Tips for a Great Event

  • Make it worth attending. There must be perceived value in the programs, and they must be perceived as 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 blasts 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, announcements of future events, etc.

 

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