Event Planning and Tips for Success

Events and programs are the most important activity of any alumni organization and are the key to success and engagement. A good program attracts attendees and keeps them interested.

Keys to Success:

  • Know your Region. Make sure you are aware of your area alumni and their needs and interests. The Office of Alumni Relations can provide you with information that will show age groups and geographical concentration of your alumni. If you have been established and doing programming for a long time, be sure to review past records and programming notes/evaluations to see which types of programs have been most popular and successful.

    Occassionally, it is a good idea to consider developing a survey that will allow you to gauge the levels and types of interests of your alumni. If this is the first planned program in some time, this is even more important. **BEST PRACTICE**

  • Know your Goals. Your goals should reflect the overall purpose and guidelines set forth for each regional group. Your programming should reflect your goals based on those ideas.

  • Know your Options. Become familar with various programs that your region has done and those that others are doing. Have a brainstorming session at a planning meeting to get new ideas on the table. Use the resources in the Office of Alumni Relations to see what other groups are doing or how things have worked in other regions.
  • Know your Limitations. The only true limitations on programming are money and time. Don't forget that the regional groups are self-supporting organizations. What you charge collectively for an event should fully cover all event costs. Know your budget and realistically predict costs and income. Use the online budget planning tool to assist you with this part of the process. **BEST PRACTICE**

    Also, know what is a realistic time schedule. Events thrown together at the last minute strain time, energy, and patience. Your aim should always be a quality program. If it is not, consider whether it is worth the time and money to do. Don't forget that quality programs usually begin the planning process four months ahead of time.

  • Make it worth attending. There must be perceived value in the programs such as being appealing, worthwhile, fun.

  • Have a planning meeting twice a year to develop a calendar. Ideally these meetings take place in September and January. Long-range planning has to be done at these meetings. They can be supplemented with bi-monthly meetings to catch-up and check-in. **BEST PRACTICE**

  • Be creative. Find venues that are unique. Pick a theme, give door prizes, do creative marketing. Offer a variety of programming to appeal to your alumni.

  • Invite early. Consider sending a "Save the Date" e-mail early to get the word out. Then send personal invitations by mail 4 weeks ahead of time. Supplement this with e-mail blast invitations. If your response is low, send personal e-mails from leadership and consider phone calls to encourage attendance.

  • Have greeters or a hospitality committee. These people greet guests at the door, mingle with guests, and make everyone feel welcome. They can also introduce people, make newcomers feel welcome, and make sure everyone has a nametag and signs-in. **BEST PRACTICE**

  • Consider setting. Use a private room reserved in the facility you select. You will have a more effective event with plenty of privacy. Be sure the room has an adaquate sound system with a podium and microphone. Even if it is a happy hour, having a reserved space allows for a welcome greeting, announcements of future events, etc.

 

(Adapted from The Ohio State University Alumni Association, Inc. "Alumni Leaders Handbook")