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CSSC Sports & Leisure January 2018 – Version 5
Privacy Policy
Communications Guidance for Affiliates
How to get information about your news, offers and events uploaded to the CSSC
website and sent out to members via email using the CSSC Affiliate
Communications service.
CSSC now provides a communications service for Area Associations and
Regions. This guide and the attached appendices provide more information on what
the service offers and how to utilise it.
There are two forms of communications that CSSC sends to its members via email.
These are:
eShots: An email ‘advert’ which notifies members about one or two particular
items. This can be an event, an offer, a news item, a prize draw or something
similar.
eNewsletters: Full coverage / highlights of the current offers that members can
take advantage of in their area. Please refer to the eNewsletter guidance section
below.
Create awareness: It’s a quick and easy way to notify your membership about
any upcoming events and/or offers.
Data Protection Regulation: Uses one central, accurate, up to date secure
database which is safer for members and volunteers. This prevents volunteers
from holding separate sets of data and supports compliance with the law around
data protection regulations.
Live mailing lists: CSSC holds up to date mailing lists for every affiliated area
and region. These are constantly updated with regards to new members,
cancelled members and unsubscribed members.
Frees up valuable volunteer time: The Affiliate Communications Team will
provide all of the marketing materials and expertise for your communications (e.g.
Types of communications
Why use the Affiliate Comms service?
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branding, imagery, design ideas) so you are able to free up time for other
important volunteering tasks.
Email tracking: CSSC collects and analyses the data on the effectiveness of
each email campaign. We can gather insights into opening rates, click through
rates, bounces, unsubscribes, device used (e.g. desktop, iPhone, Android etc.)
and much more. This will allow you to get an idea of which events / offers are
proving most popular with your membership. This data is freely available on
request.
Volunteer input: Volunteers have the facility to suggest amendments to
communications before they are sent out to members.
Please note that before any comms can be sent out, it firstly needs to be uploaded
by the web team to the affiliate’s webpages on the CSSC website. Content will be
uploaded to the website within 3 working days of receipt by the web team. If the web
upload request contains more than 5 items, then you should allow a further 2
working days for this to be actioned.
If you would like to send out an eShot, then please fill out the appropriate web form -
a copy of each form is attached as Appendix 1.2 and 1.3. Once you have completed
the template, please follow the process shown in Appendix 1.1.
Timescales: eShot requests will be actioned within 5 working days of receipt. The
final version will then be sent out to members no more than 2 working days from
approval by the affiliate.
If you would like to send out an eNewsletter, then please see Appendix 2.1 and
Appendix 2.2 for the steps and required format to follow.
Timescales: eNewsletter requests will be actioned within 7 working days of receipt.
The final version will then be sent out to members no more than 2 working days from
approval by the affiliate.
The Affiliate Comms service is used regularly by the vast majority of Area
Associations throughout England, Wales and Scotland. Here’s what users of the
service have had to say:
Website upload
eShots
eNewsletters
Feedback
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“I find the Affiliate Comms team very friendly and efficient. It always feels like a team
effort working with them, they always do their best and I know how busy they are.
They are always helpful and provide me with a great service.” – Juliet Sidney,
Wales Communications Officer
“My volunteers are very happy with how the message is getting out using the Affiliate
Comms Service. The mail shots and web adverts are very good and professional!” –
Clive Arnold, East Kent Chair
“As far as I’m concerned the Affiliate Comms team do a great job” – Alan Adams,
Chair CSSC North West Region
Web team: 01494 888 444 [email protected]
Affiliate Comms team: 01494 888 446 [email protected]
Contacts
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Appendix 1.1
1) Volunteer fills in web template appropriate to their content (e.g. for each news
item, event or offer)
2) Volunteer sends completed web template(s) to the web
team via email
3) The web team uploads the content to the CSSC website
and asks the volunteer to make amendments if needed.
This is actioned within 3 working days of first receipt
4) The web team notifies the Affiliate Comms team of
completed upload
5) Affiliate Comms team constructs eShot using email
software
6) Affiliate Comms team sends eShot to volunteer and asks for
any amendments. Actioned within 5 working days of first
receipt.
7) Volunteer approves final copy of the eShot and notifies
the Affiliate Comms team
8) Affiliate Comms team sends the content to the target
audience within 2 working days of approval and notifies volunteer of completed
distribution
Key
Volunteer action =
Web team action =
Affiliate Comms team action =
Comms process - eShots
Contacts
Web team: [email protected] 01494 888 444
Affiliate Comms team: [email protected]
01494 888 446
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Appendix 1.2:
Event Form
Submitting an event to the web team
Form
* Package Travel Regulations: Your event falls within Package Travel Regulations if:- 1. It is offered at an inclusive price; and 2. It is over 24 hours or involves accommodation; and includes-2 of the following:- a) Accommodation, b) transport, c) other leisure/sporting tourist activity. Such a trip/event must be organised by a regulated tour operator (under ABTA/ATOL) - with certain legal requirements imposed to protect the consumer. There will be wording placed on the trip/event webpage and advert in accordance with package travel information. All events need to be submitted to [email protected]. Content will be published online within 3 working days of receipt by the web team
Event name
Date
Time
End date
End time
Address
City
Postcode
Number of places
Minimum number of bookings
Website (web address for event/venue)
Region Please include all regions that the event is open to
Area Please include all areas that the event is open to
Closing date for entries
Member price
Non-member price
Description
Any additional information
Booking form (please attach to the email)
Poster (if you have a poster, please attach it to your email when submitting your event)
How to book / pay Please include the payment method or a booking form as a separate attachment
Organiser name
Organiser email
Organiser contact number
Package Travel / Event Operator *
Would you like this event to be sent out to your area association / region?
Yes ☐ No ☐
Content
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Offer Form
Submitting an offer for the web - including discounts, cash backs,
prize draws and other offers
Form
All offers need to be submitted to [email protected]. Content will be published online within 3 working days of receipt by the web team.
Title Include a relevant title which includes key words.
Sub heading/teaser text Give the audience a little bit more information about the offer. Keep it short and sweet!
Paragraph 1 Introduce the audience to the offer.
Paragraph 2 Sum up the offer and how it works.
Conclusion (expiry date) Expiry date for the offer.
Contact details + payment method (if appropriate)
Contact details / booking information for the offer (if you have any).
Images If you have approval to use any images, please attach them. If not, we will find a suitable image for you.
Would you like this offer to be sent out to your area association / region?
Yes ☐ No ☐
Appendix 1.3
Offer format
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Appendix 2.1
1) The Volunteer sends draft eNewsletter to the web team
2) The web team checks that all the items in the eNewsletter are on the website and uploads any
items that aren't*
3) The Affiliate Comms team constructs the eNewsletter using
the email software. This is actioned within 7 working days of
first receipt
4) The Affiliate Comms team sends the completed eNewsletter
to volunteer and asks for any amendments
5) Volunteer approves final copy of the eNewsletter and notifies
the Affiliate Comms team
6) Affiliate Comms team sends the eNewsletter to the target
audience (within 2 days of volunteer approval) and notifies the volunteer of the completed
distribution
Comms process – eNewsletters
Contacts
Web team: [email protected] 01494 888 444
Affiliate Comms team: [email protected]
01494 888 446
*If your eNewsletter contains more
than 5 items that are not already on
the website, then please allow
further time for these to be uploaded.
Key
Volunteer action =
Web team action =
Affiliate Comms team action =
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Submitting an eNewsletter request
Guidance
In order to remain in line with CSSC branding guidelines and practice, we have
developed a consistent design for affiliate eNewsletters. Click the link below to see
what our templates look like:
With this in mind, we recommend arranging your eNewsletter under the following
headings:
News
Events
Offers
Cashbacks / subsidies
Prize draws
Contacts
We also recommend that each item has the following:
Title
Important details (I.e. date, price, location, closing date etc.)
Teaser text
Link to content on the CSSC website
Image (if you wish to supply one)
Each item included in the eNewsletter firstly needs to be uploaded to the CSSC
website before it is sent out to members. Please use the web forms provided in
Appendix 1.2 and Appendix 1.3 and submit your content to the web team in
accordance with the process set out in Appendix 2.1.
CSSC eNewsletter design >
Appendix 2.2: Format and
guidance for eNewsletters
Web uploads and eNewsletters
eNewsletter format
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Important things to remember:
It would be helpful if each individual item on the eNewsletter is submitted to the
web team and uploaded to the website before the eNewsletter is compiled.
(E.g: Where possible, as soon as an event / offer has been organised, complete
and submit an event / offer form for the web team to upload).
Please be aware that if any of the eNewsletter content isn’t already posted on the
website, then this may delay the process.
If you wish to use a specific image in your eNewsletter, you need permission from
the copyright holder. If you have permission to use an image, please notify the web
team of this when you submit your content. If you don’t have approval for images,
then we will find suitable images for you.
Be concise and direct
Keep the message and structure
simple
Use paragraphs
Keep sentences short – roughly
17 words
Keep sentence structure simple
Be consistent in tenses
Use simple, familiar language
Avoid using slang or jargon as it
can be misunderstood by
readers
Write as you speak
Always be clear in your meaning
Avoid non-English words (if you
can)
Be precise, not vague
Use normal everyday words
Use terms that the reader can
understand and picture
Simplify technical terms
Use a friendly, positive tone
Web team: 01494 888 444 [email protected]
Affiliate Comms team: 01494 888 446 [email protected]
Contacts
Images
Points to remember
