Lotusphere® Comes to You. Guidelines for IBM Business Partners ® Thank you for hosting Lotusphere Comes to You. Thank you for hosting your own Lotusphere Comes to You event. These guidelines introduce you to valuable tools that help make it easy to invite customers, prepare event materials and follow up with attendees. Obtaining templates It’s easy to download any of the Lotusphere Comes to You templates from the team room where you downloaded these guidelines. We’ve made it as simple as possible to customize and produce the pieces shown in these guidelines. But if you need to make more substantial changes to a template (such as resizing or translation), use the source files provided by IBM. Review the available templates Pre-event: Drive attendance! In the team room you will find three invitation formats and two Web banners to help you build interest in your Lotusphere Comes to You event: Postcard invitation (editable PDF) — stands out from the other mail that your target audience receives and gives readers the information they need quickly. Letter invitation (Microsoft Word document) — mail in your own envelope to reach those who know and trust your company’s name. E-mail invitation (HTML) — enable recipients to register online by clicking a link or replying to you. Static Web banner (JPG) — use at the top of your registration page or other Web page that describes your Lotusphere Comes to You event, or as a clickable link from another page. Animated Web banner (GIF) — place on your home page to drive traffic to the appropriate details or to the registration page, or place at the top of your registration page. Registration confirmation (Word document) — send information needed to get to the event to everyone who registers. During event: Host a success! Additionally, you can also use these other Lotusphere Comes to You templates before, during and after your event, depending on your needs: PowerPoint presentation (PPT) — can give you a basis for your on-screen information at your Lotusphere Comes to You event. Masthead (Word document) — use for event handouts or follow-up materials. Agenda (Word document) — hand out a schedule to everyone who attends your event. Survey (Word document) — capture attendee feedback at the end of your Lotusphere Comes to You event. Post-event: Follow up! Use these templates after the event: Thank-you letter (Word document) — send a follow-up note to thank attendees and set the stage for a follow-up call. Touch 2 follow-up e-mail (HTML) — send a follow-up e-mail to thank attendees, provide a link to a free offer (ex: a relevant case study) and offer additional customer support. No-show letter (Word document) — follow up with those who registered but did not attend. Customizing and using templates Editable PDF (for the postcard invitation) Use Adobe Acrobat 7.0 or higher to customize the postcard. (If you only have Adobe Acrobat Reader, use the letter and e-mail invitation templates.) 1. Once you open the postcard in Acrobat, the top of the window will say, ―This document contains interactive form fields.‖ Click the ―Highlight fields‖ box to see what text you can easily edit. 2. Scroll to the back of the postcard. 3. In the intro copy, select the ―<Business Partner>‖ text and replace with your company name. 4. Update the body copy. Replace any copy in brackets with the appropriate information. If you’d like, you can also change this copy to give more information about the benefits of your products and services. 5. Update the call-to-action text with the URL and phone number readers should use to register. 6. Use the designated legal section for your company to add information on trademarks, copyrights, etc. 7. Update the logos. The template contains placeholders for three logos: your company logo in the lower right corner, the IBM Business Partner logo in the lower left corner and the IBM Lotus software logo below the body copy. For each logo: a. Make sure you have the Advanced Editing Toolbar open (select ―Tools – Advanced Editing – Show Advanced Editing Toolbar‖ if it is not open). b. Choose the Select Object Tool (the arrow) from the Advanced Editing Toolbar. c. Double-click the logo to access the dialog box you can use to replace the placeholder image with the full- size logo that should be used. d. From the dialog box, choose the ―Options‖ tab. e. In the Options tab, press the ―Choose Icon‖ button. f. From the ―Select Icon‖ dialog, press the ―Browse…‖ button and select the file you wish to use. g. Note that if you do not have permission to use a logo, such as the IBM Lotus software logo, choose the Select Object Tool from the Advanced Editing Toolbar, select the placeholder you wish to delete and press the ―Delete‖ key. h. If you need help obtaining the IBM logos that you have permission to use, please see the ―For more information‖ section at the end of these guidelines. 8. Save your changes by selecting ―File – Save As…‖ from the Adobe Acrobat menu. Now you’re ready to provide the PDF to a printer or digital print center that can produce the postcard. Word documents To customize a Word document template with your information, open the template in Microsoft Word. Then: 1. Replace any copy in brackets with the appropriate information. Examples include ―<Business Partner>‖ (for your company name), ―<Location>‖ (the address where you will hold the event), ―<www.businesspartner.com/URL>‖ (your registration page) and ―<XXX.XXX.XXXX>‖ (your phone number). 2. Update the body copy (optional). If you’d like, you can also modify the body copy to give more information about the benefits of your products and services. Be sure to insert your company name where all <Business Partner> placeholders appear. 3. Insert the appropriate logos into the footer (for the letter invitation and masthead). To edit the footer, double-click on it from the Page Layout view or, if you can't see it, select ―View – Header and Footer‖ from the menu; then press the ―Switch Between Header and Footer‖ button, if necessary. For each of the placeholders — one for your company's logo in the lower right and one for an IBM Business Partner logo in the lower left — select the placeholder, choose ―Insert – Picture – From File…‖ and select the appropriate logo file you wish to use. If you do not wish to use a logo, select the placeholder and press the ―Delete‖ key. If you need help obtaining the IBM logos that you have permission to use, please see the ―For more information‖ section at the end of these guidelines. 4. While still in the footer, update the legal section that lists IBM trademarks by adding any trademarks for your company that you want listed. 5. Save your changes by selecting ―File – Save As…‖ from the Word menu. HTML (for the e-mail invitation and touch 2 follow-up e-mail) 1. To customize the e-mail with your information, open the template in your preferred HTML editor. Then: 2. Replace the placeholder logos for your company’s logo and the IBM Business Partner logo with the appropriate images that you have permission to use. If you do not wish to use one or both logos, simply delete the placeholders. 3. Update the bracketed copy, such as ―<Business Partner>‖ (use your company's name), ―<Location>‖ and ―<Date and Time>‖ (event details), and ―<www.businesspartner.com/URL>‖ and ―<XXX.XXX.XXXX>‖ (your contact information). 4. Modify the body copy (optional). a. For the invitation: Give more information about the benefits of your products and services — and about the reasons why your target audience should attend the event. b. For the touch 2 follow-up e-mail: Thank attendees for coming to the event, and provide a value-added product or service (ex: relevant case study). 5. Insert links to the appropriate URL in all the places where the event URL or a ―Click Here‖ or ―Register Today‖ phrase appears — at the top, bottom and right side. 6. Update the legal section that lists IBM trademarks by adding any trademarks for your company that you want listed, as well as any privacy or opt-out information you usually include. 7. Save the updated HTML. 8. When you send the e-mail, type an engaging, short subject line, such as ―Boost collaboration: Learn how at Lotusphere Comes to You‖ or ―Register today for Lotusphere Comes to You.‖ Web banners Place either banner on your Web page as you would any other image. Make the image a clickable link, if you are using it to lead viewers to another page. IBM also recommends putting some copy below the banner that indicates that it is an event that you are hosting, such as, ―<Business Partner> is hosting Lotusphere Comes to You on <Date>.‖ PowerPoint presentation This template has four slides: An introductory slide that can serve as a screensaver as attendees enter the room at the start of the day. Simply replace the ―<Business Partner>‖ text with your company name. A title slide, with sample copy that can be used to introduce the first person speaking at your event. Update the placeholder text for the speaker’s name and title, as well as for the date of the event. A text slide, with formatting for your own bullet points. You can also use this slide to highlight the agenda for your event. A sample agenda has been provided for you. Edit all the copy as you see fit. A legal slide, which should be the last slide in your presentation because it contains the appropriate IBM trademarks. Add your own trademarks to this slide, if you desire. Note that the placeholder logos for your company’s logo and the IBM Business Partner logo must be replaced in the Title Master and the Slide Master. Select ―View – Master – Slide Master‖ from the PowerPoint menu, choose the placeholder image you want to replace, then choose ―Insert – Picture – From File…‖ and select the appropriate logo file from your computer. If you do not wish to use a logo, select the placeholder and press the ―Delete‖ key. If you need help obtaining the IBM logos that you have permission to use, please see the ―For more information‖ section. For more information If you have questions about using the Lotusphere Comes to You templates or need assistance with your event, please e- mail firstname.lastname@example.org.