MAILINGS CHAIRPERSON

The Mailings Chairperson prepares and posts all bulk mail of the Society (quantities of 200 pieces or more qualifying for a reduced postal rate for non-profit organizations). These usually include the brochure, concert flyers, and sometimes the patrons letter.

The Mailings Chair reports to the Vice President for Public Relations.

DEADLINES	DUTIES

June	Participate in a transitional board meeting to discuss position with predecessor, review job description and annual report.

July	Box Rent due. The Society is billed and the Treasurer pays. Confirm this.

August	Process summer newsletter mailing according to steps listed below.

As soon as the brochures are printed, organize committee to help with brochure mailing. Process brochure mailing according to steps listed below.

November	Annual non-profit permit fee is due. The Society is billed and the Treasurer pays. Confirm this.

STEPS FOR PROCESSING MAILINGS

1 month prior to concert

Secure mailing labels from Computer Services, and flyers/brochures from appropriate source.

Fold, affix labels. If materials are not pre-printed, stamp with return address and bulk mail permit number.

Sort mail according to zip code, label each group, and sack it.

4 weeks prior to concert

Deliver sacks to Evanston Post Office's bulk mailing room. Frank DeMarco is the contact person there.

Pay for bulk mailing and get reimbursed, or get funds from Treasurer to maintain balance in our post office account to cover expenses. (Society gets a record after each bulk mailing noting how much money is left in the account. Keep these records on file so that you know when to notify Treasurer.)

Keep record of each mailing.

On-going	Help with expansion, up-dating, correcting, and eliminating duplication in mailing list.

May	Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.