Occasionally, we will send you an email with the subject line "contact info for your company". This is to help us update our files so we can write to the right people. This is not just for our calendar department, it can also be used by accounting, magazine distribution, etc. You can also ask us to send you this email if you find that our emails are not being sent to the right people in your company. No contact info is published, except websites for music companies. Mailing addresses are only required when we have something to send you (ex. subscribers, distribution points, bills, cheques, etc.) We may need the calendar contact's address for billing if we get your listings late. Email addresses: General or departmental email addresses (ex. info@..., sales@..., music@..., as opposed to firstname.lastname@...) allow us to always reach you, even if there is a staff change in your company. If you have such addresses but prefer to get emails at your name@... address, we can put the departmental@... address as a secondary address. (max. 2 email addresses per person). Purpose = the reason we have them in our contacts: calendar contact, e-newsletter subscriber, magazine subscriber, distribution point, supplier, contact for our annual directories (arts directory, choirs, higher education, philanthropy, instrument sales, summer camps, etc.). It would not be logical to add a person without putting a "purpose". We do not want to know about everyone who works at your company, only those that have a clear "purpose" with us. If a person has no "purpose" in this email, it is probably because s/he had one before but her functions changed, and that's fine. Status: active, gone, on leave, duplicate, error (ex. "we do not know this person" or "This person was a collaborator on a project but was never with our company per se". Gone means the person no longer works there. INSTRUCTIONS SAMPLE REPLY DO NOT ERASE ANY PART OF OUR ORIGINAL TEXT You may only insert revisions, each beginning with *** See examples on the right. Text color is not necessary if you follow these instructions. ADDING, REMOVING OR MODIFYING A DETAIL FOR ONE PERSON See various examples. ADDING A NEW CONTACT PERSON See the example on the right. Add the info at the end of the list. You do not have to fill in all the fields for all new persons. There is no point in adding a contact person if there is no "official reason" for this contact, such as "calendar" or "newsletter". REMOVING A CONTACT PERSON Simply write "*** gone" under our status line. We never remove a person from our database, but we mark him/her as "gone". This is why you might see his/her data again in future emails regarding contact info. This is to save time in case the person returns. CHANGING DATA OF ONE CONTACT PERSON FOR THAT OF ANOTHER... That's a no-no !!! Do not replace one person's data with that of another; you must, instead, "remove" one person and "add" a new person, following the instructions mentioned above. THE CONTACT PERSON FOR THE CALENDAR To avoid duplication and other errors, we can only have one per company. So do not write the purpose "calendar" for more than one "active" person. If you remove a contact person for the calendar, please indicate his or her replacement in that capacity, simply by changing the purpose of another "active" contact in the list, or of a new contact. Here is the contact info we have for Company XYZ. - COMPANY fields are: name, address, phone, fax, website - CONTACT fields are: name, status (active, gone, on leave), address, phone, fax, email (main, secondary), purpose of contact (corresponding to our departments). Please check this info following the procedure explained in our web guide. Thank you ================================= COMPANY name: Company XYZ address: 123 Schmoopy Street, Winnibago, MB phone: 204-555-1234 *** 204-555-5678 fax: 204-555-4321 *** 204-555-5677 website: http://www.companyxyzhahaha.com ---------- CONTACT name: Betty Boopsy status: active *** gone address: 123 Schmoopy Street, Winnibago, MB phone: 613-555-1235 x5555 fax: email: bepsy@companyxyzhahaha.com purpose: client, newsletter, calendar ---------- CONTACT name: Rita Greetah *** Rita Smith Greetah status: active address: 123 Home Address Street, Winnibago, MB phone: 204-555-1235 fax: 204-555-5432 *** please remove the fax, it will be of no use email: greeta@companyxyzhahaha.com purpose: newsletter *** add "calendar" *** new contact: CONTACT name: John St. Jill phone: 514-555-1234 email: jellojohn@companyxyzhahaha.com, sales@companyxyzhahaha.com purpose: client, advertizer, magazine subscriber, newsletter