General

Placing an Order

Mailing Lists

Toll Free Service RSVP

Proofs

Contact

 

General:

How do I get started?

Determine your seminar dates and total number to mail. Once this is done, please send us your completed order form and payment. Our entire system is based on the application order form, so it must be fully completed before the process can begin. The main reason mailings are delayed is due to incomplete applications or late payment. For help with filling out your application, please refer to our application instructions located on the first page of our Application Order Form or call us at 800-207-3840 - we'll be glad to help! go to top

 

Rush Service Availability

We are pleased to offer rush service for the super busy seminar agent. Most other mail houses require your order and payment 3-4 weeks prior to mailing. Seminar Crowds, Inc. only requires you to have your order and payment in 5 days prior to mailing. To mail within 5 days please add $125.00 to your order.   go to top

 

What% response rate should I expect?

Response rate varies greatly due to various factors: type of facility used to host the seminar, time of year, area of the country you are mailing to, mailing list criteria, time of day for the seminar, etc. Though we do not guarantee a response rate due to so many variables affecting your results, our average rate of response for all our mailings, across the nation and encompassing all facility types, times, etc. is about 0.75% 75 reservations on 10,000 pieces mailed). This is an average, at the high end of the spectrum we have had agents pull 3% with four-star restaurants, while others have pulled less than 1/2 of 1% typically due to using cheaper restaurants or providing only refreshments or no meals at all.

NOTE: Seminar Crowds! Inc. does not guarantee response rates or results in general under any circumstances. go to top

 

What can I do to improve my response rate?

We pride ourselves in actively working with our agents in order to increase response rates, should they be lower than expected. Many times a simple switch of facilities, change of times, or minor changes to the text of the invitation can make a dramatic improvement in the response rate.

A minor change that can drastically increase your response rate is to emphasize the meal on your invitation! Should your response rate be lower than expected, contact your Account Manager or Tanner Gire immediately so he can assist you in making whatever changes are needed to improve this. go to top

 

What can I do to improve my closing rate?

Please read our complimentary articles on our website (Click here for articles) for suggestions on how to improve your overall performance at your seminar. Also, please contact us if you have not received a copy of our Master Agent Seminar CD. go to top

 

Placing an Order:

 

What do you need from me to mail my invitations?

In order to print and mail your invitations, we need proof approval, zip count approval, and payment confirmation. Providing us with a completed application and payment allows us to create your proof and order your list as instructed by you. We make every effort to provide you with a proof and zip count for approval as soon as possible. Your cooperation in helping us get written approval on your invitation and zip count is essential.

Note: It is our goal to provide your proof and zip count for approval within 2 business days of receiving your application. However, we must work in order of priority around mail dates. Therefore, on some applications that are received with mail dates several weeks ahead, it may take longer than 2 days to get a proof to you. Do not be alarmed, we cannot, and will not, mail without your written approval on the proof and zip count. If you need your proof and zip count sooner in order to meet compliance please let us know go to top

 

How should I submit my application? 

Once completed, please fax or scan/email your Application order form to us along with any special instructions for your mailing. You can also order ONLINE - ORDER Online NOW. Once we receive your order, you will be emailed an invoice. Please submit payment so that it arrives at least 14 days prior to the mail date. Orders and payment submitted 14 days prior to mail date will not be charged the $125 Rush Fee. click here. go to top

 

 

What happens after I submit my application?

Your order will be entered into our production queue and our Accounting Department will send you and invoice within about ½ business day. If it’s your first time ordering with us, we will assign one of our experience Account Managers to your order. Your Account Manager will be responsible for helping you complete your order – from start to finish. They will make every attempt to finalize your mailing list and provide you with a proof for review and approval within two business days. go to top

 

How can I pay for my order?

We have several convenient ways to pay. Whatever payment you choose, please be aware that we cannot mail until we receive payment confirmation:

  • Check by mail (please be sure to allot sufficient time so we can receive payment before your "EMD" - Estimated Mail Date.
  • EFT "Electronic Funds Transfer" - this directly debits your checking account and requires very little paperwork.
  • Credit Card - We currently accept: MasterCard, VISA, Discover and American Express. However, by using a credit card to pay for an order, you will no longer be eligible for our cash discount prices. The standard price available to credit card payments is one cent more per piece than the cash discount prices.
    • Pay by credit card through fax - our accounting department will email your invoice and from there you can fill out the invoice with your credit card information and fax it back to us.
    • Pay online with a credit card at https://www.seminarcrowds.com/Payment.aspx
  • Mail Now – Pay Later - We are pleased to offer a mail now – pay later option for up to 45 days with approved credit. This payment method is subject to credit approval - the credit application requires 4 or 5 easy questions to answer. Generally you will know your approval status within 24-48 hours of submitting.

NOTE: Due to the approval process and the account setup process, we will not be able to mail orders within 7 days of this being setup so we ask that you allow plenty of time to get your financing lined up before you need to mail for your seminars.

Please give us a call with any questions regarding our mail now – pay later financing program.

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Do I always have to fill out an application?

Yes, just like you would order anything online or through a store. Each order is different, and we need a new application with all of the details for each separate order. go to top

When should my invitations be mailed?

This should be determined by your previous experience in mailing to that area. We mail our Regular sized Post-Cards "First-Class" and they are usually delivered in 3-5 mailing days throughout the nation. We recommend mailing our Regular "First-Class" post-cards 14-17 days prior to the first seminar date being advertised.

We mail our Large, Giant, Tri-Fold, Bi-Fold and Big-Window pieces "Standard-Class" and they are usually delivered in 7-10 mailing days throughout the nation. We recommend mailing anything "Standard-Class" 21-24 days prior to the first seminar date being advertised.

Seminar Crowds! reserves the right to mail within one or two mailing days before or after your preferred mailing date, based on our current work load and mailing conditions, holidays, etc.

NOTE: These are our recommendations based on our experience from many thousands of different mailing projects. Neither Seminar Crowds! Inc. nor the USPS guarantee delivery times. Seminar Crowds! Inc. cannot guarantee responses, results, or the inability of the USPS to deliver the mail for any reason including weather related delays. We suggest you add extra time to your mail date during the winter months.

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Mailing Lists / Zip Count:

 

What criteria should I use for my zip code counts/lists?

We recommend age 56+ age and all income levels, but will pull the list any way you want. Please base the age/income parameters to match the services you are offering. For income parameters, please be aware that if you insist on income levels (i.e. $30,000 and up annual income) you will be eliminating people with large assets and little income (for example, widows).  go to top

 

Can you delete previous attendees from my mailing list?

We make every attempt to successfully remove these households that you requested to delete from your mailing. This service is provided at no charge to you, our valued client. However, this service is not perfect and we do our best from our side. Seminar Crowds, Inc. is not responsible for individuals who may receive your invitation even though you asked for them to be removed.

Our biggest challenge is that delete lists come in too late - if you have a delete list that must be used for your upcoming mailing, please do your best to submit this to your Account Manager well before your Estimated Mail Date.   go to top

 

Territory Policy?

We do not maintain strict territories. However, unlike other mailing companies, we will not simply mail to the same territory over and over again for different agents. We have a first come, first serve policy and if another agent has mailed to those same codes, we will alert you to this fact and offer suggestions for you to increase your response rate. If we cannot obtain separate and distinct lists for each agent, the agent that had his application in first has precedence. This means that the agent who submitted their application last will have to: change the paper color, size of the invitation, or a combination of these features. The goal here is to keep the mailings unique enough to get sufficient response rates for each mailing. go to top

 

Toll Free Services RSVP:

 

What are the costs of using your RSVP Service?

The basic costs of the RSVP service are included in the price per invitation, and include the costs of answering your calls, sending you e-mail notifications when people sign up (or want more information), and your results website, where you can log on to view and download your list of attendees in an easy-to-read format.

Costs we do not cover include the initial setup/transfer fee for your toll-free 800 number (which on your first mailing is $75.00 and for all mailings after your first, the continuation fee is only $25.00). Additional services that can be provided but will cost extra are: Gathering the address of callers ($35) and confirmation calls before your seminar date(s) ($125).

Keep in mind that if you have your own toll-free number, you can subtract 1 cent per mailer from your mailing cost. (See application page 2 for details) go to top

If I use your 800 number service, how do I view results?

You will be notified of RSVP's in two ways: You will receive an e-mail notifying you each time a person signs up, and you will also be provided with a website to view a list of results at your convenience. go to top

 

Why do I get returned mailers back?

We use your return address on your postcard invitations because we have found this helps your response rate. Few other mailing companies do this, because they are afraid you will faint when you see returned mail! Expect 3 to 5% "Undeliverable As Addressed" returned postcards.

We buy a new and fresh list for each mailing. All lists we purchase for you have been verified with the NCOA or National Change of Address within the past 30 days. However, people do move, and more often than not the USPS registry database system does not recognize all bad addresses. We do guarantee to cover any amount of non-deliverables over 5% that you might receive. For example, if you mail 10,000 invitations and receive back 550 non-deliverables, we will credit you for 50 mailers on your next mailing. go to top

 

Proofs:

 

Can I create my own mailer?

Yes, you may provide the text and general format to us and we will insert it into our printing template. You will see the proof and you will have an opportunity to make changes to it before you approve it. If you have special wording that you prefer, you should submit this with your application (see application instructions).

Please keep in mind we cannot and will not mail your invitation without your written proof approval. Failing to receive written proof approval is the second most frequent cause of mailings being delayed. (Lack of payment is the most frequent reason mailings are delayed.) go to top  

 

What type of facility should I use?

We have found over the years that well known restaurants pull best. Steak Houses & Italian restaurants seem to get the best response. We recommend you avoid hotels, country clubs, and lower quality restaurants unless you absolutely know through your own direct experience that these facilities work well. Please see our helpful articles on this topic for more information. go to top

 

Do I have to provide dinner?

Though it may sound counter-intuitive, you will actually be saving money if you provide dinner. Please see our article covering cost benefit analysis on whether to feed or not.  go to top

How many dates should I have on my invitation?

Often two events are listed, but it is important to not have too many dates on the mailer. You can always have dates in reserve that are not listed on the mailer. This way, you first fill up the dates on the mailer in order to create the impact that you want. If you mail 5,500, and you put three dates on the mailer, you may end up with too few people at one or two of your dates. It is difficult to create the impression that people want to see you if there are only eight people in the room. go to top

 

Adequate space on postcard?

Due to the small postcard size of our Regular, First-Class postcard there is not a lot of room to create a compelling pitch. We include basic bullet points designed to "hook" their attention in regard to an issue that they are concerned about.

The process works like this: People receive your invitation and see "Complimentary Gourmet Meal". Now, everyone wants a complimentary gourmet meal, and the question they ask themselves is "what do I have to put up with to get my free meal?". As long as there is nothing to scare away these customers, such as "you will learn a new mathematical computational model" or "bring your portfolio and calculator to this workshop" etc, etc, then there is a good chance they will call and make a reservation. Because of this, we suggest only listing the benefits and general conclusions, and not overloading an invitation with too many details. Further, using qualifiers such as "There is no cost and no obligation" or "leave your checkbook at home" etc. is recommended.

In the event that you feel you really need to add more text, please consider our other invitation options in order to accommodate the extra text.  go to top

 

How many mailers should we send out at a time? How often should we mail?

How much you mail, and how many mailers you send, depends on many things. In general, you want to mail enough so that you can fill your rooms at the restaurant you have reserved for your seminars. We recommend for your first mailer to use a 0.75% response rate as an estimate. This means that if you have two restaurant dates and the seating capacity of each is 35 people, you are looking to get a total of 70 people signed up. Using the 0.75% estimate we recommend mailing 10,000 invitations. 0.75% of this amount would fill both of your seating capacities.

NOTE: Seminar Crowds! Inc. does not guarantee response rates or results in general under any circumstances.

After your first mailing, you will have a better feeling for the response rate in your area, whether it is slightly lower or higher than 0.75%, and can adjust the total to mail accordingly.

How frequently you mail depends on your restaurant/facility scheduling. Some agents mail with us 2 or 3 times a month because they know they always have, for example, Tuesdays and Thursdays at Olive Garden at 5:30 pm. In these instances, the agent has made special arrangements with Seminar Crowds! to have us mail a set amount out on a regular schedule. Other agents mail once a month, others mail as needed throughout the year.   go to top

 

Contact:

Who do I contact for other concerns?

Click here to go to contact page  go to top

 

Special 24hr Record Message

Please Read:

Laws governing the content of advertising material vary from state to state. Also if you are affiliated with a FINRA member firm you may be required to meet FINRA regulations regarding the content of your mailers. It is your obligation to ensure that your mailer/invitation is in full compliance with all applicable state and federal laws, rules and regulations. This includes the word Social Security and any Social Security images. Seminar Crowds, Inc. (SCI) assumes no responsibility for the content of your mailer or compliance with applicable laws. Any forms, templates or suggestions provided by SCI are for convenience only and it is the mailers' responsibility to ensure that his or her mailer fully complies with applicable law.