Promotion Submission Guide

A staff reference for submitting new promotions to thegrandupperroom.com. Use this alongside the submission form at /submit-promotion/.

Who this is for

Promotion contributors (typically VAs) submitting timed offers for The Grand UpperRoom. All submissions are reviewed by the admin before going live.

Before you start

  • A Promotion Contributor account is required. If you do not have one, contact info@thegrandupperroom.com.
  • Prepare a Canva graphic in portrait orientation (4:5 aspect ratio). Acceptable formats: .jpg or .png. .heic files from iPhone will not upload; convert before submitting.
  • Confirm campaign start and end dates in YYYY-MM-DD format.
  • Draft your copy with the brand voice rules in mind (see “Brand voice rules” below).

Field-by-field reference

Promotion Title (required)

A short, descriptive title. Examples: “Black Friday 2026 Sale”, “Holiday Season Special”. Treat this as the post title; it may appear in admin listings.

Hero Image (optional but recommended)

A high-quality graphic shown on the /current-offers/ page card.

  • Portrait orientation, 4:5 aspect ratio
  • Designed in Canva or equivalent
  • .jpg or .png only (no .heic)

Eyebrow Text (required, max 40 characters)

Short tag shown above the title. Treat this as a category label, not a sentence.

Examples: “Limited Time”, “Holiday Special”, “This Week Only”, “VIP Members”

Short Body for Announcement Bar (required, max 120 characters)

Punchy message displayed in the site-wide announcement bar at the top of every page. Keep it tight.

Example: “Save 20% on all Eden Suite weekday bookings through Friday. Use code EDEN20.”

Full Offer Details (required)

Long-form description on the /current-offers/ page. Include:

  • What’s included
  • Any limits (date ranges, suite restrictions, capacity caps)
  • Terms or fine print
  • How to claim

Line breaks are preserved. Use multiple paragraphs for readability.

CTA Button Text (required, max 30 characters)

Action label on the button. Examples: “Book Now”, “Claim Offer”, “Reserve Your Date”, “Schedule a Tour”.

CTA Button URL (required)

Where the CTA button links to.

  • Default: /plan-your-event/#pye-tour (sends visitor to the embedded tour-scheduling calendar)
  • On-site links: use a relative path like /plan-your-event/
  • Off-site links: use the full URL

Start Date (required, YYYY-MM-DD)

First day the promotion is active. Example: 2026-11-25 for November 25, 2026.

End Date (required, YYYY-MM-DD)

Last day the promotion is active. The promotion auto-hides the day after this date.

Show in site-wide announcement bar (optional toggle)

If multiple promotions are flagged for the bar, the one with the earliest end date wins. Bola may override during review.

Show in homepage hero callout (optional toggle)

Reserved for major tentpole campaigns (Black Friday, peak-season specials). Use sparingly. Admin reviews on submission and will turn off if not appropriate for the campaign.

Brand voice rules

  • No em dashes anywhere in copy. Use commas, parentheses, colons, or semicolons instead.
  • Vocabulary: “suites” not “rooms”, “curated”, “signature”, “intentional design”, “elevated celebration”.
  • Avoid clichés: “dream day”, “magical”, “your special day”, any overly salesy phrasing.
  • No emojis unless explicitly requested by Bola.
  • Spell out numbers under 10 in body copy; use numerals for discounts, percentages, and dates.

Submission workflow

  1. You submit via /submit-promotion/. Status defaults to Pending.
  2. Admin (Bola) reviews. Turnaround is typically 1 to 2 business days.
  3. Admin either approves and publishes, or returns with edit notes via email.
  4. Once published, the promotion appears at /current-offers/ immediately and, if flagged, in the announcement bar.
  5. The promotion auto-hides the day after the End Date.

Turnaround expectations

  • Standard review: 1 to 2 business days
  • Tentpole campaigns (Black Friday, holiday peak): submit at least 7 days before Start Date
  • Rush requests: email info@thegrandupperroom.com directly with subject line “Promo Rush”

Common mistakes to avoid

  • Submitting a .heic image (will not upload; convert to .jpg or .png first)
  • Eyebrow longer than 40 characters
  • Short Body longer than 120 characters
  • Using em dashes in body copy
  • Forgetting the campaign year in Start or End dates
  • Selecting “Show in homepage hero callout” for a routine offer
  • CTA URL pointing to an external booking site (use /plan-your-event/#pye-tour unless the offer requires off-site action)

Need help?

Last updated: May 12, 2026. This guide is updated whenever form fields or workflow changes are made.