Regional Alumni Programs

HOW TO PLAN A REGIONAL EVENT

Here is a set of guidelines to help you plan a regional alumni event. Your contact in the Office of Alumni Relations will serve as a resource throughout the process. Do not hesitate to contact him/her with any questions.

WHERE DO I BEGIN?
Here is a list of questions to ask yourself as you plan your alumni event. If you need help finding answers, use your contact in Alumni Relations.

• What type of event would be most appropriate?
• How many alumni should I expect to attend? This is based on the number of alumni in your area.
• What is my budget for this event?
• Are there any holidays or local events that may conflict with my event?
• Is the facility the appropriate size for our group?
• Is the location easily accessible with parking and/or nearby public transportation?
• Have I allowed enough time to appropriately advertise my event? (See below for marketing information).

SHOULD I NEGOTIATE AND SIGN CONTRACTS?
Contracts, paperwork, and/or terms of agreement can be viewed and signed by the Office of Alumni Relations. Once you receive the necessary paperwork, send it to Alumni Relations. We can make sure that it meets Compliance standards.

HOW DO I PAY FOR MY EVENT?
The Office of Alumni Relations often provides financial support for regional event and can pay by Purchase Card or check.

Beware of these hidden fees:

• Food and beverage minimums
• Room rental fees
• Other rental fees such as DJ, audio visuals, bartending, etc.
• Per person cost for food and/or beverage
• Non-refundable deposits. If we have to cancel, will we lose money?

HOW DO I PUBLICIZE MY EVENT?
The Office of Alumni Relations sends out two e-publications to alumni each month – The Colonial Cable and Regional Round Up. In order to have your event appear in these two e-publications, follow the deadlines below:

• Colonial Cable – Sent on the 1st Wed. of each month. Text due 2 weeks prior.
• Round Up – Sent on the 3rd Wed. of each month. Text due 1 week prior.

Additionally, the Office of Alumni Relations often uses several print pieces to market events in primary regions, time- and cost-permitting. These pieces may include postcards to your region, palm cards handed out at each event, or a letter to your region. Consult your contact at Alumni Relations to find out how you may market your event most effectively.

Note: The more time you allow for marketing, the greater response you will receive from alumni. We suggest no less than 2 appearances in each of these publications. That’s approximately 10 weeks prior to the event – use this marketing guideline when selecting a date for your event.

SHOULD ALUMNI REGISTER FOR MY EVENT?
YES! Registration will help you keep track of how many people to expect. The Office of Alumni Relations will post the event on the alumni website’s Calendar of Events. This will serve as the main event description and registration hub. Alumni Relations tracks registration and will provide a list and nametags (if applicable) to you before the event.

MY EVENT IS PLANNED, MARKETED AND ALUMNI ARE SIGNING UP!
WHAT ELSE DO I NEED TO DO?
Here’s a timeline to help you with the final details of your event:

• One week prior
  Reconfirm all the details with your contact at the event location. Don’t forget to provide a final count!
  
  
• One day prior
  Using the list provided by your contact at Alumni Relations, send a reminder e-mail to all registered alumni.
  
  
• Day of event
  Arrive to the event site approximately 45 minutes – 1 hour before the event start time to set-up. Check-in alumni and capture their most up-to-date information. You will be provided with a registration list, nametags and a sign-in sheet. Mingle, make friends and recruit volunteers for your new chapter! Your Alumni Relations contact may also be there for support.

MY EVENT WAS A SUCCESS! NOW WHAT?
As the Chapter Leader, you will be responsible for sending out an e-mail to the alumni that attended. The email serves as a thank you, reminder of upcoming events, and a chance for them to provide feedback. Please see our sample letter for guidance.

Stay in touch with your contact at the Office of Alumni Relations, so that you can provide feedback on your experience and hopefully begin working on the next event.