E-BLAST COMMITTEE - Procedures

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All Eblasts (except a notice that the Newsletter is available online) originate with the President. Eblasts are emails that are sent to members to inform them about information the Studio President determines to be critical or urgent or to announce that a newsletter or other information is available to read.

1. MailChimp
1. The Studio uses MailChimp to send the eblasts. The free MailChimp plan is used, which permits 500 members and 1000 emails per month. Any month where these limits are exceeded requires a payment to MailChimp before an additional eblast can be sent.
2. Sending Eblasts
1. MailChimp uses a process called “campaigns” to send eblasts. A template was developed so they are always sent with the same design.
2. To send an Eblast, the template is uploaded, new content is inserted, and a test email is sent to select people to check format, spelling, and accurate content. When the email is determined to be correct, all Studio members who are identified in MailChimp receive the Eblast.
3. MailChimp has a built in evaluator of content. This rates eblasts for readability, length of message and effectiveness. This permits improvement of messages in the future.
3. Reviewing the Eblast Results
1. MailChimp produces the following reports
1. Details on invalid email accounts (bounces)
2. Lists of who received and opened the eblast - and on who did not open the eblast.
2. Bounces are reviewed and resolved. All emails bounces are reviewed for email address accuracy. The number of opened and unopened eblasts is monitored. 
3. When a member says they did not receive an eblast, reports are reviewed to determine whether or not an eblast was sent to that person.
1. If one was sent but not received, the affected person is asked to check their junk or spam folder and add the Studio’s eblast email address, eblasts@claystudiogvaz.com, to their email address book. A test eblast is sent to the person to verify that eblasts are now received.
4. Maintaining the Eblast Member List
1. Studio members were originally imported through an extract of the membership list from the Studio’s membership computer.
2. As new members join or renew during the year, the Membership Coordinator sends an email with a list of new or renewing members with their email addresses.
1. Their names are individually input into MailChimp, and emails are tested for validity.
2. Each member is called a contact in MailChimp.
3. Each year, after Studio renewals are processed, all members are deleted from MailChimp, and a new updated list of current members will be extracted and uploaded.
1. A test email is sent to identify and correct erroneous emails.
5. Security
1. The IT Chair and Eblast Coordinator are the only ones with access to MailChimp.
1. A password is set up for security.
2. Any changes to the account or use of a different or updated computer can only be made with verification through a one-time code sent to either the email or mobile phone set up in the account.

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Eblast Committee Procedures - revised 1-8-2024.docx

updated: 1/9/2024 - jdo