Alumni Events

The Alumni Association prepared this timeline to help you organize a successful event.

4-6 Months Before Event

• Decide on speaker or other entertainment and confirm availability

12-14 Weeks Before

• Appoint chair(s) for location, refreshments, invitations, and staff the event
• Select the date and time; confirm there are no local schedule conflicts
• Choose the location and confirm availability
• Obtain all necessary information for the invitation
• Decide whom to invite
• Make a budget for the event
• Design the invitations
• Travel arrangements/reservations (if applicable) for guest speaker

10 Weeks Before

• Print invitations
• Order labels from the Alumni Association and/or Office of Alumni Engagement
• Confirm volunteers for the event

4 Weeks Before

• Mail the invitations
• Make sure you have enough name tags and pens and gather any handouts

2 Weeks Before

• Check on RSVPs
• Activate telephone committee to call those who have not responded
• Confirm plans with the speaker

1 Week Before

• Confirm plans with all volunteers
• Give final count for food and drinks to caterer or refreshment committee
• Verify with treasurer what checks are owed and when they are due

Day of the Event

• Have available name tags, pens, tape, membership sign-up forms, chapter and Association, monetary change, printed handouts and any required audio and visual equipment
• Provide water and glasses at the podium for speakers

Following the Event

• Write thank you notes to everyone involved
• Evaluate the event
• If your event is particularly successful, please share the information with the Alumni Association and Alumni Engagement so other chapters may benefit as well
• Notify Alumni Association and Office of Alumni Engagement of any changes in contact information