Alumni Events

Eight Weeks Out

• Notify Associate Director for Alumni Engagement of proposed program
• Call chapter events committee meeting to discuss plans, divide responsibilities
• Develop per-person cost, if charging for event
• Submit event information to Associate Director for Alumni Engagement for promotion with the pre-event form
• Title
• Time, date
• Location, directions
• Cost
• Speaker/presenter name and bio
• Sponsor name, logo
• Notified Associate Director for Alumni Engagement of any special needs or additional assistance

Four-Six Weeks Out

• Make all arrangements for the program 
• Room/location reservations
• Catering
• Contracts 
• Decorations
• Registration
• Audio/visual needs
• Other
• Develop and implement a publicity plan
• Submit draft news releases to Associate Director for Alumni Engagement for proofing and editing

Two-Three Weeks Out

• Form telephone committee to contact alumni and encourage attendance
• Finalize and confirm arrangements or special requests 
• Submit final press release to Associate Director for Alumni Engagement for distribution
• Provide program information to Associate Director for Alumni Engagement

Week of Event

• Notify Associate Director for Alumni Engagement whether door prize item(s) are desired/needed
• Provide caterer with final guest count 

Day of Event

• Arrive an hour early to help set up, and greet guests and members
• Actively collect contact information (cards) from attendees
• Confirm details and directions with speaker, VIPs and sponsor(s)

Post-Event

• Contact Associate Director for Alumni Engagement to discuss outcomes
• Send thank-you notes to speaker, VIPs and sponsor 
• Follow up with alumni who expressed interest in chapter or activities
• Inform Associate Director for Alumni Engagement of any alumni address/email updates
• Submit post-event survey with Associate Director for Alumni Engagement for event feedback