East Sussex Federation

Improving our ESFWI systems

This note explains more about Eventbrite, the on-line events booking system we are now using, and another new system we intend to introduce shortly – Mailchimp. It explains why we why we are choosing to use these platforms, and the benefits for you and for us. The note was sent by email to all WI secretaries recently, but we think it is so important we decided to put it in the News as well.

This well-used and secure on-line booking system enables you to sign up for an event, make a payment, and get confirmation sent to you instantly. It gives you all the information you will need about the event, where/how it will be held, including a map to find the venue, timings, and special requirements etc. If an event is over-subscribed, we can ask the system to put a certain number on a waiting list and notify you if a place becomes available, or it will tell you that the event is fully booked. Nearer the time of the event, Eventbrite will you a reminder, any special instructions or even your Zoom link. If an event has to be cancelled, the system will notify you and refund your payment.

How does this benefit you?
It takes away delay and uncertainty. You know straight away if you have got a place for an event, and your payment is processed immediately. You can be confident that you will have all the
information you need to attend and enjoy the event. If an event is cancelled, you will be refunded instantly.

How does this benefit us?
It saves office staff time. It saves paper, postage, the need for cheque processing etc. It gives us the tools to manage demand for our events, and collate information on attendees.

What does using Eventbrite require you to do?
Ideally, you need to be comfortable making your own event bookings on-line. If you are not online, you can ask someone else in your WI to book a place for you, or if you are really stuck, you can contact the ESFWI office and they can make a booking for you.

This is another well-used system, enabling large numbers of email recipients to be contacted directly and securely. Currently, all information from ESFWI, and the monthly News, is sent out via Secretaries. We know that this is a substantial work burden, and we also know that, for example, member’s access to events depends on secretaries distributing material to members promptly.
While, for the time being, we intend to continue the normal monthly posting process, we plan to supplement this with a regular monthly Mailchimp message to all members who have an email registered on MCS. This message will contain details of upcoming Federation events as well as brief information on issues that all members need to know about. The monthly News will also be attached to this.

We know that Mailchimp works successfully for our members due to the great work already done via the Crafts and Arts monthly mailings. We can already see that C&A mailing recipients are more likely to know about events etc.

An important point – if individuals do not want to receive Mailchimp emails, they don’t have to. They can easily unsubscribe.

How does this benefit you?
More, direct, timely communication. Secretaries can have confidence that all their members who are on email have access to Federation information, and will have more time to focus on those
members who are not on-line.

How does this benefit us?
We can have more confidence that the maximum number of our members are receiving highquality communication.

What does Mailchimp require you to do?

Nothing, provided we have an accurate Email address for you registered on MCS.