January 15, 2021

Romax supports MemberWise, the leading membership and association professional network

Providing full membership management services to numerous membership organisations providing across the UK provides us with the ability to manage on demand requirements for Membership Card print, welcome pack fulfilment, renewal and reminder communications and other membership engagement communications.  

Romax wanted to work with MemberWise as both organisations focus on the best interests of the membership organisations that they work for at heart.

These include helping our clients to:

  • Increase new member recruitment
  • Improve existing member retention
  • Optimise member engagement
  • Enhance member value and growth
  • Develop sustainable and long term growth

MemberWise provides practical help and support for Membership and Association Professionals (at all levels and career stages) to enable them to improve existing member retention, increase new member acquisition, enhance value and optimise member engagement/participation in order to enable sustainable long-term growth.

December 4, 2020

Member Loyalty: 4 Management Tips to Keep Your Members Engaged in 2021

Member loyalty is key to membership retention. Acquiring new members is one thing, but keeping them is an entirely different challenge. Your efforts to woo people shouldn’t stop once they join your organization. Otherwise, you risk losing them. 

Member engagement is crucial to boosting their loyalty. According to the 2020 Membership Marketing Benchmarking Report, 43 per cent of organizations believe that lack of engagement is the number one reason members don’t renew membership. 

Through meaningful engagement and the right management strategies, your members can build a deeper connection with your organization, boosting your retention rate. Romax shares four management tips to keep your members engaged and loyal. 

1. Simplify your renewal process

Forgetting to renew is one reason behind low membership renewal rates. You can remedy this by simplifying your renewal process through digitization. 

Membership management services often include software implementation. The online platform allows new and existing members to join or renew within a few minutes. They can also update their profiles, access financial reports and membership summaries and make payments through the website. 

Some membership management software also has auto-renewal features allowing direct debit and recurring card payments. These options appeal to long-time members who don’t want to go through the renewal process multiple times. 

2. Create a membership engagement plan 

You need to have different strategies for your members, depending on their current level of engagement with your organization. Your membership engagement plan, therefore, should have three segments: fully engaged, mildly engaged and somewhat or not engaged. 

Fully engaged members are considered low-risk since they have higher chances of renewing. Focus most of your engagement tactics on the other two segments. 

Engagement strategies range from educational webinars, networking events, mentorship programs, downloadable content and simple email newsletters. Make sure you choose an engagement method that communicates clearly the unique selling proposition of your organization.

3. Find out why past members left 

You can’t always stop members from leaving. The best thing you can do in this situation is to find out why they want to leave. Barring personal circumstances, their reason for leaving can identify weaknesses in your membership management approach or engagement programs. 

Knowing why members leave provides insights that will help you improve member retention, especially if you notice any trends in their feedback. Plus, you can use this information to entice old members to come back. If you manage to resolve whatever factor they found unsatisfying, you may communicate the improvements you’ve made to make their membership more worthwhile.

 4. Make your website a useful resource 

Finally, your members-only website is where you can provide the most value for your users. Create a variety of exclusive, high-quality content, from industry reports and webinars to testimonials and member stories. Write about relevant, rising trends so your members can keep a pulse on the happenings in your industry. 

Make sure your website is optimized so that it loads quickly on any device. Slow load times negatively affect user experience and can get in the way of member engagement. 

If you have a separate customer relationship management (CRM) system, integrate it into your website. This strategy helps you promote tailored content to each of your members while improving your data collection. 

Enhancing member retention and engagement may seem like a challenge, but it’s attainable with the appropriate strategies and tools. If you need expert membership management support, Romax is here to assist you. We offer membership management services, helping you take care of your members by providing them with timely communication materials. With our services, you can improve your brand recognition, renewal rate and member loyalty. 

Connect with us today to learn more about our membership management services.

September 30, 2020

Reduce the carbon footprint of your communications

Communication is vital in our world, it connects and informs, improving our life with knowledge whilst providing business and the consumer with choice and benefits. Understanding how to reduce the carbon footprint of your communications plays a big part in your brand strategy and planning.

All communication has an impact on our world in terms of a carbon footprint. Managing your communication so that only necessary and appropriate communications are sent out is a matter of proper data management (so only relevant messages are sent to the correct target audiance) and that your message is sent via the most appropriate medium (appropriate to cost, consumer GDPR preferences and value return).

When you start planning your customer journey and communication strategy and inline with most organisations’ desire to reduce their carbon footprint, it is vital therefore to have a full knowledge of the impact of your overall brand communications.

New research commissioned by energy company, OVO, has revealed that sending and receiving emails has a huge carbon footprint. Over 64 million unnecessary emails are sent by Brits everyday, and the study found that UK adults could make one small change to the save over 16,433 tonnes of carbon per year. (OVO Energy, 2019) This phenomenal amount of carbon could be reduced simply by each adult sending one less ‘unactionable’ email per day.

The study found that almost three quarters (72%) of the UK are completely unaware of the carbon footprint associated with email, with 49% of Britons confessing to sending unnecessary emails to a colleague or friend within talking distance every single day.

Sending just one less email a day would reduce our collective carbon output by the equivalent of 81,152 flights to Madrid or taking 3,334 diesel cars off the road.

“Whilst the carbon footprint of an email isn’t huge, it’s a great illustration of the broader principle that cutting the waste out of our lives is good for our well-being and good for the environment,” says Mike Berners-Lee, author, researcher and brother of Tim, inventor of the World Wide Web. “Every time we take a small step towards changing our behaviour, be that sending fewer emails or carrying a reusable coffee cup, we need to treat it as a reminder to ourselves and others that we care even more about the really big carbon decisions.”

Paper communication is one of the few truly sustainable products

Paper is based on wood, a natural and renewable material. As young trees grow they absorb CO2 from the atmosphere. Furthermore, as a wood product, paper also continues to store carbon throughout its lifetime.

The paper industry has a number of respected certification schemes ensuring the paper you use has come from a sustainable forest source. The two most recognisable certifications are the Forest Stewardship Council® (FSC®) and the Programme for the Endorsement of Forest Certification (PEFC™).

Both PEFC and FSC are committed to achieving the same objectives – the certification of forests to credible, independently verified standards of responsible forest management, and focus on conserving the natural habitats of plants and animals and respecting the rights of forestry workers and local communities. Both PEFC and FSC operate a robust chain of custody schemes that track wood and wood fibre through every step of the supply chain, from the forest to the end-user. For more information see Two Sides

Romax provides a balanced communciation service that starts with data analysis to ensure that there is no wasted costs or unncessary communication sent whatever media is used. Our carbon-balanced status and environmental credentials provide clients with assurance that their campaigns have the lowest environmental impact.

January 29, 2020

Making the complex simple

Case study

Metfriendly provide financial products and services to the police service. One of their challenges was to process complicated financial information into statements for members. Given the variety of member services, variable documents that needed to be included and the need for security of information, this had been done manually in-house.

Romax tackled the problem with extensive knowledge of data-driven personalised print, mail fulfilment and postage discounts. We then put our technical team on the case and they created a program that allowed a variable statement print run.

With sophisticated software and state-of-the-art print and enclosing equipment, each pack had a specific barcode to tell the machines which statement sheets and additional documents needed to be enclosed.

In addition to this a lower cost postage service, combined with tracking to confirm delivery was used. Postage costs were reduced while efficiency went up.


Metfriendly’s members get exactly what they need – whether that’s 4 pages or 13 pages.

Metfriendly pay virtually half of what they used to in postage.

Members receive relevant information on associated products and services that result in additional sales. So instead of being a cost, this mailout actually generates revenue.

What did Metfriendly think?

“With hindsight it seems rather silly that we persevered for so many years folding, stuffing and posting these statements ourselves!” David Hurcomb, IT Manager

“Just wanted to add my thanks.” Ben Grainger – COO

January 24, 2018

3 Reasons to Outsource Your Membership Management

Written by Nilda Cerna, Marketing Manager at Romax Marketing & Distribution.

Direct Mail is one of the top three recruitment channels for new members (32%.) *


According to the 2017 Membership Marketing Benchmarking Report by Marketing General Incorporated*, Word-of-Mouth WOM and digital marketing are the top two recruitment channels for  recruiting members, followed closely by Direct Mail in the third position (32%.) The indisputable impact of Direct Mail is evident, so, managing your direct mail efficiently helps to meet your marketing acquisition goals. Read more 5 reasons to introduce more printed client communication.

How does Outsourcing Membership Communication add value?

There are a series of factors that you need to combine to have produced successful membership communication.  Firstly, you must know your membership lifecycle, have a yearly plan to create recruits, increase engagement and renewal.

You can do it on your own, which implies printing welcome letters and packs, and sending it to new members, preparing the monthly communications, manage the print, proofreading, ensuring distribution costs are favourable and coping with response management. Or you can outsource part or the whole membership programme to a proven supplier.

The benefits of outsourcing are many, from optimising the budget spent on releasing your team to work on strategy rather than order processing. We present you with some powerful reasons to outsource your printed membership communication management:

  1. Timing – Increase Client Satisfaction.

A welcome pack is a must-have in the first step for a new members’ communication, as it provides recognition of a  special status, providing them with the benefits to enjoy your exclusive programme and helps them to connect with your offer. The quality of the card, paper and the rest of content that you send impacts on their psychology and association with your brand. Moreover, the quicker they receive the welcome pack, the better the impression of your organisation and the sooner they start to use your services. 51% of membership associations send a mailed Welcome Pack in 2017 and 47% includes a membership card. *

Outsourcing the welcome pack production and despatch service provides the assurance that your member will receive their welcome pack in a certain period previously agreed with the Direct Marketing Supplier as an SLA.

Why is the timing important for a membership organisation? Because maintaining your high brand perception and prompting the first participation in your services. Is easy as that.

At Romax Marketing we can send a welcome pack in less than 48 hours after receiving the member’s application data.


  1. Automatise your printed communication – Save time.

By using a Direct Marketing Supplier, you save time in preparing the direct mail communication, proofing, printing, sending it, and managing the response. The huge amount of time saved is proportional to the number of different level of membership because every one of them requires a different offer or communication based on their status. For instance, there are some museums who have nine types of membership, as a result, more than 30 different texts for the same communication.

Thanks to automatisation software, your membership supplier will only require from you the list of members and the text and image for each, and they will prepare and send your communication.

The amount of time saved is massive, and the impact on your brand and your marketing team productivity is huge.


  1. Save money on postage – £14,000 for instance.

Membership organisations send a large number of printed communications, welcome letters or welcome packs, monthly communication such as newsletter or activities programme, and renewal forms.  You can benefit from discounts for volume using a Membership Management Supplier, who has deals with postal suppliers that provide you with a substantial discount for both UK and Overseas postage.

The amount of discount depends on multiple factors such as the type of letter or welcome pack, weight, volume, etc. but we are here to help guide you through that complexity. To put this in context, at Romax, we sent more than 96K printed communications for just one of our Art organisation clients, reducing their postage spend by £14,000. How many new members could you attract with this extra budget?

Romax Marketing & Distribution has more than 20 years of experience managing membership and client printing and communication services for organisations such as Southbank Centre, DKMS and PlusNetContact us: hello@romax.co.uk, +44 (0) 20 8293 8550

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January 16, 2018

[Webinar] 5 Successful Strategies to Improve Your Membership Programme

Free Webinar: 5 Successful Strategies to Improve Your Membership Programme

24th January 2018 | 1 pm GMT

To make your Membership Programme a real success, you need to truly understand and engage your members through conversation on media platforms of their choosing.
Learn what works best to welcome members and ensure that they both benefit from their membership whilst increasingly supporting your organisation.

From the live free webinar 5 Successful Strategies to Improve Your Membership Programme, you will:

  • Learn how to achieve instant engagement through rapid and engaging content
  • Understand how to interact with members across all media types at the right time to suit them
  • Improve your chances of early and increased renewal
  • Be introduced to techniques aimed at increasing member spend
  • See how to successfully grow their membership


When:  TOMORROW Wednesday 24th January 2018
Time: 1 pm GMT
Host: Robin Sumner, Managing Director Romax Marketing & Distribution.



Romax Marketing & Distribution provides a wide range of services in Membership Communication Services.  We work with membership organisations such as DMKS, Southbank Centre, V&A and PlusNet.

May 17, 2017

Marketing to Millennials – Don’t miss the ‘un’obvious

Written by Robin Sumner, Managing Director at Romax Marketing & Distribution.

Marketing to Millennials – Romax Marketing

In our drive to find the best way of marketing to millennials and gain the attention of those individuals who make up that market, we often miss the obvious, that is to say, the route we take is the polar opposite of what works best.

Who or what is a Millennial?

Millennials are a group of people who by 2020, will have a cumulative spending power of $1.4 trillion. They are individuals reaching adulthood in the early 21st century – generally cited as being born between 1979 and 2000.

Fashion repeats itself 

In the 1980’s (that’s a period before the internet by the way), tight jeans were just the coolest thing!
In the 2010’s tight jeans are back – tight jeans with rips now there’s a novel idea I bet they never thought of that in the 1980’s

Yes – Fashion repeats itself – so what
Imagine this: an audience that is more perceptible to a ‘new’ style of marketing, if fashion repeats itself and the audience has not experienced it before, it is ‘new, novel and cool’ to them.

Why not take this theory and apply it to marketing?

If a Millennial, a digital media native, so used to electronic communication, perhaps so much so that they let it wash over them were to receive a piece of relevant print, sent to them in the post with decent images and content that allowed them to then, go online and order/purchase or comment about it using the available technology to full advantage.

Now wouldn’t that be a new and innovative thing?
Yes, trends repeat, so get ahead of the curve now. Lead the way and start reusing a media that produces the highest levels of brand trust and enhancement exceeding electronic marketing. Re-start using mail marketing, printed and posted to real people proven to be more likely to respond – to what to them is new media – who will tweet and emoji all about it.

Who says this will work?
It may seem counter-intuitive to target this tech-savvy millennial generation so used to electronic communication with a tangible, print-based offer, but let’s think again, perhaps that is just the way to target to such a market.
Remember fashion repeats itself and the next new best thing is often just a modern twist on an old theme.


But, nobody sends mail anymore and the mail market is reducing I hear you cry……
Ahh hold on – Have we just had an epiphany? Has the light bulb now lit up? Yes, a market that is not saturated. Where your message may well just stand out.

The junk mail expression may well have been associated with printed DM in days gone by but the junk mail term now clearly applies itself to the electronic marketing market rather than the direct mail market.

There is MASSIVE OPPORTUNITY for your brand to stand out creating a reaction to your physical mail piece landing on the doorstep of your next prospective customer.

How do we create a direct mail campaign that will produce a physical mailing?
There may be a lost art on how to create a successful direct mailer, perhaps the secret lies in the Lost Arc of the Covenant  (see Raiders of the Lost Arc – another 80’s success!!), but there are ‘Oldies’ out there who may have the secret and just maybe you could add a modern twist.

Go on, see what you can do.

Resources: Do Millennials Read Direct Mail? The Answer May Surprise You – Quantum Postcards, USPS and Royal Mail’s research. Why does data decay so fast? MyCustomer 

Romax_tagRomax Marketing & Distribution provides a wide range of services in Direct Marketing for B2B and B2C, including Direct Mail, Data Management, Printing, Discount Postage, Membership Communication Services, and Consultancy. 

Contact us, either by phone +44 (0) 20 8293 8550, email hello@romax.co.uk, or filling the form:

April 27, 2015

On Demand Print Services

What are the benefits of on-demand print services?

If you’ve not heard of it before, on demand printing means only producing copies of a piece of literature, whether that’s flyers, posters, brochures or member communication, in small quantities as and when you need them.  You simply print what you need, when you need it.  It’s something that developed after the advent of digital printing, since previously printing single copies with traditional technology wasn’t economical.  It’s no wonder then that many smaller presses have replaced their traditional printing equipment with Printing on Demand equivalents.

Larger publishers may also use this method in certain circumstances, and so do a number of academic and university publishers.  The business benefits Printing on demand means completing communications “to order” – this boosts cash flow and reduces costs, not least because you don’t have the upfront expense of plate creation.


Delivery also has a quicker turnaround, especially given the shorter set-up times, and there is no need for upfront capital investment.  It also means you are more able to focus on the bigger, more regular communication campaigns. With this type of digital printing, you can produce weekly, monthly or even daily communications to those who belong to your organisation.  After all, your members are your organisation’s life-blood. Regular, engaging and accurate communication shows you are committed to your memberships all the time, not just when renewals are coming up. The right communications at the right time boost and help retain those who matter to your organisation most.

The other great thing about on demand printing is that it takes the guesswork out of predicting how many copies of a document your business needs. Inaccurate forecasting can be expensive in the extreme, but this way you only pay for what you order. Another way risk is reduced is because you can make frequent changes to your document or book’s design or content. This even allows for test marketing and relatively swift changes – not something offered by traditional printing methods.

What’s more, printed matter can take up quite a lot of room, but printing on demand removes that headache. You won’t need room to store unwanted materials. This also reduces handling and storage costs.

Use Romax for made to measure communications  With a range of blue-chip clients, membership organisations and NHS Trusts, at Romax we have the infrastructure, quality control processes and staff to deliver your on demand printing services accurately and on time.  We’ll create the solution for you that makes your members feel valued.



romax_logo_tag_blueRomax Marketing & Distribution, a Greenwich-London based company, provides a wide range of services in Direct Marketing for B2B and B2CDirect Mail, Data Management, Printing, Discount Postage and Membership Communication Services and Consultancy. Contact us: hello@romax.co.uk +44 (0) 20 8293 8550

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February 9, 2015

The value of direct mail for membership communications

The value of direct mail for membership communications

Direct mail is one of the longest standing sales and marketing techniques. Before the internet, if institutions wanted to send out updates, promotional letters or catalogues to members then they used direct mail to do this. Physical posting of material to home and work addresses of members is still an extremely effective and popular method for engaging with existing members and attracting new ones. It can’t contain everything, but it can guide the member to other sources and increased engagement.

 Direct mail and printed Member Communications, particularly new member packs, renewal and reminder packs, have many powerful advantages. One is that direct mail is personal. Your message is sent directly to the home or workplace of your member as a tangible recognition of their engagement with your organisation. It is also easy to customise the message by using members’ data to build relationships. Direct mail is also more tangible than an email. Emails are easy to delete or redirect to the spam box. Letters are not so easy to disregard. Even if a member  dows not act immediately, they will go back to it and revisit a letter or catalogue that is sitting in the hallway unopened.

The figures speak for themselves. The response rate for direct mail is 3.40% compared to 0.12% for email campaigns, according to statistics from the DMA.It is also very easy to measure direct campaigns by enclosing return envelopes, order cards or more proficiently sending the member to a website with PURL or unique code for tracking. Targeted campaigns, for example campaigns focused on a particular postcode or area, are straightforward tasks through direct mail.

Romax has formidable expertise in providing direct mail services, the result of 17 years in the business. Our approach is dynamic and flexible. We have a cost-efficient approach to both producing and delivering direct mail campaigns. Our ultimate aim is to ensure that you get a return on your investment at each stage of your campaign. We have self-imposed standards that every direct mail campaign that we run has to fulfil. Our exclusive 22-point data check is in place to make sure that your members receive direct mail that is accurate, reliable and consistent. We are also serious about the quality of campaigns. That is why we have our own analytical and comprehensive data services and our own design studio to craft your campaigns.
Quality management and software is also crucial for attracting and maintaining membership. Even a brilliantly creative direct mail campaign will fail if it is not right for the audience. It is, therefore, crucial to analyse members to truly understand them, and then tailor your message accordingly. We use cutting edge software to profile all of the data about your members that we receive. Also offering FREE DATA AUDITS.
romax_logo_tag_blueRomax Marketing & Distribution, a Greenwich-London based company, provides a wide range of services in Direct Marketing for B2B and B2CDirect Mail, Data Management, Printing, Discount Postage and Membership Communication Services and Consultancy. Contact us: hello@romax.co.uk +44 (0) 20 8293 8550

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November 12, 2014

Membership Card Printing – Do Membership Cards Work?

How Can Membership Cards Work?

While loyalty cards are common for businesses such as grocery stores and gyms, they can also be applied to virtually any organisation that offers a service or benefit. These are particularly important in paid membership as the member expects to receive quality communication and the quality of the card and presentation reflects your organisation as a whole.

The benefits of offering a membership are many, with most of them psychological as a means to keep your organisation in the mind of your consumer. (It is vital that Members are seen as ‘consumers’ of your ‘product’).

– Most consumers who participate in a membership program are more likely to use that service and feel more engaged.
– Offering your Members certain ‘Member-only’ benefits for free (or inclusive of cost) after so many visits is a reward tactic many consumers love.
– Offering a discount on items within your organisation for loyal members is another valid tactic.
– Extended Membership programs allow you to compete against rival organisations more effectively.
– Gift cards introduce new members to your organisation, and provide a long-term value to the recipient.

Continued Investment in Membership Card Printing Equipment following further contract wins ensure that Romax clients receive the very best in quality and service.

Romax supplies plastic membership cards and the personalisation of those plastic cards for many clients that require membership communication. Clients range from NHS Trusts, Societies and Arts and Culture Organisations including Surrey and Boarders Partnership Foundation Trust, Southbank Centre, V&A and the Society of Operations Engineers.

The Zebra ZXP Series 7 printer has an innovative design, and our latest investment to enhance our current card printing capabilities automatically adjusts to the thickness of the card, and ribbon loading is easy with colour coded guides and a clear LCD control. The printer also allows us to code integral microchips, magnetic strips and print in exceptionally high definition colour on both sides of the card.

romax_logo_tag_blueRomax Marketing & Distribution, a Greenwich-London based company, provides a wide range of services in Direct Marketing for B2B and B2CDirect Mail, Data Management, Printing, Discount Postage and Membership Communication Services and Consultancy. Contact us: hello@romax.co.uk +44 (0) 20 8293 8550

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