Completed
 
 
 
 
 
Steward
Design
Digital
Photo/Video
Grateful Gator Day FY24 Collateral Support
Grateful Gator Day → FY24
Due Open Deliverables Open Emails
11-15-2023 0 / 21 0 / 3
Project Lead Project Team
Robert Mack CS Jennifer Romero, Robert Mack, Brenton Richardson   D Tonya Gibbs
Sponsor Information
Donor RelationsRachel SmithAssistant Director of Donor Engagement
Project Description

Develop promotional and day-of event materials for Grateful Gator Day.

Event objectives:

  • Demonstrate appreciation to the university’s philanthropic donors, including targeted gratitude touches to first-time, UF Loyal, President’s Council Diamond Members and young alumni (Donor Retention organizational goal)
  • Continue to involve the colleges and units to build a university-wide gratitude initiative.
  • Educate the student body/participants about the importance of private philanthropic dollars.
  • Involve central Advancement staff in thank-you note writing.

 

Central in-person event will take place on the Plaza of the Americas on Wednesday, October 25, 2023.

Deliverables
DeliverableDraft DueDue DateStatusAssigned TeamNotes 
A-frame sign10-10-2023CompletedRobert Mack2 signs per frame for check-in station - event instructions? (see UGA example) Qty: 4🔎 ✏️
Banners - info10-10-2023CompletedRobert Mack10' x 8' (Plaza & Reitz event promo) Qty: 2🔎 ✏️
College/unit toolkit design09-01-2023CompletedRobert MackUpdate design, photos and wording - DR will provide content Remove "Go Greater" and the photo overlays. Photos are fine and general layout is fine.🔎 ✏️
Email - Donors11-16-2023CompletedTonya Gibbs; Robert MackThank them for support and link to video🔎 ✏️
Email - F&S thanking for attendance10-30-2023CompletedTonya Gibbs; Robert MackUse as opportunity to share philanthropy message (infographics) 🔎 ✏️
Email - Prior event attendees (students)10-23-2023CompletedTonya Gibbs; Robert Mack🔎 ✏️
Laptop message sticker09-20-2023CompletedRobert MackEvent promo/phil. education sticker for use at STAT events -- will use sticker packs for other giveaways Qty: 1,000🔎 ✏️
Lawn signs10-10-2023CompletedRobert MackNeed 2 new station signs: MGOL and STAT Qty: 2 (plenty of stakes) No reorder of others unless icons change from last in-person design; 5 with icons for stations: pizza, photos/videos, TY notes, T-shirts, selfie station🔎 ✏️
Notecards & envelopes09-20-2023CompletedRobert Macknew design - remove Go Greater elements Qty: 6,000🔎 ✏️
Order stickers09-20-2023CompletedRobert Mackno design change - place order of orange "I'm a Grateful Gator" stickers Qty: 2,000🔎 ✏️
PNG for college screens10-17-2023CompletedRobert Mack1920 x 1080 PNG file - provide editable messaging so college/unit can update🔎 ✏️
Punch card / passport / activity tracker10-10-2023CompletedRobert MackUpdate map/layout. May need to update steps (include selfie, notecard, MGOL, STAT) - matte paper to ensure stamps used will ink the paper Qty: 3,000🔎 ✏️
STAT promo stickerCompletedRobert Mack🔎 ✏️
Social promotion images10-17-2023CompletedRobert MackFacebook, Twitter, Instagram (image and story) for promotion and Facebook Event header image + sample post for toolkit - date and time updated... DR will provide content🔎 ✏️
T-shirts09-20-2023CompletedRobert MackNew design - using same design for students & staff Qty: 3,250🔎 ✏️
Video for donor email11-03-2023CompletedJennifer Romero; Brenton RichardsonVideo highlighting the event🔎 ✏️
Banners - check-in10-10-2023CancelledRobert Mackneed a smaller height than last check-in banners (hung too low where students had to duck under them) Qty: 2🔎 ✏️
Stanchion sign10-10-2023CancelledRobert MackEntrance for food (could be lawn sign, Maggy is checking options) - Maggy or Jaclyn will have the size. Qty: 1🔎 ✏️
EmailSend DateStatusAssigned Team 
GGD Donor Thank You Email  - 3 - Donors11-20-2023Canceled by CollaboratorBlake Loiacono; Tonya Gibbs🔎 ✏️
GGD Participant Thank You  - 210-30-2023CompleteBlake Loiacono; Tonya Gibbs🔎 ✏️
GGD Promo Email to Previous Participants  - 1 - Students (past GGD Participants)10-23-2023CompleteBlake Loiacono; Tonya Gibbs🔎 ✏️
Comments & Notes

Add your comment or additional information by clicking the Edit button in the upper-right corner and completing the form.

The update will be added to the project and a notification will be sent to the project team.
-- [AUG-24-23 Yasmin Williams] --------------
Rachel sent over deliverables and a toolkit, fwd to Rob to look over. Also added items to input.

-- [AUG-24-23 Yasmin Williams] --------------
Rob updated the toolkit, notecard, and envelope. Advise Rachel to inform him about the t-shirt so he can begin design. Suggested neutral or heather/grey if not orange and blue.

-- [AUG-24-23 Yasmin Williams] --------------
Rachel will ask the vendor what are their options as it relates to the shirt colors. If Neutral or heather/grey is an options she will go with that.

-- [SEP-01-23 Yasmin Williams] --------------
Per Rachel I reached out to the vendor and will keep you posted. We have a few text changes to the toolkit and notecard, but I’m waiting to confirm the updated figures for the impact stats to send to you all at once. 

-- [SEP-06-23 Yasmin Williams] --------------
Per Rachel, the vendor got back to us with T-shirt color options, Rob confirmed sport grey. 

-- [SEP-08-23 Yasmin Williams] --------------
 DR would like to meet about social with Tina.  Requested availability from Rachel/Lilly.

-- [SEP-11-23 Yasmin Williams] --------------
Scheduled meeting 9/15/23 @ 11 with Tina, and Rachel for Social. 

-- [SEP-12-23 Yasmin Williams] --------------
Rachel requested edits on Toolkit and Notecard. Rachel is would like to share the updated files as well as the T-shirt design. I’m hoping to share the toolkit with the units this week if possible.

-- [SEP-12-23 Yasmin Williams] --------------
Rob updated toolkit and t-shirt design. I think we should switch to Ash Grey (shown in pdf) since it is a lighter grey and it’s printing with only 2 inks. 

-- [SEP-18-23 Yasmin Williams] --------------
Rachel sent Rob language for the back of the promo sticker. Stickers will be used at Tradition Keepers events planned for Oct. 16-20. 

-- [SEP-20-23 Yasmin Williams] --------------
Rachel: Shared the draft GGD Social Media toolkit for your feedback.  with Tina. Added to BOX

-- [SEP-21-23 Yasmin Williams] --------------
Rob provided Sticker text design for Stat promo.Rob suggested possible holographic sticker. 

-- [SEP-21-23 Yasmin Williams] --------------
Per Grace the holographic would be out of budget. Rob suggested he would adjust the white vinyl for sticker. 

-- [SEP-22-23 Yasmin Williams] --------------
Rob shared the cart so you Rachel can adjust quantities and checkout .

-- [SEP-22-23 Yasmin Williams] --------------
Per Rachel Answers: I will order the “I’m a Grateful Gator” stickers – I’ve been working closely with the vendor, and I think this will keep things streamlined.the “Banners – Check-in” can be removed from the GGD collateral as we’re using the ones we have from previous years.o    I’m planning to order the T-shirts, notecards and envelopes on Monday. 
working on the other GGD content and will share it as I get approvals.

-- [SEP-22-23 Yasmin Williams] --------------
Tina emailed Rachel minor changes to the social media toolkit 

-- [SEP-26-23 Yasmin Williams] --------------
Rob sent Rachel links to social media post art, PSDs are for colleges and unit to change, add logos etc. He also updated the style to UF Momentum including the promotional logo standard. 

Rachel: place the order for the first batch of materials for Grateful Gator Day.

T-Shirts will be 1 sided instead of 2. Total cost   $13,233.15

-- [SEP-26-23 Yasmin Williams] --------------
Rachel shared Punch card/event guide to rob for additional edits.

-- [SEP-26-23 Yasmin Williams] --------------
Rob Sent Rachel link for promo stickers.

-- [SEP-28-23 Yasmin Williams] --------------
Rachel has a few requests for social media art. She would like Rob to update to make that text crisper.

-- [OCT-02-23 Yasmin Williams] --------------
Rob updated social promo and sent over to Rachel.

-- [OCT-03-23 Yasmin Williams] --------------
Rachel: Sharing the content for the GGD C/U PNG Screens. In addition to the C/Us using these, Student Life offered to post the graphic on their screens throughout campus. They requested a graphic sized 1920x1080 (not sure if this is the same as the ones you normally create for us). Would it be possible to get this within the week? Hoping to share to the UF Communicators Network as well.

-- [OCT-04-23 Yasmin Williams] --------------
Rachel reached out to Brent/Jennifer to meet and discuss multimedia/video. Wed 10/4/2023 9:23 AM

-- [OCT-05-23 Yasmin Williams] --------------
Punch card: this looks great! I love how you color coded the steps versus the incentives. Megan also approves! I’m sharing it with Sarah Forron for her feedback before we send it to print.

-- [OCT-05-23 Yasmin Williams] --------------
Rachel and Brent to meet and discuss video support Tuesday 10/10 @2:15

-- [OCT-10-23 Yasmin Williams] --------------
Rob sent print ready file for Activity Tracker.

-- [OCT-13-23 Yasmin Williams] --------------
Rachel: approval of the PNG screens Thu 10/12/2023 10:29 AM. Rob sent Rachel A-Frame and the print-ready lawn signs.

-- [OCT-16-23 Yasmin Williams] --------------
Rachel: Thanks for sending the updates. For GGD – let’s cancel the stanchion sign. I never got info on the size from Maggy, and I think we’re all set between the A-frame and lawn signs. 

The emails still say Proposed – will those be assigned soon? The first one drops on Monday (10/23).

-- [OCT-23-23 Yasmin Williams] --------------
Rachel: •    GGD collateral support – everything except the video and emails are complete. Thank you!
Created on July  7, 2023 at 11:25 AM (EDT). Last updated by Jason Phenicie on Nov. 28, 2023 at  1:15 PM (EST). Owned by Phenicie, Jason.
Jason Phenicie
Jason Phenicie
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