Publicity Request Form

This form is for internal Kalmia Club use only.

Please provide the Publicity Committee with 7-8 weeks notice prior to your event’s start date. Thank you.

    1. You and your event

    2. Advertising needed (menu of options provided)

    3. Advertising budget (if applicable)

    4. Event pricing

    5. Payment options (Please review the information about the PayPal and/or Venmo service fees.)

    There is a section at the end for your questions or comments.

  • If you will collect payment for your event, you will need to coordinate the event with the Treasurer so she can monitor payments, track revenue and expenses, and generate reports. The Treasurer can create a PayPal link for a payment button on the website. She will need to know:

    1. What are the start and end dates for active sales?

    2. Is the capacity for your event (i.e. the cut-off number)?

    3. What is the pricing for the event?

    4. What type of payments do you plan to use? (PayPal, Check, Cash, Venmo)? (See note about payment options.)

    5. If you want a PayPal button on the website for online ticket sales, you will need to inform the Treasurer. She generates the URL for the PayPal link(s).

    6. If you will accept Cash at the door, please arrange with Treasurer to have cash on hand to make change.

    7. if you choose to use PayPal, ask the Treasurer to add the PayPal service fee to the payment button. (See note about PayPal service fee.)

    8. What categories of income and expenses will need to be tracked to prepare a report on the event? (Examples: (1) the Rummage Sale had no expenses; (2) the Garden Tour has the booklet, ads, gifts for the gardeners, costs for the reception, etc.)

    9. Do you want her to track information to help plan/promote future events? (Example: creating a record of email addresses from the online Karaoke ticket sales so people can be emailed directly for the next Karaoke event.)*

    *IMPORTANT - OPT OUT: If you email attendees of previous events to promote a new event, it is important to include an unsubscribe statement. Be sure to promptly remove them from your list if they opt out. A sample statement is below:

    “If you no longer wish to receive emails from Kalmia Club about upcoming events, please reply to this email with UNSUBSCRIBE in the subject line.”

  • Advance payments:

    1. PayPal button on website (recommended)

    2. Mail a Check

    Day-of-Event or At-the-door payments:

    1. Cash Only

    2. Cash and Check only

    3. PayPal (credit card) - Please inform the Treasurer so she is aware. You will need us to generate a printable QR code to the PayPal link. Participants will need to show you their PayPal confirmation as proof of payment at the door.

    4. Venmo - Please confirm with Treasurer and consult as to how Venmo payments can be verified on site. The Venmo service fee is 1.9% plus $.10 for each payment/donation received.

  • PayPal (and Venmo) deducts a service fee from each sale. Unless you tell us otherwise, we will include the service fee in the price of your online sales. You don’t have to include the fee in the price, but it is good to be aware of the fee when estimating revenue.

    If you wish to see the approximate service fee:

    1. Click on the DONATE button on the kalmiaclub.org Homepage. It will take you to this PayPal page.

    2. Enter your ticket price. This will automatically display what the service fee will be.