diff --git a/docs/marketing/checklist.md b/docs/marketing/checklist.md index 409070e..904a47e 100644 --- a/docs/marketing/checklist.md +++ b/docs/marketing/checklist.md @@ -33,14 +33,22 @@ nav_order: 2 ## Mailing List Email -- [ ] Update template to use current year's branding - [ ] CFP and Opportunity Grants Open -- [ ] Registration Open +- [ ] Registration Open & Early Bird Sales +- [ ] Early Bird Closing + + +### Email Octopus + +- [ ] Copy over email addresses from ti.to to Email Octopus with appropriate tags +- [ ] Update [Email Octopus template](https://dashboard.emailoctopus.com/brand/templates?filters=eyJsYXN0S2V5IjpudWxsLCJwYWdlIjoxLCJwYWdpbmF0aW9uRGlyZWN0aW9uIjoiZm9yd2FyZCIsInNvcnRCeSI6Imxhc3QtdXBkYXRlZC1hdCIsIm9yZGVyIjoiZGVzYyIsInNlYXJjaEhhc2giOm51bGx9) to use current year's branding +- [ ] Update [Brand information](https://dashboard.emailoctopus.com/brand/information) with current years' URL +- [ ] Update [Brand Style](https://dashboard.emailoctopus.com/brand/style) ## Attendee Emails -- [ ] 1 month prior to conference -- [ ] 1 week prior to conference +- [ ] Announcing Keynotes: 1 month prior to conference +- [ ] Welcome Email: 1 week prior to conference ## Social Media @@ -56,5 +64,4 @@ Update all social media with new branding and dates each year ## Other -- [ ] Post about each blog post on social media as it happens -- [ ] Use +- [ ] Post about each blog post on social media as it happens \ No newline at end of file diff --git a/docs/marketing/communications.md b/docs/marketing/communications.md index 9311cbe..b78ba44 100644 --- a/docs/marketing/communications.md +++ b/docs/marketing/communications.md @@ -45,7 +45,6 @@ For standard announcements (CFP open, tickets on sale, keynote announcements), w - [Pablo](https://pablo.buffer.com/) for adding text and logos to images - [Flickr](https://www.flickr.com/photos/144080672@N05) for photos of past DjangoCon US's - [Unsplash](https://unsplash.com/) for free "generic" photos -- [Mailchimp](https://mailchimp.com/) for mailing lists; ask to be added to our group - [Buffer](https://buffer.com) for scheduling social media posts - [Awesome acceptance letter](https://bridgetkromhout.com/blog/2016/04/06/tl-dr-your-talk-is-accepted/) - [Happiness Packets](https://github.com/erikr/happinesspackets/) diff --git a/docs/marketing/email.md b/docs/marketing/email.md new file mode 100644 index 0000000..36d7f13 --- /dev/null +++ b/docs/marketing/email.md @@ -0,0 +1,76 @@ +--- +layout: page +title: Email +parent: Marketing +nav_order: 1 +--- + +Emailing attendees and potential attendees has multiple important parts to be aware of. There are a few different tools we use, each suited to a different purpose — don't mix and match them (e.g. don't use Email Octopus for transactional ticket info, or Ti.to for cold marketing outreach). + +**Need access to any of these tools?** Get in touch with someone at DEFNA. + +## Ti.to + +Good for emailing ticketholders and prior-year ticketholders — easy to segment by ticket type. Supports Markdown for formatting. Email addresses can be manually excluded or included as needed. + +**Use it for:** +- Welcome emails +- Reminders to assign tickets + +## Pretalx + +Good for emailing speakers, CFP applicants, and anyone in the talk-submission pipeline. + +**Use it for:** +- CFP acceptance/rejection notifications +- Speaker logistics (AV needs, scheduling, travel info) +- Reminders for speaker deadlines (slides, bios, headshots) +- General speaker communications leading up to the event + +## Email Octopus + +Ideally for email marketing only. Think: cold email outreach, announcements, promotions, newsletters, etc. + +There are laws around email marketing specifically — please read up on them before sending a campaign: + +- [CAN-SPAM Best Practices for Email Marketing](https://help.myemma.com/s/article/How-Can-Spam-affects-your-email-marketing) +- [CAN-SPAM Act and how it affects your campaigns](https://knowledgebase.constantcontact.com/email-digital-marketing/articles/KnowledgeBase/5825-CAN-SPAM-Act-and-how-it-affects-your-campaigns?lang=en_US) + +If we have subscribers or attendees outside the US, also be aware of: +- **CASL** (Canada's Anti-Spam Legislation) — stricter consent requirements than CAN-SPAM +- **GDPR** (EU) — if we have any EU-based contacts, this affects consent, data storage, and the right to be forgotten + +When in doubt, don't email someone who hasn't opted in, and make unsubscribing easy and immediate. + +### Contacts + +It's important we keep our email list well organized. Any time emails get imported, add the appropriate tag for **ticket type**, AND for **year**. For example, in-person ticketed attendees of 2026 would get both `[in-person]` and `[ticketed2026]` tags. + +Currently, contacts must be copied over from Ti.to via CSV export/import — this is a manual process (not an automated sync), so it's worth budgeting time for it around each ticket-import cycle. + +*Previous providers were Sendy and Mailchimp; no longer used.* + +### Segments + +Dynamic lists based on specific filters and properties, built from the tags above. Some of the ones we currently have are: + +- Sent an email in the last 7 days +- Sent an email in the last 30 days +- In-person attendees + +### Campaigns + +A given email can have multiple campaigns — for example, an "Early bird tickets end soon" email can be tailored to specific audiences with their own content and recipients using the tags described above: + +- **Online:** `[online]` tag, content tailored to the $99 ticket +- **IRL:** `[ticketed2025]`, `[ticketed2026]` tags, content tailored to the city itself and IRL events + +Don't take this as gospel — take some time to tailor campaigns that will deliver the biggest punch. + +## Sending best practices + +Regardless of which tool you're using: + +- **Test send first.** Send yourself (and ideally one other person) a test before blasting the full list. Check links, images, and how it renders on mobile. + +- **Watch your frequency.** Avoid emailing the same segment more than once every few days unless it's time-sensitive (e.g. an early-bird deadline). Over-emailing drives unsubscribes, which is when the segments like `Sent an email in the last 7 days` come in handly, so those emails can be excluded if needed. diff --git a/docs/marketing/mailing_lists.md b/docs/marketing/mailing_lists.md index 5c9309e..e3f2b3c 100644 --- a/docs/marketing/mailing_lists.md +++ b/docs/marketing/mailing_lists.md @@ -7,7 +7,7 @@ nav_order: 5 # Mailing Lists -The current mailing lists for DjangoCon US are: +The current mailing lists for DjangoCon US are managed by Google Groups and are as follows: | Mailing List | Purpose | Who receives emails addressed to this list? | | ------------ | -------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------ | @@ -16,32 +16,3 @@ The current mailing lists for DjangoCon US are: | program@ | List for program committee | Members of the program committee, AV chair | | sponsors@ | List for active and potential sponsors | Members of the sponsors team; conference chairs | | visas@ | List for attendees who have questions about international travel or who need visa invitation letters | Members of the visas team | - -## Mass Emails - -We use [Mailchimp](https://mailchimp.com/) for mass emails to attendees, speakers, and sponsors. Mailchimp has pretty good [docs](https://mailchimp.com/help/) that can help you figure out how to do what you need to do. Common Mailchimp functions: - -- Create lists -- Update people on lists (new ticket purchasers) -- Create new template -- Add sponsors to template -- Create "campaign" (another word for email) -- Schedule campaign - -These are the current lists we use in Mailchimp: - -### DjangoCon US Announcements - -This is the list we use for anyone who wants notifications about our announcements. It persists from year to year. At the end of a conference, we move all attendees from the current year onto this list so they can continue to receive announcements for the following year. - -### DjangoCon US Attendees - -We use this list to keep in touch with attendees before and during DjangoCon US. This list is deleted at the end of a conference year. - -### DjangoCon US Speakers - -This is a private list with all of our speakers (keynotes, talks, and tutorials). This list is deleted at the end of a conference year. - -### DjangoCon US Sponsors - -This is a private list with all of our sponsors which we use to keep them informed of what's going on. This list is deleted at the end of a conference year. diff --git a/docs/sponsors/history.md b/docs/sponsors/history.md index ffccb66..d222313 100644 --- a/docs/sponsors/history.md +++ b/docs/sponsors/history.md @@ -6,3 +6,6 @@ nav_order: 3 --- ## Previous Sponsors Chairs + +- Catherine Holmes +- Nicole Dominguez \ No newline at end of file diff --git a/docs/swag/history.md b/docs/swag/history.md index 42cff08..ecedf6c 100644 --- a/docs/swag/history.md +++ b/docs/swag/history.md @@ -6,3 +6,6 @@ nav_order: 3 --- ## Previous Swag Chairs + +- Nicole Dominguez +- Catherine Holmes \ No newline at end of file diff --git a/docs/website/history.md b/docs/website/history.md index 93fecd3..75c743f 100644 --- a/docs/website/history.md +++ b/docs/website/history.md @@ -6,3 +6,6 @@ nav_order: 3 --- ## Previous Website Chairs + +- Salim +- Nicole Dominguez \ No newline at end of file diff --git a/zensical.toml b/zensical.toml index 6459591..601253f 100644 --- a/zensical.toml +++ b/zensical.toml @@ -19,17 +19,17 @@ nav = [ { "Health and Safety" = ["health_and_safety/about.md", "health_and_safety/checklist.md", "health_and_safety/history.md"] }, { "Lightning Talks" = ["lightning_talks/about.md", "lightning_talks/checklist.md", "lightning_talks/history.md"] }, { "Logistics" = ["logistics/budget.md", "logistics/design_website_checklist.md", "logistics/logistics.md", "logistics/organizers.md", "logistics/photographer.md", "logistics/post_conference.md", "logistics/timeline.md"] }, - { "Marketing" = ["marketing/about.md", "marketing/checklist.md", "marketing/history.md", "marketing/communications.md", "marketing/mailing_lists.md", "marketing/remarks.md"] }, + { "Marketing" = ["marketing/about.md", "marketing/checklist.md", "marketing/history.md", "marketing/communications.md", "marketing/remarks.md"] }, { "Online Committee" = ["online_committee/about.md", "online_committee/checklist.md", "online_committee/history.md"] }, { "Opportunity Grants" = ["opportunity_grants/about.md", "opportunity_grants/checklist.md", "opportunity_grants/history.md"] }, { "Program and Schedule" = ["program_and_schedule/about.md", "program_and_schedule/checklist.md", "program_and_schedule/history.md", "program_and_schedule/example_schedule.md", "program_and_schedule/program.md", "program_and_schedule/timeline.md", "program_and_schedule/schedule.md"] }, { "Social Events" = ["social_events/about.md", "social_events/checklist.md", "social_events/history.md", "social_events/special_events.md"] }, { "Sponsors" = ["sponsors/about.md", "sponsors/checklist.md", "sponsors/history.md"] }, - { "Swag" = ["swag/about.md", "swag/checklist.md", "swag/history.md"] }, + { "Swag" = ["swag/about.md"] }, { "Tickets" = ["tickets/about.md", "tickets/checklist.md", "tickets/history.md"] }, { "Venue" = ["venue/about.md", "venue/checklist.md", "venue/bathroom-baskets.md", "venue/experience.md", "venue/history.md"] }, { "Volunteer Team" = ["volunteer_team/about.md", "volunteer_team/checklist.md", "volunteer_team/handbook.md", "volunteer_team/session_emcee.md", "volunteer_team/session_manager.md", "volunteer_team/registration.md", "volunteer_team/email_templates.md", "volunteer_team/blog_template.md", "volunteer_team/automation.md", "volunteer_team/history.md"] }, - { "Website" = ["website/about.md", "website/checklist.md", "website/history.md"] }, + { "Website" = ["website/about.md", "website/checklist.md"] }, ] [project.theme]