To make event planning as simple as possible, we've broken the process down into easy-to-accomplish steps. By following this process and working with your staff liaison, you will create an enjoyable and memorable event!
Choosing an Event: 4-6 weeks prior
When brainstorming for new events, here are a few good rules of thumb to keep in mind:
- Concept Conversations:
- What are the goals for this event?
- What will it look like?
- Who is driving the event: Staff, a single volunteer, or club leadership?
- Keep in mind that constituents in your community are diverse--consider different geographical locations and different interests based on age and university affiliation.
- Each event should include an opportunity for alumni to mix, mingle and network.
Finalize Details of the Event: 4 weeks prior
- Select the type and format of event.
- Select the ideal date & time.
- Identify a venue – with specific address included.
- Contact the venue to determine availability and price packages. Your contact could be an event manager, group sales representative, or venue owner.
- Don’t plan on doing everything by yourself! Develop a shortlist of volunteers to help with promotion, event set-up, welcome table, break down, and post-event outreach.
Submit an Event Request to your Club Manager): 4 weeks prior
- Must be completed 4 weeks prior to the event (4-6 weeks for signature series events).
- Gather suggested copy for the event, images, bios and headshots if applicable.
- Be prepared to submit any budgetary requests with your event request.
Develop Promotional Plan with Liaison
- After your event is approved, collaborate with your club manager to determine best dates for emails. You can expect one to two emails depending on the timing of your event submission.
- Work with your fellow leaders to develop an approach to posting promotions on your social channels.
- Your event will be featured on the alumni calendar and will include a registration page. Alumni can RSVP for the event and/or pay a ticket price if applicable.
Work with fellow Volunteers & Speakers: 2 weeks prior
- Gather presentation materials and schedule an A/V run-through with the venue beforehand if necessary.
Manage Day-of Logistics
- Arrive early! We recommend you get there 30 to 45 minutes before the event begins to meet the venue's point of contact, and to make sure everything is set up properly. If you have requested A/V, make sure to do a test run to ensure that everything is working.
- Set up a guest registration table near the entrance. Your registration table may include nametags, sign-in sheets, and giveaways. Be sure to have blank nametags and markers to create nametags for any walk-ins.
- Keep track of walk-ins and no-shows.
- Welcome the guests to your event. Consider making welcome remarks to the group; it is often appropriate to thank guests for attending, introduce yourself and your role, and promote upcoming events.
- Mingle and make connections. Events are a great opportunity to recruit new volunteers. Be sure to get people’s email addresses so you can follow-up with them and invite them to the next event!
- Take lots of pictures to post to your community's social media sites. Remember to tag @tulanealumni.
Event Follow-Up
- Close out your event with your club manager– be prepared with images of your sign-in sheet, and any receipts for which you request reimbursement. An event does not close out until this step is taken!
- Check-in with your club manager. Evaluate the success of the event. This will help to determine whether the event should be repeated and/or what changes should be made to make it more successful in the future.
