MEMBERS-ONLY TIPS, TRICKS & FAQS

CAMPAIGN CLUB ONBOARDING

Thanks for joining (or renewing with) Campaign Club, the only subscription-based direct mail lead generation program that fills your funnel with warmer, more responsive prospects every quarter—like clockwork.

To help you get the most efficiency and financial gains from your membership, we’ve compiled some helpful tips, tricks & FAQs here in “The Locker Room.” We’ll walk you through the basics during onboarding, and you’re welcome to return and reference these materials anytime.

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FIRST THINGS FIRST

Let's Talk Benefits

We’re all about win-wins here at Creative Quarterback. Campaign Club allows our team to plan, create, and execute further in advance and on a set schedule. In return, you receive our member-only discount on all promotional items (even products you aren’t buying for campaigns) and the consistency, efficiency, and support that comes with our method.

Most importantly, you get our best work. Every time.

20% Discount on All Promo Product Orders
Predictable (yet flexible) Quarterly Spending
Fuller Funnels & Warmer Prospects
Entire Process Managed by Our Team (Not Yours)
Cross-Functional Campaign Expertise
Creative Campaigns Unique to You (No Overlap)

OUR PROVEN GAME PLAN

Let's Talk Timing

As a Campaign Club member, you receive four unique campaigns per year* delivered on a set schedule (beginning or end of quarter). In order to deliver your campaigns on time (and on budget), we kick off each campaign a full 12 weeks prior to shipping. Here’s a quick breakdown of what happens during that time.

*Two unique campaigns sent twice each for LITE members

Week 1: Client Kickoff Questionnaire

Week 2-4: Concept Creation

Week 5-6: Campaign Creative

Week 7: Review & Approve Creative

Week 8: Order Campaign Components

Week 9: Finalize CTA & Contact Info

Week 10: Finish Templated Mailing List

Week 11: Campaign Assembly

Week 12: Shipping & Tracking

We sincerely appreciate your creativity and your partnership!

Dakota Davis, Emarsys

Your creative has an impact every time.

SEAN BRADY, EMARSYS

The cupcake campaign is a hit with our prospects, and we’re seeing great results!

Nora Snoddy, Emma

This is exactly what campaigns are supposed to do–create conversations and brand awareness.

SEAN BRADY, EMARSYS

We got our first inbound lead 30 minutes after the prospect received his box in the mail.

MELISSA GINDLING, VIBENOMICS

I LOVE working with the CQB team… you ALWAYS show up!

Dakota Davis, Emarsys US Field Marketing Manager

It’s wonderful to log into my email in the morning and find everything in perfect order.

STEPHANIE FLINT, Return Path

This campaign rocked. People we’ve reached out to 20 times in the past with no luck responded to this one.

SEAN BRADY, EMARSYS President of Americas

[My prospect] said that our name has been tossed around the office all day…AND to top it off I got an appointment.

Dakota Davis, Emarsys US Field Marketing Manager

We had people tell us that it was the best campaign they had ever seen.

JOHN KWIATKOWSKI, Octiv VP Enterprise Sales

With 24 meetings booked and 5 deals closed within 8 weeks, the mailer has paid for itself.

MELISSA GINDLING, VIBENOMICS

YOU GUYS ROCK. The car mailer was such a HIT!

Dakota Davis, Emarsys

Happy this campaign is running so smoothly!

Amy Nelson, Emma

Process FAQS

What systems will we use?
As a virtual agency, we love systems!

Here is an overview of the systems you’ll use during Campaign Club:
- Teamwork Projects: Teamwork is our agency-wide project management system. It’s how we keep track of tasks, deadlines, and files for our clients. It’s also how we communicate with you when it’s time to review creative or provide assets or information for your campaign.
- Adobe Acrobat: We provide campaign creative in PDF form for review and approval. You’ll need Adobe Acrobat installed on your machine to open those files. However, you can preview them directly in Teamwork.
- Quickbooks: We invoice clients using Quickbooks, which allows you to pay online via their Bank Transfer feature or snail mail check. We can also turn on credit card payments, if requested, though a 2.99% fee applies.
What if I prefer calls or meetings?

We understand everyone has their own preferences when it comes to communications.

As a 100% virtual agency with 20+ remote freelancers in various time zones, we use online systems and written communications (almost) exclusively.

Specifically, we require consolidated written feedback so we can return to your exact requests and comments and ensure we’re hitting the mark.

Once we kick off a client engagement, we ask that 100% of communications go through Teamwork vs. calls, meetings, or one-off emails.

At the end of the day, this helps us stay organized, address your comments and concerns quickly, and keep everything moving on time and on budget.

Note: We’re very open about how we communicate with clients from day one, so please make sure your broader internal team is aware so there isn’t any confusion down the road.
What does a Quarterback do?
As your company’s Campaign Club lead, you will work directly with your Quarterback (i.e. project manager) to ensure that every campaign is delivered on time, on budget, and on message–every time.

Think of a Creative Quarterback like a general contractor on a home renovation. Your QB will do the following:
- Be your single point of contact.
- Draft an all-star creative team using our network of proven freelancers.
- Calculate and communicate your quarterly variable cost.
- Manage your campaign budget.
- Manage all vendors and freelancers.
- Manage all milestones and deadlines.
- Oversee campaign fulfillment and shipping.
- Coordinate client checkpoints, reviews, feedback, and approvals.
What does Nicole do?

CQB Founder and Head Creative Coach, Nicole is personally involved with every campaign.

She develops your creative campaign concepts each quarter, provides creative direction to our team, assists with copywriting, and provides input during our internal creative reviews.

Though you’ll communicate most often with your Quarterback, rest assured Nicole is deeply involved behind the scenes on every campaign.

You’re always welcome to reach out to her with questions or concerns, should they arise!
What (and who) is our designated campaign lead?
That’s up to you!

We require a single point-of-contact from each client who joins Campaign Club. Though you’re welcome to request other colleagues be added to Teamwork for visibility, your QB will assign all client-side tasks to one person.

It is this person’s responsibility to:
- Complete the kickoff questionnaire.
- Coordinate creative reviews and feedback.
- Consolidate creative feedback and changes (in writing within Teamwork).
- Format and provide the mailing list.
- Distribute tracking information to your follow-up team post-shipping.
- Respond to questions or requests from your QB.
- Receive and route invoices for payment.
What's my campaign schedule?
If you choose to send campaigns at the beginning of each quarter, your schedule will be:

Q1 Schedule
- January: Deploy Q1 Campaign/Q2 Kick-off
- February: Q2 Concepts & Creative
- March: Q2 Production & Assembly
Q2 Schedule
- April: Deploy Q2 Campaign/Q3 Kick-off
- May: Q3 Concepts & Creative
- June: Q3 Production & Assembly
Q3 Schedule
- July: Deploy Q3 Campaign/Q4 Kick-off
- August: Q4 Concepts & Creative
- September: Q4 Production & Assembly
Q4 Schedule
- October: Deploy Q4 Campaign/Q1 Kick-off
- November: Q1 Concepts & Creative
- December: Q1 Production & Assembly
If you choose to send campaigns at the end of each quarter, simply move the dates back two months.
Is there a "rush option" available?

If you’d like to execute a campaign faster than our 12-week process (outlined above), please alert your Quarterback.

Depending on our broader production schedule (and vendor responses and turn times), we may be able to put your campaign on a rush schedule for $2,000.

Rush campaigns are completed in ten (10) weeks and may require changing vendors, packaging options, and shipping. It also increases the potential for production issues (e.g. customs delays) that may be outside our control.

*Rush shipping may also be available. Ask your Quarterback for a quote.
What's my payment schedule?
Quarterly Membership:*
- October: Membership Payment Due
- January: Membership Payment Due
- April: Membership Payment Due
- July: Membership Payment Due
*If you select end-of-quarter deployments, these dates push back two months.

Quarterly Variable Cost:

Once you submit the kick-off questionnaire, you’ll be invoiced for the full estimated variable cost. (We’re required to pre-pay promotional product vendors and shipping on your behalf.)

You must be current on all payments (membership and variable) in order for your campaign to ship. Once your campaign ships, we will adjust final variable cost up or down if needed and apply the difference to your next invoice.

Your invoices will come from Mallory, our Services & Stadium Operations team member ([email protected]).
What if my payment is late?

The best defense is a good offense!

Make sure we have the correct billing contact so we are sending your invoices to the right person.

Membership fees and variable cost estimates must be paid in full prior to your campaign being released for shipping.
What if I need more time for [insert any task here]?

No problem! Let your Quarterback know, and she’ll shift the rest of the project dates back accordingly.
I only see our tasks. Where are yours?

Client-facing tasks and team-facing tasks are stored in separate projects within Teamwork.

For a single campaign, we coordinate upwards of 100 internal tasks, dozens of files and messages, and more than five team members.

Rather than clutter your inbox and Teamwork project with details you don’t need to worry about, we keep them separate.
How do I format my mailing list?

We’ll attach a Microsoft Excel template to the appropriate task in Teamwork. You can either upload a completed version of that document or create a google spreadsheet and share the link via the Teamwork task.

*Note: Once you tell us the mailing list is “Final,” we provide that document to our fulfillment partners. At that point, no additional changes can be made.
What if there are changes to my mailing list?

You’ll have several weeks to put together your mailing list, so there’s time for you to work with any necessary stakeholders before finalizing the data.

Be sure the list is truly FINAL prior to delivering it to your Quarterback.

Once we receive your final mailing list, no additional changes can be made. (Last-minute tweaks increase the likelihood for error, and it’s our job to make sure things go off without a hitch!)
What if there are vendor-side delays?

Promotional products and packaging are produced by third-party vendors (sometimes overseas). With that reality comes a level of uncertainty around shipping, customs, production delays, etc.

(This is a big reason why we start campaigns three months in advance!)

The good news is that we’ll troubleshoot any vendor issues that arise on your behalf and keep you in the loop every step of the way.

Very rarely, situations arise that are outside everyone’s control — like volcanic ash grounding FedEx flights.* In those situations, we ask for your patience.

*Yes, it happened.
What if I have international prospects?

All our campaigns are quoted with US Ground shipping by default.

If you’d anticipate international recipients being on your list, be sure to let us know when filling out your kickoff questionnaire so we can plan accordingly.

See the Creative FAQs below for information about requesting additional variations of your card or box.
What happens next?

The fun begins!

Watch your inbox for an invitation to our project management system (Teamwork Projects). Once you accept the invitation and login, head over to the “Tasks” list to see what’s next.

We add all your future tasks (and some future deadlines) up front so you have an understanding about what’s coming down the road.

However, you never need to start on a task until your QB specifically assigns a deadline and provides commentary about what you need to do.

Visit Teamwork Projects
What if one (or more) of my mailers can't be delivered?

FedEx or USPS may determine a mailer undeliverable for a variety of reasons – your contact moved, the address provided is invalid, etc. In these situations, the mailer will be returned back to you and addressed to the Campaign Club main point of contact.

CREATIVE FAQS

What if I chose a concept then change my mind?
Things change! We understand completely and are happy to be flexible.

Based on your situation, here’s what happens:
- If you change your mind BEFORE we develop the campaign creative, there is no charge to switch to another concept we presented to you.
- If you change your mind AFTER we develop the campaign creative—but BEFORE we order campaign materials—there is a $2,000 fee to switch to another concept we presented to you.
- If you change your mind AFTER we develop the campaign creative—and AFTER we order campaign materials—there is a $3,000 fee to switch to another concept we presented to you. You are also responsible for the cost of any materials we ordered and are not able to cancel.
- If you want to change your concept to a NEW concept (versus one we presented to you already), there is an additional $1,500 fee to create a fresh batch of concepts.
NOTE: The overall timeline for your campaign will shift back accordingly based on the situation. We’ll provide a revised timeline at that time.
What if I want to reserve another concept for later?

If you like two concepts, you can choose one for the upcoming campaign and “reserve” a second concept to use it later for $500.

This ensures we don’t pitch or use that concept for other Campaign Club members.* Reserved concepts expire at the end of your membership term.

*Remember, all campaigns are unique (no overlap between members). However, we may offer themes and concepts you do not select to other members for consideration.
What if I change my mind about the theme of the campaign?

No longer want to send a Valentine’s Day mailer? Switched to a different whitepaper to promote? No problem. We can provide a second batch of creative campaign concepts for $1,500 upon request.

Note: See FAQs above for financial implications if you change the concept after/before creative is complete and/or materials are ordered.
How many rounds of edits do I receive?

You receive two rounds of consolidated written feedback for each campaign.*

We require written feedback (vs. over the phone or in person) so we can reference exactly what was requested and ensure the creative reflects your wishes.

Your designated campaign lead needs to gather feedback from each of your internal stakeholders, consolidate that feedback, and then provide it to your Quarterback via Teamwork.

*If you’re a Campaign Club LITE member, each campaign is deployed twice. The only change that can be made between the two is to the info card copy.
What if I have additional edits (beyond two rounds)?

Things change: we get it!

We’re happy to accommodate additional rounds of changes, if needed.

In order to compensate our team members for the resulting work, each additional round of edits (beyond the two rounds we include) will result in a $100 charge being added to your next invoice.
How many versions of the card may we do?

Campaign Club PRO members (i.e. full membership) receive one version of the info card per each campaign.

Campaign Club LITE members (i.e. partial membership) receive two versions of the info card per campaign since each campaign is shipped twice.

Want more versions? We’re happy to create additional versions of your card (e.g. client vs. prospect, different languages) for $300 each. Applicable charges will be added to your next invoice.

NOTE: A “version” means we’re modifying the copy and swapping it into an existing layout. It does not mean an entirely new design.
How many versions of the box may we do?

ALL Campaign Club members receive one version of the box per each campaign.

Want more versions? We’re happy to create additional versions of your box for $300 each (added to your next invoice).

NOTE: The majority of box vendors have a minimum quantity requirement that must be ordered per version. Box cost is not included in the $300 creative fee above.

NOTE: A “version” means we’re modifying the copy and swapping it into an existing layout. It does not mean an entirely new design.
What if I want to split a campaign into more shipments?

PRO members receive one bulk send per campaign, and LITE members receive two bulk sends per campaign.

If you’d like to spread out your campaign shipments with more sends of smaller quantities, we’re happy to accommodate!

Each additional shipment will add $300 to your next invoice to cover additional project and vendor management.

Let your Quarterback know as soon as possible if you’d like to do a different shipping cadence.
What about translations?

We’re happy to create different versions of your materials for global clients.

However, YOU are responsible for providing the exact translated copy required for cards or boxes.

Each translated version of the card or box is an additional $100.
What brand assets do you need?

If you’re new to Campaign Club, we’ll add a task for you in Teamwork Projects to upload your brand assets. These should include vector logo files, color codes, font files, and any brand guidelines you may have available.

We also welcome samples of other marketing materials you’ve created in the past that we should use for brand inspiration.

Please upload all brand files to the appropriate Teamwork task.
How should I provide design/copy feedback?

First things first, your designated Campaign Club lead should review creative, gather feedback, and consolidate changes from all necessary stakeholders.

We present copy and design together so you can see how all elements will work together.

Once you have consolidated feedback ready, insert your comments directly into the appropriate Teamwork task or add comments on the PDF files.

If you prefer, you may also paste copy into a Google Doc with markups and comments. Then, share a link in the Teamwork task. Just ensure your QB has permission to view the document first!
Can we order "retail" products?

The goal of Campaign Club is to provide personalized and creative kits that drive action.

Retail items cannot be customized/branded and are often more costly than those we order directly from our network of suppliers.

If you have a specific item in mind that you want us to include in your batch of concepts, let us know. We can often find something very similar that can be customized–or we may be able to find a better source for the product than what you see on retail sites.
Who will be on my creative team?

We select your team based on your industry and individual freelancer’s skills and availability.

In addition to Creative Quarterback’s client roster, our freelancers have worked with folks like Microsoft Internet Explorer, Chase Bank, the Hoosier Lottery, Indianapolis Motor Speedway, St. Vincent Hospitals, Switchyard Brewing Company, BeeFree Gluten-Free Products, Marketing Evolution, Compendium, Gannett, Indy’s Child, CTI Group, Enterprise Rental Cars, Walmart, Allstate, Charles Schwab, Westin Hotels, First Financial Banks, WordSentry, MarketShare, Rook Security, ProofHQ, CloudOne, Blue Ribbon Products, North American Hardware Association, Indianapolis Super Bowl Committee, David Boudia (Olympic diver), U.S. State Department, ESPNW, University of Tennessee, Avant Healthcare, and many others.

*If we have other Campaign Club members in your industry, we do our best to ensure your creative teams do not overlap.
Can I get samples of the promo product?

If you need to see a physical sample of the promotional product ahead of time*, let your Quarterback know. Depending on the vendor, a small fee may apply.

*Note: Waiting for samples may delay your overall campaign ship date.
What if I want to send the same campaign again?

At times, our clients find that their campaigns are so successful they’d like to send them again! If all designs and kit contents remain the same, we can simply re-order at your desired QTY and send to your new mailing list of recipients for a fee of $1,500 plus the cost of the kits.

Other FAQS

How is my estimated variable cost calculated?

You tell us your variable cost (overall) budget and an audience size range during each kickoff. When we present your potential campaign concepts, each concept will have the QTY of kits that fit within your budget.

We invoice for your entire estimated campaign cost (variable cost) as soon as you submit the kickoff form. You must be current on all payments (membership and variable) in order for your campaign to ship.

*You’re welcome to change your variable cost budget each quarter.
How do the variable cost adjustments work?

We estimate (and invoice for) estimated variable cost prior to each campaign.

Once your campaign ships, we calculate the actual campaign variable cost.

The over/under amount will be reflected on your next invoice. (But, we’re usually very close!)
What if I want to add more campaigns?

We love hearing that!

Campaign Club members may add an additional campaign for a discounted $6,000 fixed creative and project management fee plus the variable cost for the new campaign.*

Your 20% member savings applies to your new campaign(s), too!

*Want to add more than one additional campaign? Contact us for a special discount.
Do I have to use all of my campaigns?

Though your quarterly membership fees are non-refundable, you’re under no obligation to use all four campaigns.*

If you elect not to use one of your campaigns, you will not be charged a variable cost for that quarter. However, let’s talk about other audiences that may make sense for your campaign first! We want you to get the most from your membership.

Also, if you need to push one campaign to the following membership term, please contact Nicole to discuss your options.

*Two unique campaigns if you’re a LITE member
Can I use a campaign for a non-prospect audience?

Absolutely! Though most companies use direct mail campaigns to target prospects, you’re welcome to mix-and-match audiences during your membership.

Campaigns are also wonderful avenues for client up-sells, employee programs and communications, investor relations, PR, etc.
What if I need to leave the program early?

We’d hate to see you go, but we understand that circumstances change.

Per your client services agreement, you may leave the program at any time. However, if you terminate prior to the end of your one-year membership, you will be charged an early termination fee in the amount of one (1) quarter’s fixed membership fee (as defined in your proposal) and forfeit any pending variable cost adjustments that are in your favor.

If any variable cost adjustment is due to CQB at the time of cancellation, that balance will be invoiced and due prior to cancellation.

These terms are in place because our members receive discounted pricing based on the expectation of a set number of campaigns being executed.
Can you help with my follow-up strategy?

We’re happy to provide lead generation campaign follow-up best practices handout. Request it from your Quarterback if you’re new to campaigns!

Note: We do not offer direct follow-up services at this time. Follow up is your responsibility.
Where can I see campaign examples?

Visit our Portfolio page to see some of our recent projects and read more about our customer success stories.
What are my member savings?

Campaign Club members receive 20% savings over non-members on all promotional products and packaging.

Your discount is factored into the estimated variable cost outlined in each concept presentation.
Does my discount apply to non-campaign swag?

You bet! You’ll save 20% over non-members on ALL promotional product orders for as long as your Campaign Club membership is active.

That means you can place promo orders for things like trade show giveaways, employee swag, and client gifts through your Quarterback.*

*Creative Quarterback is a registered ASI Distributor.
What if I find a retail product I want to send?

We highly encourage you to send items that can be customized to your brand vs. retail items “off the shelf.”

Depending on the situation, we may be able to add a branded element to retail products (e.g. logo stamp a toy car) post-purchase.

Please alert your Quarterback as soon as possible if you’d like to explore a specific retail item.
What if a package was returned to me?

You will be provided with 25 generic insert cards (no sales rep info) so you can reuse that kit for another recipient.
I have a campaign emergency! What do I do?

Step one: Take a deep breath 🙂

Step two: Contact your Quarterback via Teamwork.*

Step three: We’ll work with you to address the issue promptly and get things back on track.

*Please avoid phone calls or texts, as Teamwork messages allow you to alert all the relevant leaders on our end simultaneously and result in a quicker response and resolution.
What if I have feedback to share?

We’re all ears!

Please route any feedback or suggestions about the Campaign Club process through your Quarterback.
What if I want to refer another company?

We operate almost exclusively from referrals, so we’d love your help spreading the word about Campaign Club!

If you refer another company that becomes a member, we’ll also apply a $1,000 credit to your next campaign.

#winwin
What are Creative Quarterback's virtual "office" hours?

One of the many benefits of working with a virtual agency, is we have team members working around the globe! That means your project work isn’t slated into a Monday-Friday, 9am-5pm schedule.

That being said, we do have regularly scheduled “Time-Outs.”

This is a time our entire team can step back from the business and practice our core value of “Life Comes First.”

Winter Offseason // CQB “closed” December 21 – January 4.

Summer Offseason // CQB “closed” June 29 – July 5.

Additional Holiday Closings // MLK Day (Jan 20), CQB Anniversary (March 5), Memorial Day (May 25), Independence Day (July 4), Labor Day (September 7), Columbus Day (October 12), Veterans Day (November 11), Thanksgiving + Day After Thanksgiving

*Previously scheduled projects will continue uninterrupted.*

Kickoff Complete!

Now that you know the game plan, it’s time to check out your first tasks and deadlines.