Mission Statement
To coordinate the timely distribution of correspondence to keep members informed of special events and meeting which provide beneficial opportunities within the Toastmasters program.
Responsibilities
Procedure for Bulk Mailing Consult the Founder’s District Calendar for mailing dates, what is to be mailed, and the “hosting” Division for the events which are:
- Fall District Conferences (November)
- LACE Training (January)
- Spring District Conference (April)
- LACE Training (June)
Contact the Division Governor at least 4 weeks before the event to:
- Confirm the meeting place
- 10–15 helpers – usually club officers and district leaders
- Workspace with ample tables or counter space
Suggested letter of introduction:
I am the Bulk Mail Chairperson and need to facilitate the mailing “party”, which according to the district calendar, is being hosted by Division [X]. We’ll be processing the about 4,000 pieces of mail to publicize the upcoming [XXX] conference flier. We’ll need 10–15 people, 6–8 worktables, and an appropriate workspace.
Typically a 4 hour “work party” gets the job done. An initial notification by E-mail of the time, date, and place is okay, but follow-up is needed to ensure adequate help.
Please provide the work location address, directions, and call me if you have any questions.
The “stuff and sticker” process is as follows:
- “Stuff” or fold the fliers (if necessary) to be mailed
- Seal fliers with appropriate sticker
- Peal pre-printed address labels and stick on fliers
- Stack in numerical order by 5-digit zip code
- Avery label sheets are in numerical order from top left to bottom right
- Bulk Mail Chairperson assembles the fliers
- Put the mail in post office trays, grouped by certain zip codes
- The basic rule is that each tray should have at least 150 items.
- The items get placed in mail trays as follows:
- 901xx thru 904xx, 913xx thru 916xx, 919xx thru 925xx, group under 901 tags.
- 905xx thru 908xx, group under 907 tag.
- 910xx thru 912xx, group under 910 tag.
- 917xx thru 918xx, group under 917 tag.
- 926xx, group under 926 tag. 927xx, group under 927 tag.
- 928xx, group under 928 tag.
- 930xx, 932xx, 935xx, 936xx, 941xx, 950xx; group under 935 tag.
- Put covers, zip code cards and yellow straps on the trays
- Fill out paperwork and take to post office
MAILING LABELS:
Bulk Mail Chairperson picks up mailing labels from District
Data / Directory / Calendar
?Chairperson.
MAIL TRAYS:
Santa Ana Post Office (Susan and Sunflower Street) There are one-foot and two-foot long trays on the loading dock. The long trays should say “EMM” on the side. Make sure the long covers are also “EMM” (they are deeper). You may be able to get these trays from your local post office.
POST OFFICE SUBMITTAL:
Founders District has an account at the Santa Ana Post Office with Permit #423. Take the trays to the Post Office, fill out the paperwork, and submit the items for mailing. Contact the Division Treasurer, at least one week before the mailing and obtain a check made out to the USPS for about $500 for postage.
Initial content above compiled and documented by
Michael Varma, ACG, ALS, Founder’s District Public Relations Office 2009-2010.