REGIONAL CLUBS
Alumni Clubs are the foundation of alumni engagement around the world. The goals of the clubs are to establish a Tulane presence in various cities throughout the world while providing a forum for educational and social activities, a contact for career and other services, and a conduit for communications between Tulane alumni and the University.
Alumni Clubs share these common goals while maintaining the uniqueness of region and constituents. Communication, coordination, sensitivity to the interests of local alumni, and providing opportunities for local participation are the keys to a successful club. Club volunteers plan and implement a full calendar of events and programming for each club.
We define a full calendar of events as at least one event per quarter. Examples include:
- Educational events featuring Tulane professors and local alumni speakers
- Cultural and social events, bringing a bit of New Orleans to cities across the world
- Events welcoming incoming students into the Tulane community
- Networking events based around career fields and interests
- Service projects, demonstrating Tulane’s commitment to communities everywhere
- Gatherings to cheer Tulane sports teams on to victory
MEMBERSHIP
All alumni, parents of current students, past parents, students and friends of the University are considered members of the club. All members have a common bond – the Tulane University experience.
Having a current email address on file with the University’s database is the only requirement for inclusion in all club event promotional emails and activities. A concerted effort should be made by the entire club to continually update email addresses and other biographical information with the University. Updating their contact information is the responsibility of all alumni.
STAFF RESPONSIBILITIES
How the Office of Alumni Relations (OAR) Supports Tulane Clubs
The Office of Alumni Relations (OAR) is the connection between Clubs and Tulane University. Each club is assigned one OAR staff member who advises club leadership, supports club events, and is the liaison between the club leadership and the university.
Programming Advice & Guidance – Staff liaisons work with club leaders to plan events throughout the year. They advise leadership about event types, estimated attendance, and marketing strategies. They also help determine ticket prices, if applicable, so that events break even.
Event Promotion: To help promote club events throughout the year, the staff will work with the Alumni Marketing Department to develop a communication schedule for your club.
Event Swag - Tulane University memorabilia/swag including but not limited to banners, door prizes, T-shirts, cups, decals and notepads for use during events.
On-site Event Support – Staff will travel to regions to help support larger signature events in regions as their calendar permits. Clubs are encouraged to plan every event as though staff will not be present. Staff will contact club leadership about travel plans in advance of events.
LEADERSHIP STRUCTURE
The leadership structure for each club varies. The guideline for club structure is utility over formality – use what will enable you to achieve club goals effectively and efficiently. The TAA encourages a leadership structure of 2-4 individuals who can work together to host one event per quarter.
Regardless of club structure, it is essential for the club leaders to meet periodically. Planning meetings should be held as often as necessary to conduct the club’s business. While zoom calls, conference calls and email are valuable tools that will save time in event planning, face-to-face meetings offer social opportunities which will aid in recruiting and retaining volunteers. Since volunteer identification and recruitment are of vital importance to the long-term success of the club (large or small), a leadership structure that understands this and promotes growth is necessary.
President
The president's main functions are to motivate and encourage active participation among members, act as a spokesperson and inspirational leader representing Tulane University, take an active role in monitoring the club's performance and effectiveness, and preside over meetings.
At least once a year, the president should call an organizational club meeting. At this meeting, the president should outline the goals for the upcoming year and brainstorm with fellow volunteers to identify new events or ways to strengthen recurring events. Goals might range from increasing attendance at club events to grooming new potential club leaders.
One of the most important responsibilities as president or leader is to realize that the future success of your club depends on being able to function even in the event of the unforeseen which may result in less time for the president to dedicate to club activities. It is essential that you cultivate a group of volunteers who can step up when you need them.
Social Media Chair
Our office strongly recommends that each club president designate another volunteer in their region to dedicate their time to managing the Social Media channels of the club. These channels can include Facebook, Instagram, and even LinkedIn and can also branch out to other social outlets as they emerge and prove to be relevant to the club’s needs. Social Media Chairs should follow the University Alumni pages so that they are aware of university-wide alumni posts. We encourage clubs to like, follow, and share from these channels.
Social pages are the domain of club volunteers and should be used within the set parameters of their respective club. Some clubs like to use their channels strictly as Club Event pages that promote alumni and Club events. Other clubs like to broaden their approach by including an allowance for Tulane Alumni in their clubs to post freely on their pages. It is up to each club to decide what works best for them.
Other Board Members
As your club grows, you may choose to add board members with other specific responsibilities. For example, you may wish to have people in charge of specific events (e.g. crawfish boil chair), careers (networking for alumni, externships and jobs for students), and young alumni recruitment.
TERMS OF OFFICE
The officers/members might opt to establish an orderly routine for election and rotation. Some clubs may wish to elect officers for a minimum of two years and some clubs may find that two years is the maximum period for holding an office. To broaden the base of membership participation, your club may also wish to limit the number of consecutive years a person can serve in any capacity.
THE FUTURE OF YOUR CLUB
Volunteer Recruitment
The key to a successful club is getting as many Tulane alumni as possible involved in activities that promote the club and the university. Volunteer recruitment is the continuing effort to incorporate more and new alumni in the mechanics of the club. Volunteer recruitment not only ensures the club’s long-term success but also improves the club’s ability to conduct more activities. New volunteers breathe new life into the club and are an excellent source of new ideas.
Volunteer activities within the chapter should be structured to involve the volunteers in a manner that is meaningful and enjoyable to them. Volunteers are more likely to remain as active members of the club if they have an opportunity to become involved in club leadership and make a personal contribution to the excellence of the chapter.
Use club events as training opportunities. You might begin by asking alumni to help in a minor way with an event (such as helping set up for an event) and move them through a series of jobs encompassing more responsibility while utilizing more experienced club members to provide guidance and reassurance. Words of caution -- to avoid early burnout, try to limit the active involvement of each new volunteer/experienced volunteer. Remember to recognize and praise these budding leaders and their tutors at each step along the way.
