Event Packet Mailing
Event Southwest can turn the complicated and tedious process of shipping participant packets into an easy, revenue generating part of your event.
One Service, Three Benefits
1.
No Data Management Headaches
Anyone who has managed a full merchandise & fulfillment program will tell you that data is critical…and incredibly confusing without solid experience.
Event Southwest streamlines all of the risk & headache that comes when you combine constantly changing database records, multiple participant categories, and a mixture of items and inserts.
2.
Save Countless Hours On Customer Service
Any organization that commits to mailing event packets can easily consume 100% of a full time staff members attention. Often times even more!
There are also a number of event participant database changes and mailing specific questions that your customer service staff won’t be prepared to handle. Event Southwest removes this burden off of your more important staff.
3.
We Eliminate Over-Spending On Mailing
Finding the right mailing rates carriers is incredibly complicated and time consuming.
Event Southwest brings 20 years of experience to the table. From the first day, we will immediately connect your event with the most efficient and cost effective way to bring joy to your participants. This can save you thousands of dollars and enhances how much value packet mailing can really bring to your event.
Pricing Guide
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Packet Weight 2 to 15 oz
On average, this is a common weight range for most events including some apparel and informational inserts. Rate’s vary depending on insert types and quantities.
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Event Southwest's Fulfillment Fee (per packet) $1.50 to $3.75
All of our support and execution is covered by a low flat fee, depending on volume.
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Packaging Cost Range (per envelope) $0.30 to $0.48
Most common options include Tyvek or Poly mailer envelopes.
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Mailing Cost Range (per packet) $1.40 to $4.84
Contact us and we will generate an exact quote for your event.
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Total Cost Range (per packet) $3.20 to $9.07
This does not include the cost of items you decide to place inside the packets. We have ample guidance to offer, as choosing the right contents will improve both participant experience and lower costs.
We Handle What Typical Fulfillment Houses Won't Touch
Complete Data Management
Typical Fulfillment
- Typical fulfillment houses require ‘clean’, ready-to-use mailing data.
- That takes expert configuration of your registration software, careful monitoring of live registrations, and hours of work before sending to any fulfillment house.
- With Event Southwest, your team will save hours managing and preparing your data, putting your mailing program on auto-pilot.
100% Supplier Flexibility
Typical Fulfillment
- Most “turn-key” fulfillment houses actually restrict your sourcing options for packet inserts & merchandise.
- Event Southwest offers your event a much more dynamic and neutral approach, gaining you access to the most cost effective and creative suppliers.
Participant Services
Typical Fulfillment
- A typical fulfillment house is not set up to satisfy participant questions, emails, and phone calls, meaning your staff will need to spend hours responding, often without the full knowledge to promptly satisfy 100% of the inquiries.
- Event Southwest absolutely thrives at Customer Service. We love it. Our help will allow you to easily step away and tackle more important tasks!
Get Your Official Quote Today
Click the button below to schedule a quick 15 minute call. We’ll gather final information from you to generate a formal quote for event mailing! We’ll happily answer any questions you may have.
Once you have booked your call, you will automatically receive our helpful guide with even more detailed pricing estimates.
Click Here To
We will also create a custom design for your envelopes.
FREE
Yours At No Extra Charge
Our in-house graphic design team has created hundreds of the best looking bibs, packets, brochures, and merchandise designs in the industry.
Typical Shipping Times
Please note: due to COVID-19, an additional 1 to 7 business days may be necessary depending on the shipping carrier. We will help you get an early start on your mailing program to help you hit your deadlines.
2-4 Business Days
3-5 Business Days
4-6 Business Days
5-7 Business Days
Included Services
Data Management
Keep in mind: All of this critical support is not available through typical fulfillment houses.
- Online registration setup and configuration
- Participant registrations are downloaded and managed
- Download daily and assign bib numbers based on participation type, packages, etc.
- Label participant bib numbers to create a unique bib for each participant (applies to timed races)
- Provide relevant data to after mailing has stopped to any third parties (race timers, virtual event software developers, etc)
- Provide daily shipping reports to your team
- This report allows the your team to quickly and easily access information regarding who has been mailed, shirt size, address, packages, etc…
Customer Service
Keep in mind: All of this critical support is not available through typical fulfillment houses.
- Help with design, wording, and setup of auto-responder
- Key registration information included in email. This includes Name, mailing address, t-shirt size, division, packages, team name, etc). We also will include a statement to instruct participants to simply respond to their confirmation email if any changes are needed
- Event Southwest will serve as reply-to on registration emails from the moment registration is enabled, including:
- Make changes to participant’s registration
- Confirm changes via return email
- Any non-registration related questions will be forwarded to your designated personnel
- Your team saves the cost of an office staff person
- Allows your key personnel to focus on other, more important responsibilities
Mailing / Shipping
- Bulk pricing on tyvek mailing envelopes
- Design, layout, proofs, 2 color printing, shipping / delivery
- Leftover envelopes may be used in the following year
- Will begin regular shipping once all packet items are received
- The earlier mailing begins, the event will benefit from participants wearing merchandise early out in public and on social media.
- T-shirts and race materials received and stored at no additional cost before or after event.
- Apply shipping labels and postage to packets
- Excess materials are sent back to the your location of choice once shipping has stopped
Physical Packet Pick Up
Keep in mind: All of this critical support is not available through typical fulfillment houses.
- Provide staff to work the “solutions” desk at packet pickup and on event morning
- Removes burden from volunteers and allows them to focus on new registration, t-shirt distribution and packet pickup
- Issue replacements due to incorrect addresses, make changes to the database and provide data entry of timed runners
