Alumni Event Planner

Invitations to Alumni Events and Chapter Events

Timely, high quality invitations are very important. Invitations to major events should be sent out three months in advance. Many alumni have busy schedules. Giving one or two months notice is unacceptable.

The invitations should include the following information:

Date and Time of Event – You might think this is a given, but you would not believe the number of invitations we receive that don’t include that information

Location of Event – Don’t assume people think it is at the house, if you have a house. Give them directions, the correct entrance to use, and if needed an appropriate place to park.

Dress – Let the alumni know what is appropriate to wear for the event.

Specify Who is Invited – Make sure you clearly define who is invited to the event. Some alumni might wish to bring their wives, children, etc. If you are inviting them to Ritual, then others are not allowed and it would be awkward for everyone involved.

Ask for an RSVP – To make sure you have enough food, drink, etc. you will need to know who is coming. Make sure you give them clear directions on how to RSVP.

Reminders should be sent at least one month in advance. It is a good idea to include the name and class year of those alumnus members that have said they will be coming in this reminder. One of the biggest fears of alumnus members is that they will attend your event and not know anyone.

Contact some of your active alumni. Give them certain names to contact. Oftentimes, if an alumnus is contacted by someone he graduated with, it may prompt him to attend the event. Set up alumni coordinators in three to four year class intervals to contact those brothers they know personally.

Alumni Activities

There are various times throughout the year that alumni are encouraged to come back to their alma mater and/or chapter house. Plan activities or meetings for the following events:

Homecoming

Founders' day

Alumni weekend

Chapter Anniversary (5th, 10th, 25th, 50th, 75th, 100th)

Notice of the planned festivities should reach your alumni and other invited guests three months prior to the event. This could easily be done through your alumni newsletter, special mailing, or both. Either way, you should provide registration material and weekend information all in one step. Include as much information as possible in the school's Homecoming brochures and mailings. It serves as a nice reminder and may reach alumni that you were unable to contact. Check with the campus Alumni Office as to specifics.

Give your alumni something to look forward to; a reason to come back. The following are just a few ideas.

Theme of interest to all or part of your alumni.

Show off the latest house renovations.

Celebrate a new member class/graduation class reunion.

Celebrate chapter milestones or an anniversary.

List of alumni who have committed to be at the event.

When developing your schedule of events for the weekend, it is important to think about whom will be attending. The following is a list of things to keep in mind when scheduling activities:

Do only brothers attend these events?

Will wives and/or children attend with them?

Will the event appeal to both the older and younger alumni?

Are there any events or activities the campus is hosting?

After taking all matters into consideration, you can then schedule your events at convenient times and locations. A quick breakdown to help you plan an event has been provided on the next page.

Low Turnouts

If your turnout is low, do not get discouraged. Traditionally, it takes three consecutive years for an alumni event to take off. Evaluate your event and the causes for low turnout. Some reasons for low turnouts are:

New Event

Solution: It will improve next year, keep at it.

Poor timing in conjunction with another major event

Solution: Consult several alumni when you are planning the date of the event.

Poor quality invitation - alumni will perceive the event by the quality of the invitation.

Solution: Have the invitation professionally prepared and printed.

Lack of proper notice prior to the event.

Solution: Next year, send the invitations and reminders well in advance. Give at least 3 months notice.

Little or no follow up

Solution: Appoint alumni coordinators, so they may contact other alumni they may know, and send one or two reminders.

Difficulty in relating to the undergraduate members.

Solution: List the names of alumni who have committed to attending the event in the reminder letters. Also have the alumni start a “alumni phone tree” where alumni call other alumni from their era.

Alumni Event Planning Form

Six Months Before An Event

Contact the Alumni Affairs Office on campus to find out if they will allow the chapter to place an ad or note for the event in the next magazine. If so, find out the deadline and mail date to the alumnus members.

Four Months Before An Event

Plan the date and type of event.

Plan the site to be a location which all members, undergraduate and alumni find easily accessible.

Plan the menu, activities, costs, etc.

Contact any special guests; members of the faculty and administration, chapter advisors.

Three Months Before An Event

Notify all alumni of the event, include an RSVP card and deadline.

Invite the special guests; don’t assume they will be there since you already talked to them.

Include names and phone numbers for alumni to call with questions.

One Month Before An Event

Telephone, and have others telephone, alumni who have attended past events and other key alumni who have not yet sent in their RSVP to the chapter.

Notify all speakers for the event of time limits and speech topics.

At The Event

Have a table set up at the door to take money (if not prepaid) and to answer questions.

Have a prepared agenda.

Have a sign-in sheet. This will help you recognize individuals.

Within One Week After The Event

Send “Thank You” cards or letters to all alumni and guests in attendance.