Events Guide

Helpful Hints for Off-Site Events

Step 1: Prepare for the Event

Estimate Audience Size

Determine how many customers will be coming to your event and use this information to plan your setup and to order appropriate materials and refreshments. There is generally a 1–2 percent response rate to direct mail campaigns.

Order Enough Materials

Depending on the number of participants, you will need to order an appropriate amount of literature for handout materials and giveaways (if applicable). You may order advertising materials about USPS.com on the Business Connect Data Center under the “order supply” tab. These handouts are also available through MessageMaker3. Con­tact your area advertising coordinator for assistance with MessageMaker3 orders.

Plan Your Demonstration — How to Keep Your Audience’s Attention

Step 2: Set Up Computers

Be sure you arrange for computers well in advance of your event and that you have the appropriate hook-ups, with access to the Internet. Also be sure you have trained employees to help you with the demonstrations. It’s important to have local presence whenever possible to engage as many customers as possible. By leveraging your local resources, the event becomes a team effort. Some possible representatives include the following:

Make sure you discuss the roles of the Postal Service representatives prior to your event.

Step 3: Conduct the Demonstration

Set Up

You can display literature or materials and set up the refreshments in advance. It will take some time to make sure things are properly set up. People will start to arrive up to 15 minutes early, and you want to make sure you are prepared to greet them.

Welcome Participants

This will create a more relaxed atmosphere and give you the opportunity to learn about individual business chal­lenges so you can better address real customer objectives.

Make a sign-in sheet (see page 13) available to your attendees prior to the start of your session. This sheet also has a column to record any specific product or service interests a customer might have. Bring a stack of your busi­ness cards to hand out. Ask your small business specialist for suggestions or assistance.

Allow for Networking and Questions

Allow time for customers to network with each other and to ask you questions.

Step 4: Conduct Followup

Ensure timely followup to any customer requests or inquiries that were not resolved at your meeting.

Step 5: Document Your Activities in the Business Connect Data Center

To receive credit for your USPS.com Week event, doc­ument your activities in the Business Connect Data Center. Follow these steps to access Business Connect from the Postal Service Intranet at http://blue.usps.gov: