind the athlete or coach the week of the interview as well as the day before Step 6: Day of phone interview: the athlete or coach needs to use a landline (if possible) and be in a quiet room so the interview is completed without complications – marketing coordinator does not need to be present for the interview

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Policies & Guidelines

Podcasts & Video Interviews Overview Each year Responsible Sports hosts at least one video shoot with USA Wrestling athletes and coaches. Often this is done during a large tournament where multiple athletes, coaches, and legends will be present or at a Training Camp at the Olympic Training Center.

Video Shoot Process: Step 1: USA Wrestling Marketing Team will determine what event (tournament, team training camp, etc.) for Responsible Sports to attend and conduct video interviews Step 2: USA Wrestling must communicate with High 5 Marketing on exact days and times that athletes and coaches will be available to participate (months in advance) Step 3: H5M is responsible for gathering a 3rd party to do all of the videotaping Step 4: The marketing coordinator is responsible for getting in touch with prospective athletes, coaches, and others ahead of time and informing them of the video shoot Step 5: The marketing coordinator is responsible for gathering athletes at the event or camp so the shoot runs efficiently

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Events

Any events the USA Wrestling marketing team attends there is an opportunity to have Responsible Sports collateral to use for spreading the word.

Before the Event: Step 1: USA Wrestling and H5M will coordinate throughout the year which events are most important for Responsible Sports collateral to be present Step 2: The marketing coordinator is responsible for communicating with the Events Coordinator at H5M (currently Alisa) to determine what collateral will be created, providing any logos or images, as well as the number of athletes & attendees Step 3: If anything is needed onsite (i.e. table, tv, computers, internet, power) the marketing coordinator is responsible for contacting the local event rep and requesting anything needed At the Event:

Step 1: Set up the booth before the event starts

Step 2: Place information cards on the empty seats before spectators arrive Step 3: Stay at the booth, encourage people to stop by, giveaway any prizes, handout information on Responsible Sports

After the Event: Step 1: Report back to the Account Manager at High 5 Marketing (currently Anu) to give feedback on the event and any changes needed for next time

Example: US Open – Las Vegas, NV

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Email – Exact Target Weekly Parent Registration Emails Each week USA Wrestling – on behalf of Responsible Sports – sends out a Welcome email to all parents of athletes that have registered the previous week. Each Monday the marketing coordinator will download the Excel list of newly registered parents and import this list to our Exact Target account. The email is the same each week and is an HTML provided by H5M. Step 1: Go to USA Wrestling Membership Database (www.usawmembership.com) & login Step 2: Click People (left column) Step 3: Click Export Data •

Under Membership Type select Athlete

•

Under Membership Status select Active

•

Membership Date: (previous Monday – current Monday)

•

On the right column select

•

- Receive Newsletter - Parent 1 First Name - Parent 1 Last Name - Parent 1 Email - Parent 2 First Name - Parent 2 Last Name - Parent 2 Email Click Continue on the top

Step 4: Open downloaded Excel file Step 5: Remove all parents with “N” in the Receive Newsletter column Step 6: Put all parents (1&2) into 3 columns (First name, Last name, Email) Step 7: Log in to Exact Target & click Email Step 8: Click subscribers & import the list Step 9: Select the RS Parent Registration Email HTML and coordinate subscribers list Step 10: Schedule email to go out on Wednesday

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Email – Exact Target eNewsletters Responsible Sports sends eNewsletters every other month about sport safety and other responsible topics. These eNewsletters are sent to all athletes (over 18), coaches (over 18), officials, and parents. The content for the eNewsletters are provided by H5M and are sent via USA Wrestling’s Exact Target account.

Step 1: Download contacts from USAW Membership Database into an Excel file •

Click People (left column)

•

Click Export Data

•

Under Membership Type select Athlete

•

Under Membership Status select Active

•

DOB Range (01/01/1900 – 18+)*IMPORTANT these are insurance emails and legally we cannot send emails to anyone under the age of 18

•

Membership Range (09/01/2012 – current date)

•

Right column check:

•

First Name Last Name Email Receive Newsletter*IMPORTANT this allows people to opt out of receiving any emails from rd USA Wrestling & 3 parties – only people that check YES should receive LM emails - Parent 1 First & Last Name, Email - Parent 2 First & Last Name, Email Repeat this for Membership Type: Coach, Official (without Parent info) -

Step 2: Organize downloaded excel files into one file •

Remove all contacts with “N” in Receive Newsletter column

•

Remove all contacts with no email

•

Put all contacts into 3 columns (First Name, Last Name, Email)

Step 2: Import the Excel file into Exact Target Step 3: If they are using a new email template, have Richard upload the HTML email content (from H5M) – if it’s the same email just need to make a copy Step 4: Schedule the email to go out within the next few days

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Meeting Agendas Structure

Throughout the year, High Five Marketing will come to Colorado Springs for in-­‐person meetings with USA Wrestling. Before the meetings, the marketing coordinator is responsible for creating a specific meeting agenda. This agenda needs to include the purpose of the meeting and topics for discussion.

Step 1: Meeting date & time need to be determined (communicate with USAW Marketing Team & H5M) Step 2: Create a list of topics for discussion (communicate with H5M) Step 3: Using the meeting agenda template, create a meeting agenda Step 4: Get approval from Marketing Manager Step 5: Make enough copies for everyone in the meeting

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Meeting Reports Structure After a meeting, both in person and over the phone, it is important to complete a meeting report. This report summarizes what was discussed in the meeting as well as “next steps” for both USA Wrestling and High Five Marketing. This report will have a similar look to the meeting agenda, but include next steps. In appendix A is an example meeting report.

Step 1: Take notes throughout the meeting, including who is responsible for different projects Step 2: After the meeting, organize your notes Step 3: Separate To Do items for USA Wrestling and for H5M to complete and when they should be completed Step 4: Organize the To Do items into the Next Steps table in order of date to be completed Step 5: Get approval from Marketing Manager

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Community Grant Overview The Responsible Sports Community Grant program is an important project for the marketing coordinator.

The grant program is an opportunity for youth clubs of any sport to compete for a chance to win $2,500.

Winning clubs receive National recognition on TheMat.com and USA Wrestling’s Facebook & Twitter pages.

•

Each season there are 15 winners -

•

The top 5 in each of the three categories §

Small organization (less than 100 members)

§

Large organization (more than 100 members)

§

School organizations

The grant has two seasons throughout the year -

Fall grant period is September 1st – November 30th

-

Spring grant period is March 1st – May 31st.

Community Grant Process Step 1: Register club/organization at ResponsibleSports.com Step 2: Athletes and coaches rally their families, friends, & community members to take the Responsible Sports quiz online Step 3: After the participant completes the quiz they credit their certification point to their respective club – a certification point is considered valid if the email address used to complete the quiz is verified by the user Step 4: A verification email from Responsible Sports is sent to the email provided Step 5: The participant must login to their email and click on the verification link within their email to verify their email address Step 6: The top 5 clubs (in each category) with the highest number of credits at the end of the grant season is a winner

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Community Grant Marketing Coordinator Responsibilities 2 weeks before grant period starts: Step 1: Reach out to interested wrestling clubs -

Using the list provided, contact each club to let them know the next grant season is starting soon (see appendix A)

-

Help them register their club if they haven’t already

-

If they are interested in competing, begin discussing a personalized marketing plan for their club

Step 2: Post on Facebook & Twitter -

Remind clubs that grant season is starting by posting on USA Wrestling’s Facebook & Twitter – posts provided by H5M

1 month into the grant season Step 1: Contact all clubs on the Leaderboard -

The Leaderboard is posted on ResponsibleSports.com underneath Grant & Programs (Community Grant)

-

Using USAW Membership Database get contact info for clubs on Leaderboard

-

Contact each club letting them know USA Wrestling is offering to help them in the grant process by creating a personalized marketing plan

Step 2: All American Wrestling Supply Incentives Program -

All clubs that make it onto the Leaderboard (at any point during the grant season) should be made aware of the All American Wrestling Incentives Program

Step 3: Send USA Wrestling & Responsible Sports Collateral -

Send each club flyers, posters, banners, shirts, hats, etc. for clubs that are setting up booths to attract attention – must be approved by Marketing Manager

Step 4: Create personalized Facebook and Twitter posts -

Create FB & Twitter posts for any clubs on the Leaderboard, encouraging fans to take the quiz and credit their club – to go on USA Wrestling’s FB & Twitter

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Community Grant Marketing Coordinator Responsibilities 2 months into the grant season Step 1: Reconnect with any clubs that have remained on the Leaderboard -

Contact clubs still on the Leaderboard from the 1st month and get an update

-

How many credits do they have?

-

What have they done to rally people?

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Do they have any big events coming up to host a booth?

Step 2: Contact any new clubs that have made it onto the Leaderboard -

Using USAW Membership Database, get contact info for clubs on Leaderboard

-

Contact each club letting them know USA Wrestling is offering to help them in the grant process by creating a personalized marketing plan

-

Ask them what they have done so far to rally people?

-

Do they have any big events coming up to host a booth?

Step 3: Send USA Wrestling & Responsible Sports Collateral -

Send each club flyers, posters, banners, shirts, hats, etc. for clubs that are setting up booths to attract attention – must be approved by Marketing Manager

Step 4: Create personalized Facebook and Twitter posts -

Any clubs on the Leaderboard should get a post on USA Wrestling’s pages, encouraging fans to take the quiz and credit their club

Final month of the grant season Step 1: Contact any clubs that are in the top 5 or close to •

Ask if they have any events in the last few weeks where they can set up a booth to get more credits

Step 2: Check with H5M if participants still need to verify their emails to credit Step 3: Send blast emails to states -

Send blast emails to each state with a club in or near the top 5 asking them to take the quiz and credit their respective club

28 Liberty Mutual – Responsible Sports Program Overview

Policies & Guidelines

Community Grant Marketing Plans Step 1: Delegate a parent, booster club member, or assistant coach (not the head coach) to coordinate all grant related info Step 2: At the beginning of the season, inform parents that taking the Responsible Sports quiz and crediting their club is mandatory for their kid to participate Step 3: Bring computers to practices & meetings for parents to take quiz onsite Step 4: Set up booths at wrestling (or any sport related) function – tournaments, meetings, banquets, matches, and practices – for any adult to complete the quiz onsite Step 5: Send emails to parents (and ask them to forward it on to any adult family or friends) asking them to take the quiz and crediting their club Step 6: If the team has a Facebook or website, post messages rallying friends to take the quiz and credit their club

Mettle Wrestling Club – Winners of the Fall 2012 Community Grant

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Policies & Guidelines

Community Grant All American Supply Incentives Program: Along with the Responsible Sports community grant program, All American Wrestling Supply has agreed to offer incentives for clubs that reach certain levels of credits.

•

50 points à 10% discount on team order ($500 minimum)

•

100 points à 20% discount on team order ($500 minimum)

•

150 points à 6 free All American bags w/ custom embroidery

•

300 points à 14 free t-­‐shirt/short combos w/ custom printing

•

Grand Prize Winner (grant winner) à 14 free custom sublimated singlets -

In addition All American will donate 1 $50 gift card/ per month while the contest runs

Clubs participating should be made award of these incentives at the beginning of the grant season and at the end of the period should be granted these offers depending on the number of credits they earn.

30 Liberty Mutual – Responsible Sports Program Overview

Policies & Guidelines

Invoices

Provided in appendix B is an excel spreadsheet of all sponsors invoice due dates throughout the year(s). It is the responsibility of the marketing coordinator to keep track of when invoices should be sent to each sponsor and that payment is received by the due date. All sponsor invoice reminders are currently setup via the Marketing Managers iCloud account.

To use the iCloud account: • • • • • • •

Go to www.icloud.com Username: hkalofonos@gmail.com Password: ***** (ask Marketing Manager) Go to Reminders Click “Invoices” in the left column To update or change any dates and reminder times click Details on the far right of each line To add more invoice reminders click the + on the top right corner

Invoice Process: • • • •

Once alerted by iCloud to send invoice reminder 3 Pdf the invoice and send it to contact for sponsor – remind them of due date Give invoice to Marketing Manager for to process with Finance Department.

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Policies & Guidelines

Logos

From the start of the partnership in 2010 up until March of 2013, Responsible Sports used a logo but has replaced this logo with an updated version. Be sure to use the current logo on all Responsible Sports media & collateral. This new logo can be found in the zip file “RS_Logo_New.” Old Responsible Sports Logo:

Current Responsible Sports Logo:

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Policies & Guidelines