Alumni Events

Let us help you plan events!

Oakley hugs two alumni during an event at Chancellor Feyten's house.
  • Sending out emails on behalf of the chapters at no expense to you
    • Provide emails to one list annually to alumni
  • Sending unlimited email news and events notices through the TWU server
  • Developing marketing pieces for planned event
  • Preparing newsletters, if desired, and assists with notifying alumni of events and answering inquiries

Event Planning

Event success and optimal support hinges on diligent planning and sufficient lead time. Observing a planned timetable helps. When setting event dates, also set deadlines to begin planning.

Begin planning six to eight weeks in advance of each event, communicating regularly and delegating tasks to leaders/committees.

Event Planning Timeline

Eight Weeks Out

  • Notify Assistant Director of Alumni Programs 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 Assistant Director of Alumni Programs for promotion with the pre-event form
    • Title
    • Time, date
    • Location, directions
    • Cost
    • Speaker/presenter name and bio
    • Sponsor name, logo
  • Notified Assistant Director of Alumni Programs 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 Assistant Director of Alumni Programs 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 Assistant Director of Alumni Programs for distribution
  • Provide program information to Assistant Director of Alumni Programs

Week of Event

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

Plan Reunions

Interested in getting together with your former classmates? The Office of Alumni Engagement would like to assist you with your reunion. Contact our office at 940-898-2586 or by email at alumnirelations@twu.edu.

Page last updated 9:48 AM, December 4, 2019