A black and white logo for first light insurance group.

Client Overview:

Industry: Non Profit, Entertainment, Social Organization


Services Provided: Administrative Management, Social Media Marketing Management, CRM & Database Research, Implementation & Management, Custom, Responsive Website Design, Mobile First Design, Bookkeeping, and Member Management.


The Circus Fans Association of America (CFA) is a non-profit organization dedicated to preserving the history of the circus and promoting the culture of circus in America. The CFA provides education, supports circus preservation, and organizes events that bring circus enthusiasts together. However, the organization was facing significant challenges with its outdated website, member management system, and lack of efficient tools for member management. The CFA sought to improve its online presence, streamline membership management, and enhance its administrative workflows.

Challenges:


Outdated Website: The CFAA’s existing website was outdated, lacked modern design elements, and failed to effectively engage potential members or visitors. The user experience was poor, especially for mobile users, and it didn’t fully communicate the mission or activities of the CFAA.


Inefficient Membership Management: Managing membership details, and communications were done using paperwork and an old access database on a dated laptop, leading to administrative inefficiencies and the potential for errors. The process for updating member information and managing event sign-ups was cumbersome.


Limited Communication Tools: There was a lack of a centralized platform for managing member communications, which hindered the ability to send targeted updates, event reminders, and newsletters.


Website Traffic and Engagement: The website’s traffic was low, and there was minimal member engagement, especially among younger audiences who were crucial to the future of the organization.


Solution:

Biz Butterfly Media was tasked with developing a modern, user-friendly website that would serve as a central hub for the CFA’s online presence, enhance membership engagement, streamline member management, and improve overall administrative efficiency.


Custom Website Design:

  • Modern, Mobile-Responsive Design: A sleek, mobile-optimized website was created to provide a seamless experience on all devices. This included a fresh, user-friendly interface with updated visuals and typography that better reflected the circus arts and the mission of the CFA.
  • Content Organization: The website was structured to clearly highlight the CFA’s core activities, such as membership benefits, events, and educational initiatives. Prominent CTAs (calls-to-action) were placed to encourage membership sign-ups and event participation.
  • Multimedia Integration: High-quality photos and videos showcasing past events, historical circus footage were integrated to create a more engaging experience for visitors.


Membership Management System (CRM Integration):

  • CRM for Member Data: A comprehensive Customer Relationship Management (CRM) system was implemented to centralize member information, track renewals, and facilitate member communications. This system allowed for easy segmentation of members based on demographics, interests, and participation history, enabling more personalized communication.
  • Automated Membership Renewals: The new system automated membership renewal reminders and processing, improving efficiency and reducing administrative workload.


Database Management:

  • Centralized Member Database: The database was designed to maintain up-to-date member records, including contact information, membership status, and donations This identified membership tracking trends and analyzed engagement data to improve outreach and retention.
  • Reporting and Analytics: Reports on membership growth, donations, and financial transactions helped to guide decision-making and improve operational efficiency.


Domain Transfering, Domain Forwarding, Domain Management


Administrative Management Tools:

  • Task Automation: Automated reminders and notifications for renewals, news updates, and communications were built into the system to help stay on top of critical tasks. This reduced manual labor and allowed the secretary to focus more on member engagement and program development.
  • Access Controls: Different user roles and permissions were set up to ensure that sensitive member data and financial information were securely managed by authorized personnel only.



Results:


Improved Member Engagement:

  • The new CRM system tools led to increased member participation. Membership sign-ups saw a 100% increase within six months, and the website’s user experience improved.
  • Email campaigns and targeted newsletters sent through the CRM saw a 25% increase in open rates, as members received more relevant and timely information.

Increased Website Traffic and Conversion: 

  • The website redesign led to a significant boost in traffic, with a 20% increase in visits during the first quarter after launch. The improved design and optimized content resulted in a higher conversion rate of visitors signing up for memberships and attending events.

Streamlined Operations:

  • The administrative burden of manually tracking members, processing payments, and managing event registrations was greatly reduced, thanks to the new CRM and automated systems. The secretary was able to allocate more time toward strategic initiatives and member engagement rather than administrative tasks.

Better Data and Insights:

  • With the new database and reporting features, the CFA’s leadership had access to real-time data on membership trends, event performance, and financials, which enabled more informed decision-making and improved planning for future activities.


Conclusion:

The collaboration with Biz Butterfly Media transformed the Circus Fans Association of America’s digital presence and administrative processes. The new website, integrated CRM, and database tools provided the CFA with the ability to engage with a larger, more diverse membership base while improving internal efficiencies. The modernized user experience helped foster stronger member connections and allowed the CFA to better fulfill its mission of preserving circus history and educating future generations about the art of circus performance.



Through this case study, Biz Butterfly Media demonstrated how a comprehensive, custom solution that integrates web design, CRM, and administrative tools can significantly improve the operations and engagement of non-profit organizations.