Presentation Overview
         Basic Event Planning
              Important Role of Alumni Club Events
              General Steps to Plan an Event
              Last Minute Details & Tips
         How To … Guide
         Requesting Marketing
              Broadcast Emails
              Invitations
              Calendar Postings / Online registration
         Using other sources (Facebook, Twitter, etc.)
         Club Officer Roles
         Annual Activity Plan
         Sample Club Events Calendar
              Important Dates
     Alumni Club Events
     An Important Role
      Alumni Clubs play an important role in 
      carrying out the mission – connecting 
      alumni with each other and the 
      University
      Each club determines its own 
      programming and this will vary by 
      area/alumni/size of chapter
      Successful events take committed 
      volunteers, and close attention to 
      logistics and details
        General Steps To Plan An Event
                               Consult guest 
          Decide on            Consult guest 
          Decide on               speaker            Choose date &            Determine 
         Event Type &             speaker            Choose date &            Determine 
         Event Type &           schedule, if              time                  Venue
          Purpose               schedule, if              time                  Venue
          Purpose                applicable
                                 applicable
          Work with 
          Work with 
            Alumni                                                            Plan your 
            Alumni                                       Choose               Plan your 
          Association          Setup catering            Choose             budget based 
          Association          Setup catering          member &             budget based 
            staff to              and any              member &              on expected 
            staff to              and any             nonmember              on expected 
          determine            entertainment          nonmember               number of 
          determine            entertainment             costs                number of 
            event                                        costs                 people
            event                                                              people
          marketing
          marketing
                                                        Confirm  
                                                        Confirm  
                                                     entertainment, 
          Determine                                  entertainment,           Enjoy your 
          Determine             Select décor            speakers,             Enjoy your 
           agenda               Select décor            speakers,               event!
           agenda                                    catering, venue            event!
                                                     catering, venue 
                                                         setup
                                                         setup
     Things to Consider
                              ..nnioiottaacclolo  ddeelizlizaarrttnneecc  aat t ccleleeess  --  ttnnveveee  eethth  oott  etetgg
      On Selecting a      totoel el vvaatrtr  oott  veveaahhill ill wwi i nnmmluluaa  eeccnnaattisisdde e hhtt  oott  nnioiottenenttttaa  yyaaPP••
      On Selecting a 
                                                    ..ssbblulucc
          Venue          eettivaivarrpp  ididoovvAA  ..ppuuoorrgg  rruuyoyo  ininll ll aa  oottly ly ddienienrrff  nnioiottaacclolo  aa  eessoooohhCC••
          Venue 
                                      !!ininaaggaa  eessuu  nnaacc  uuyoyo  ssmmeeitit  eessoooohhCC••
        On Decor          ..sslielieppppuuss  ffoo  tytylenlenpp  veveaahh  uuooyye e rruusse e kkaamm  ddnnaaly ly rraaee  nnlalaPP••
        On Decor
                                            ..ggtintinaaeess  teteaauuqqeeddaa
       On Keeping       isis  eeererththt t aahhtt  ddnnaa  leleibibsssseeccccaa  ppaaicicddnnaahh  isise e uunnveve  eethth  eerruuss  eekkaaMM••
       On Keeping 
      Guests Happy         ..nntiotioppoo  nniaiarrtataeeggveve  aa  veveaahh  ysysaalwlwaa  ,,ddooooff  ggvinvinererss  nneehhWW••
      Guests Happy
                                                     ..ccttee
       Always have       ,,rrooécécdd  ,,ggininrrteteaacc  ppuu  ggtintintteess  ,,ss’’VPVPSSRR  ggininkkaatt  ..eei.i.– –   ssleleoorr//iesiesttuudd
       Always have 
          help!            ppuu  eeividividDD  ..ggininnnnnlalappt t nnveveee  hhititww  ttisisssssaa  oott  ssrreetetennluluvovo  kkssAA••
          help! 
                                              illsillsbbl l aannfifiy y nnaa  yyaaPP••
     After the Event       ..tctcee  ,,sserereettnnluluoovv  ,,ssrreekkaaeeppssy y nnaa  oott  ssteteoonn  uuyoyo  kknnaahhtt  ddenenSS••
     After the Event
           Last Minute Details
                                                               1 Week 
                                                               1 Week 
          • Confirm any guest                                                               • Arrive early, and 
          • Confirm any guest                                     Prior                     • Arrive early, and 
            speaker travel                                        Prior                       encourage other 
            speaker travel                                                                    encourage other 
            arrangements                                                                      volunteers to do so as 
            arrangements                           • Confirm final guest list                 volunteers to do so as 
                                                   • Confirm final guest list 
          • Collect all materials                                                             well
          • Collect all materials                    for caterer, site, etc.                  well
            needed – décor,                          for caterer, site, etc.                • Check venue setup, any 
            needed – décor,                        • Make nametags, seating                 • Check venue setup, any 
            programs, nametags,                    • Make nametags, seating                   audio/visual equipment
            programs, nametags,                      chart if necessary                       audio/visual equipment
            giveaways, etc.                          chart if necessary                     • Setup décor
            giveaways, etc.                        • Confirm volunteers                     • Setup décor
          •                                        • Confirm volunteers
          • Notify caterer of counts,                                                       • Relax and smile! Make 
            Notify caterer of counts,                                                       • Relax and smile! Make 
            whether higher or lower                                                           each guest feel welcome. 
            whether higher or lower                                                           each guest feel welcome. 
            than guarantee
            than guarantee
                    2 Weeks 
                    2 Weeks                                                                         Event Day
                         Prior                                                                      Event Day
                         Prior