ALUMNI EVENT PLANNING
CHECKLIST AND TIME-TABLE

This form is for your own use in planning your event. You can fill out the form online prior to printing, or print the blank form and fill it out later.

 

TIMING ACTIVITY
3 months out 1. Generate idea for Alumni Event.
2. Contact Alumni Office for ideas and support and request phone list of area alumni. Delegate to all committee members a list of individual names(8-10/committee member) to make personal emails or phone calls before the invitation is mailed.
2-3 months out 3. Form committee to help implement event.
10 weeks out 4. Determine Date for event:  
10 weeks out 5. Determine Place/Site for event:  
6. Get details in writing from site manager.
7. Set Budget for Event and determine per person price for event (See budget work sheet.)  
8 weeks out 8. Determine invitation mail date and develop invitations by using Create-An-Invitation form (pg 2). Alumni office will design invitation with this information and ensure that it is mailed to your target group six weeks before the event utilizing the Standard A mail rate.

Mail date:  

2-4 weeks out 9. The alumni office will send an e-mail blast reminder to the targeted alumni who have e-mail addresses on file after the paper invitation has been mailed. We have found that e-mail is an excellent way to take RSVPs, too! You help decide the date the blast will go.

E-Blasts
       

1-2 weeks out 10. Make follow up phone calls to individuals who said "yes" during the round of calls but haven't yet RSVPed.
1-2 weeks out 11. Confirm order for food, drinks etc. with site manager after RSVP’s have been received.
2 weeks out 12. Confer with alumni office for any last minute details.
Day of event 13. Make sure you have a sign-in sheet and name tags for every event (available from the alumni office)!
After event 14. Fill out the Event Evaluation form included with this packet and return packet to Alumni office!
15. Good luck and have Fun!