ALUMNI EVENT PLANNING KIT

Transcription

1 ALUMNI EVENT PLANNING KIT THE DELTA KAPPA ALPHA FRATERNITY 1

2 Alumni Event Quick Facts Event Date Caterer s phone # Banquet Hall & phone # Chapter Advisor s phone # Chapter President s phone # Speaker s address & phone # Chapter Founding Year Event Committee Members Names and Phone Numbers: 2

3 Special Thanks to Phi Gamma Delta Fraternity for Providing major portions of This Event Planning Kit. 3

4 Table of Contents Introduction. 5 How to Use This Kit Responsibilities of the Chairperson.7 Getting Started. 8 Proposed Alumni Event Time Line. 9 How to Get Your Alumni Back. 13 Ideas to Help you PLAN a Successful Alumni Event Event Dates 14. Event Committee 14. Things to Decide Now 15. First Notice 15. Class Agent and Reunion Coordinators 16. Graduate Recognition 16. Hotel Room Block 16. Contract with Caterer/Banquet Hall/Hotel 17. Possible Programs and Attendance Development Ideas 17. Alcohol 18. Event Invitation 18. Keynote Speaker 18. Master/Mistress of Ceremonies 19. Singing 19. Printed Program 19. Other Speakers 19. Head Table 20. Undergraduate Responsibilities 20. What Services are Provided by the National Fraternity Sample Invitation to Alumni. 21 Class Agents and Reunion Coordinators Sample Class Agent Letter 23 Sample Reunion Letter.. 24 Sample Program for Your Event Alumni Do s and Don ts Alumni Event Action Plan.27 4

5 Anniversary and Alumni Event Planning Kit Introduction: This is a special and exciting time to be a member of Delta Kappa Alpha. Every facet of programming and services to members indicates that our great Fraternity is reaching out to meet the challenges of the 21 st Century. Even though the Fraternity is ever changing to meet the needs of its members, our commitment to the values on which we were founded in Los Angeles, California remains the same. Our basic goal of building tomorrow s leaders is an example of that commitment. You have been asked to help the Fraternity tell its story and to help both undergraduate and alumni members reflect on our heritage with pride and to remind us of our obligation to continued loyal service. There is no better way to tell the story than through a successful anniversary celebration or alumni event. It would be difficult to give you a hard and fast pattern for any alumni event. There are, however, some portions of the planning that will cause you more difficulty than others. It is our goal to combine the knowledge of what has proven successful along with the resources of the Executive Offices to help you in that planning. You will want to tailor these suggestions to fit your own particular plans and needs. 5

6 How to Use This Kit This planning kit is designed to help you plan and conduct a successful anniversary or alumni event. We have taken all the resources at the Executive Offices and combined them into one publication for easy and quick reference. Many of the examples of letters, invitations and programs are taken directly from undergraduate chapters. Hopefully, you can improve on any idea in the kit without having to reinvent the wheel. This planner will give you an outline for your event. It is up to you and your event committee to come up with some additional ideas to expand your plan. Remember this is your chapter s BIG alumni event. Therefore, make it personal and characteristic of your chapter s good taste. One way to do that is find out what your alumni want to do, observe when they return to the chapter, and then tailor your plan accordingly. Begin organizing by studying the proposed time line in this kit beginning on page 8. This will show you how easy it is to set up the whole event in manageable steps. Read through the entire manual for ideas and to identify possible long-term projects. Now go back and fill in appropriate dates for your event on a copy of the time line. Start with the event date itself and work backward to today s date. Now begin to add in your own tasks, remove those that don t apply to your chapter, and begin to accomplish the tasks or assign them to a competent brother. To help you develop your chapter s plan for the event, an outline of an Action Plan is provided for your use and completion on pages 27 to 29. This step-by-step checklist with the time line can be used as a functional tool in both planning and executing a successful anniversary or other alumni events. 6

7 Responsibilities of the Chairperson As Chairperson your responsibilities are wide ranging. You are the coordinator, organizer, motivator and overseer. You should recruit other alumni to help you get the work done. Coordinator It is your responsibility to plan and guide each aspect of the event within the game plan and time line. Recruit alumni to serve on the steering committee to help get each step or task within the game plan accomplished. Follow-up is the key to success. After assigning or turning a task over to a committee member, you must follow up regularly with them to see if they need help or are having problems. Proper follow-up means that you can see the work in action. Don t wait until the last moment to see the finished project, because it may be done incorrectly or not at all. Organizer Without a doubt, proper organization of the event helps to insure its success. You must develop a game plan and time line by which to work. An alumni event is a big project, and it is best organized by breaking it down into manageable steps. An example is provided for you. Use alumni and undergraduates around you as resources for brainstorming ideas. Keep a calendar and notebook for the planning of the event. You can pass this on to the chairman of the next major event. Motivator Alumni and undergraduates need to get excited about the event as well as understand the importance of alumni relations. Keep the brothers and sisters informed as to the plans for the event and how the game plan is progressing. Get them involved early, so they know the importance of the event. People tend to support what they help to create, is the old saying. The easiest and best way to motivate people is to show them how good or easy it will be to have a GREAT event. This should show through in your game plan and time line. Motivate by being organized and showing leadership. Overseer This means that you coordinate and keep a watchful eye on all the tasks of the event. For example, the chapter should not plan a big party right before the event because the house may be dirty. You should check with the executive committee on all planned chapter activities for the proper timing. 7

8 Getting Started Review the following time line and checklist and enter your plan of action beside the monthly agendas. Work back from the event date itself to today s date. This will give you an indication of how much work you have to do in the next six months to a year. Read all the entries to understand what projects are listed. An Action Plan is provided for you on page 27. It is recommended that you begin planning and notifying graduates of the anniversary or alumni event date and any reunions planned a year in advance. This proposed time line begins 7 months out and represents the latest possible time you should start work on your event. The earlier you begin planning and notifying brothers and sisters of the date, the more time you allow graduates to plan to attend. Announce early, list the names of the graduates you know are coming, and continually promote the event throughout the year in every chapter publication and chapter newsletter. The Event: There are many kinds of celebrations, but they usually can be categorized into three general types. 1. The Noon Luncheon This will be the most popular function for alumni working in a major metropolitan area. It provides a welcome break from the daily routine, and offers a chance to gather without infringing on personal or professional time. The usual schedule is lunch from 11:45 p.m. to 12:15 p.m. with a program from 12:15 to 12:45. It will be important to follow this schedule closely if you plan a luncheon, in order to allow people the opportunity to miss as little work as possible. 2. Receptions This is the most versatile type of celebration. It can be held before or after a sporting event; it may be conducted in conjunction with the undergraduate chapter, at the chapter house; it may even be built around a program to honor distinguished alumni. Receptions may take more time and effort to plan, but they provide a more informal and relaxed atmosphere for your event. 3. Banquet Dinner This is the most formal but also, the most impressive type of Fraternity celebration. Advanced planning is the key to your success here, so you will want to use a planning committee to accomplish all of the details that will make this a truly memorable event. Attendance should be by advance reservation. A formal program will feature a speaker who represents the National Fraternity or other notable alumni. Each type of event presents its own peculiar problems, and it would be advisable to select the type of event you wish to have as soon as possible so you can start to plan. The 8

9 responsibilities in connection with Fraternity celebrations are many. They include arranging a program, arranging for speakers, obtaining satisfactory facilities in which to hold an event, handling publicity, making hotel arrangements for out-of-town visitors, and a host of other duties. You may wish to include members of the local undergraduate chapter in the planning, if necessary. The following timeline is written for a banquet event but may be adapted to a luncheon or reception format: Proposed Alumni Event Time Line 12 Months Out Graduate Council selects competent event chairperson Event date established Alumni notified of date for calendar purposes Inform Executive Offices of event date 7 Months Out Hold an event-planning meeting with your committee, chapter advisor and executive committee (See Things to Decide Now, page 14). Reserve the dinner location in writing and group of rooms at a local motel for members and spouses spending the night (See Motel Room Block, page 16). Order a printout of your chapter s graduates by class year from headquarters. Order a printout of brothers and sisters from other chapters who live in the immediate area. Order a set of mailing labels (if needed) from headquarters. Put the event date on the chapter s master calendar. Begin promotion of class reunions: years, for example. (See Class Agents, page 15). 6 Months Out Finalize your keynote speaker and confirm him in writing to speak. Send first notice of event date, time and place to your alumni and those in the immediate area. (See Event Dates and First Notice, pages 14 & 15). Begin search for class agents (find 20) and reunion coordinators. (See Class Agents and Reunion Coordinators job description, page 15). Begin to brainstorm ideas and programs for the event. (See Possible Programs, page 17). Publicize event in the chapter newsletter. 9

10 5 Months Out Send to all class agents a copy of the printout of their classmates, the year before them and year after them. (See example Class Agent letter, page 23). Begin looking for your Master of Ceremonies with counsel of other alumni. Catch up on any work not completed. Ask the House Corporation if there are any house improvement projects that will need to be scheduled and finished before the event. Let them do it. 4 Months Out Continue to advertise the event in all chapter publications sent to your undergraduates and those in the immediate area. Communicate with Reunion Coordinators and class agents. How are they doing? 3 Months Out Keep Reunion Coordinators and class agents up-to-date with any details that have developed. Check the alcohol policy of your school and the Fraternity. How will you assure that these policies will be followed at the event by all brothers and sisters? (See Alcohol, page 17). Create your invitations and have them printed. (See Event Invitation, page 18). Order mailing labels for invitations from headquarters if needed. 2 Months Out Send invitations to graduates formally announcing the event. (See Event Invitation, page 18). Get the chapter s composites and scrapbooks in order so that they can be displayed at the event. 1 Month Out Have the event programs finalized and printed. Reconfirm by letter and telephone with the speaker and the Master of Ceremonies the dates and any details they need to know for the dinner. (See Speaker and MC, page 18). Get the undergraduates excited and ready for the event. Assign undergraduate responsibilities if needed. (See Undergraduate Responsibilities, page 20). Have any awards engraved that you will be giving out. Discuss back-up plans and potential problems with committee members. 10

11 Work with the House Corporation to see that all scheduled repairs, painting and improvements projects are completed and on time for the event. Final seating and head table arrangements with the hotel including hanging of Fraternity flags and chapter banners. 2 Weeks Out Send the keynote speaker s biography to the Master of Ceremonies. Have a back-up copy of the biography at the dinner in case the MC forgets his. Arrange for a photographer to take pictures throughout the entire event and an alumnus to write an accompanying article for a newsletter. Arrange for head table flowers. 1 Week Out Give the final count of the dinner to the caterer. Put up composite class photos and other displays. Prepare nametags for those you know are coming. Make sure someone is scheduled to serve as host for the speaker, including providing transportation if needed. Day Before the Event Schedule and have the house manager coordinate an all-house clean up. Day of the Event (Show Time) Have nametags (prepared in advance) available for all alumni and guests. Have a sign-in table for nametags, collecting money not already received in advance. Collect business cards and get current mailing addresses for sending thank you notes and photos. Send the business cards and a copy of the addresses to the headquarters for address updates. Make sure the head table microphone works and the podium is correctly placed. Have the programs and Foundation material placed at each place setting. Make sure the person in charge of photography is taking pictures of what you want Have a copy of the keynote speaker s biography handy. Have all awards and certificates at the event. Predetermine who will present them. Have a small gift for the speaker as a thank you from the chapter and alumni. 1 to 2 weeks After the Event Send thank you letters to all alumni who attended. Send thank you letters to your Chapter Advisor, House Corporation, Chapter leaders and committee members. 11

12 Hold a final meeting of your committee to critique the entire experience. Examine the highs and lows. Finally, write a summary of the things you did, including the time line, for the event chairperson for the next event. Make certain this information is placed in the house corporation files for future reference. 12

13 How to Get Your Alumni Back just sending an invitation won t work. Without alumni, your anniversary, homecoming or Founder s Day will be just another chapter event. Remember this rule of thumb: Alumni are more likely to return if asked by a brother or sister they know. Here are some suggestions that if implemented properly and in a timely manner will help to bring the alumni back for any anniversary or alumni event. 1. Begin advertising next year s event at this year s event. Make the same weekend each year the event weekend. (For example, the third weekend in March is always Founder s Day). Make the date for alumni events a tradition. Promote in every chapter newsletter and publication. 2. Begin advertising the day & date, time and location at least six months before the event. Use the chapter s newsletter or a special bulk mailing to all alumni informing them of the date. If you are conscious of cost and do not have access to bulk mail, use postcards, as they require less postage. 3. Find a graduate brother or sister from every class year or groups of class years (groups of 3 years) who is willing to act as a class agent. Their responsibilities will be to write and call all brothers and sisters in their class or era and invite them to the event. (See Sample Letter and Class Agent Responsibilities, pages 15 & 23). 4. Send notices and invitations to brothers and sisters from other chapters who are living in the immediate area of the chapter. 5. Ask all members of the House Corporation and Chapter Advisors and any other alumnus/alumna associated with the chapter to call their classmates and invite them to the event. 6. Hold reunions for specific class years. Typically, reunions are held for graduates who have been out of school for 5, 10, 15, 20, 25, 35, 50 and 60 years. Find a brother or sister from each class who is willing to be a reunion coordinator for their class year. Their job responsibilities will be to write and call graduates celebrating these personal anniversaries and personally invite them to return for reunion weekend. 7. If the chapter is having an anniversary of 5, 10, 15, 20, 25, years, this tends to get the attention of graduates and the turnout is usually higher. Use this to your advantage and advertise this extensively. These years are wonderful times to plan for reunions of specific class years. Take advantage of any activities the school might have planned the same weekend. Remember, every graduate brother or sister who is communicating with other graduates about the event will help to get graduates to return. What other things can you do to get graduates back? 13

14 Ideas to Help You PLAN a Successful Alumni Event Event Dates Set your event date as early as you can. In reality, the date should be set one year out and the announcement made at the previous alumni event. If that is not possible, then set the date between 7 and 9 months out. Many chapters have a traditional date for Founder s Day or Homecoming. (For example, at USC it has always been the third weekend in March). This enables graduates to anticipate participation and plan accordingly. This is a highly recommended suggestion for your chapter. In determining your date, consult with the chapter Executive Council and Chapter Advisor to insure there are no conflicts. Be cognizant of school events and school vacations, holidays, religious holidays, NCAA playoffs and finals, and other major sporting events. Once the date is set and you have advertised the date to your graduates, avoid changing the date of the event. You send a strong message that you are unorganized if you change the date of the event, in addition to losing brothers and sisters who had planned to attend on the first date. Every time you advertise the event date with your graduates include the day of the week, the date of the month, time, place and price of the dinner/luncheon/reception. If you know the day, date and time, but not sure of the location and cost, then advertise the day, date and time first. You can send more details in your next publication or in the invitation. Announce the event in your chapter newsletters, on all correspondence to alumni, at meetings of the House Corporation and Chapter Advisors, chapter and Fraternity website, and in special mailings to the alumni. The goal is to get the word out. Event Committee Your committee should consist of the key alumni and undergraduate brothers and sisters that will assist in the planning and implementation of the event. Competent brothers and sisters should be selected to serve on the committee. The more alumni involved in the planning and producing of this event, the more other graduates will participate and attend. Also, make certain potential candidates for next year s chairman are on this committee. We learn by doing. Things to Decide Now As the time line shows, 6-7 months out the Chairperson should hold a planning meeting with the Event Committee, Executive Council and Chapter Advisors. Among other 14

15 things, here is a list of items that should be decided immediately, because all your planning will revolve around these key decisions. Day, date and time of the event. Location and approximate cost per member. Chapter budget for the event. Will there be a speaker? Who? Will you hold reunions and for what class years? Will there be any house improvement projects between now and the event? Also, review the notes from last year s committee. What ideas do they have? First Notice The first notice that you send out to your graduates either in the chapter newsletter or a special mailing should include as much general information as possible. If you inform them early, they can determine how important it is for them to attend and therefore they can schedule to be there. Here is what you should let them know if you are confident that the information will not change: Day, date, time and place Cost (The event cost should not reflect any fund raising, but cover the cost of the meal plus minimum overhead). Speaker Who to call if they have questions List any reunion years planned Encourage brothers and sisters If you are not sure about some of the details listed above, do not let that hold up mailing the notices for any real length of time, unless, of course, the date is in question. You can always send more information. For example, if you are not sure who your speaker is, that is all right. You can announce the speaker later. Send a copy of the notice of the event to the Headquarters. Class Agent and Reunion Coordinators Class Agents and Reunion Coordinators serve to inform and invite to the event brothers and sisters from class years closest to their own. A graduate is more likely to attend the event if they are invited by a brother/sister they know. Find as many (20) graduates who are willing to be Class Agents and send them a copy of the class years closest to theirs. You can order a printout of graduates arranged by class year from the Headquarters. This approach is your best bet at getting graduates back. Also, find a member to serve as class agent for members from other chapters who live in the immediate area. This can be another group of members to invite to the event. 15

16 Some chapters organize the class reunions by pledge class. Do what works best for your chapter. The Class Agent and Reunion Coordinators responsibilities include: Calling all brothers and sisters in their class and inviting them to return for the event or reunion. Letting the event Chairperson know who is coming so that the Chairperson can plan accordingly. The Reunion Coordinator might want to schedule a dinner the night before or the night after the event for everyone to get together and spend more time together. This is something they can do on their own. Graduate Recognition It is logical to recognize graduate members at alumni events for their service and interest in your chapter and Delta Kappa Alpha. This is both helpful in improving alumni relations as well as deserved appreciation. The Fraternity has available Citations for Distinguished and Exceptional Service. A chapter may present two of these per year. These can be ordered from Headquarters. Frame as many of the certificates as you can. This is a nice gesture of your appreciation. It is appropriate to recognize brothers and sisters who have given financially to the Delta Kappa Alpha Foundation. A list of donors from your chapter appears in the Autumn issue of CineJournal. If you are unable to locate a copy, just contact the Foundation office and request a listing. Motel Room Block If your alumni need to stay overnight for the event weekend, it is a nice gesture on your part to find a quality motel with inexpensive rates for them. Seven months out call a motel and block a number of rooms. Usually, the motel will hold these rooms for you until 30 days prior to the event. Any rooms not reserved at that time by individual alumni will be released at no cost to you. Advertise the room block, motel name, phone number, address, cost, cut off date and the name the rooms are reserved under in all event advertisements. Encourage graduates to call the motel and make reservations for themselves. Contract with the Caterer/Banquet Hall/Hotel Any contracts that will be signed for food and location should be reviewed by you and the House Corporation Treasurer or graduate brother/sister who is an attorney. This can protect both you and the chapter from unnecessary costs and from going over budget. 16

17 Possible Programs and Attendance Development Ideas During the event festivities there are several things that the chapter can do to enhance the graduate s experience. Let your imagination run with these. Remember, your goal is to make this a weekend that alumni will fondly remember for years. Listed below are some ideas for you. Find out the oldest living brother or sister of the chapter and get them back for the event. Hold class reunions for World War II veterans. Produce and show a video history of the chapter. Use old pictures and photo albums. Hold class reunions for the following years: 5, 10, 15, 20, 35, 40, 50, 60. Find Class Agents for any classes that show an interest. Write to and hold a reunion for all Fraternity Bigs & Littles. Hold special recognition for them and a photo session. Hold a reunion for all former Chapter Presidents. Get a photo of the group. Get all the composites fixed and on display for alumni. Get all the scrapbooks in order and on display for alumni. Hold a family program separate from the event for any spouses or children who may come. Hold a golf tournament or provide for scheduled rounds of golf. Get tickets for any school basketball, hockey, football games, etc., that are scheduled for the weekend. Advertise and sell them to graduates. Give every brother and sister who attends a directory of chapter members. Include the cost in the event dinner/luncheon/reception cost. You can get a disk from Headquarters and then format it on your own computer for easy printing. Hold photo sessions for all classes and reunions. Send copies free of charge to the brothers pictured. Nice way to follow-up with the thank you letter. Photos can be used in the next newsletter. No pictures of alcoholic beverages in the pictures. Have a list of lost brothers and sisters and ask alumni to help find them. Hold an alumni/undergraduate softball game. Alcohol A cocktail party may precede the event if it complies with all laws, college regulations and the Fraternity s Risk Management Policy, but it should last no more than one hour. If you have arranged for a cash bar for the alumni, it should close during the dinner. It is considered inappropriate for people to get up to go to the bar when the keynote speaker is delivering their speech. The Fraternity s Risk Management Policy states that the chapter cannot purchase alcohol for any purpose. This applies to this event. If alcohol is allowed at your event then you should arrange for a cash bar staffed by the banquet hall owner. 17

18 Event Invitation The invitation is the formal notification to the graduates of the event. Mention the day, date, time, place and cost. A response device can be enclosed. A copy of a good invitation with response card is provided on page 21. The time line indicates you should create and print your invitations 3 months out. The goal is to have the invitations in the mail between 1½ to 2 months before the event. But, remember the graduates should have already received notice of the date of the dinner months in advance. Keynote Speaker Although most alumni events include a featured speaker, you do not have to have a featured speaker to have a great event. However, if you want to have a speaker, a good one can be found if you start looking early. Begin by first asking your involved graduates if they know of a good speaker. Many times a good speaker is only one graduate brother or sister away from you. Ask around. If this does not produce results, speakers are available from the Fraternity. This will most often be a Chapter member. Remember, all good speakers calendars fill early, so invite them at least six months out. If a speaker is requested from the Fraternity, write to the Vice President with a specific date. The Vice President will confirm availability of individuals and necessary arrangements. Some chapters will not have just one speaker. They will find 2 or 3 graduates from different eras and ask them to talk about one or two chapter topics for 10 minutes. The topics usually relate to things that they experienced as an undergraduate member. This can go over well if you find good speakers who can tell a story quickly. Be aware that when you give someone the microphone, you have lost control of the dinner. Find the right brothers and sisters for this type of speaking engagement. Master/Mistress of Ceremonies One key to an interesting event is an effective Master/Mistress of Ceremonies who is well prepared and keeps the meeting moving. A graduate brother or sister should be asked to serve in this role. Keep in mind that it may have been years since a graduate has attended an alumni event. Allow time for you to go over the program before the dinner begins. Carefully choose your MC and give them a biographical sketch of the speaker at least one week before the dinner, so they may be adequately familiar with your speaker. The MC should be instructed that the dinner should be free from rude or vulgar language. Check with them prior to the dinner to insure their remarks will be appropriate. The podium should be well lit and have a working microphone system, which you should check in advance of the dinner. The speaker should begin no later than 8:30 p.m., preferably much before this hour. 18

19 Singing Delta Kappa Alpha has always had talented singers and it should be encouraged at alumni events. You should make certain undergraduates know and sing at least the two most basic songs at the dinner: The words for a song should be included on the program. Printed Program A printed summary of the event program distributed at each table can be an excellent dimension to the dinner. It need not be expensively produced as long as it is helpful and functional for dinner participants. Other Speakers There will be other brothers and sisters present who will need to give reports or update the audience on things happening within the chapter or House Corporation. Allow for these speakers within your program and follow-up to see that they will be prepared for their speaking role. Some examples are: Chapter President How the chapter is doing, House Corporation Report, Presentation of Distinguished Service Awards, etc. Head Table A head table is optional for the guest speaker, Master/Mistress of Ceremonies, Chapter Advisor, Division President, House Corporation President, Chapter President and other distinguished guests. While it tends to formalize the dinner, it may also inhibit fellowship for those graduates who must sit apart from their classmates during the dinner. As an option, some chapters provide a speaker s podium at the front of the room. 19

20 Undergraduate Responsibilities There are a few items that the undergraduate brothers and sisters should be responsible for during the alumni event. Listed below are a few: Have upperclassmen responsible for greeting graduate brothers and sisters. The pledges should meet graduates, but they should not be the primary greeters. Have the treasurer collecting event fees at the door to the dinner. They should be ready to make change and accept checks. They should also have a list of prepaid graduates. If there is an undergraduate who is a good photographer, have them taking pictures throughout the dinner. Group photos of class years, Chapter Presidents, Bigs and Littles can be taken. Pictures can be sent to the graduates later and used in the chapter newsletter. Instruct the photographer to ask brothers and sisters to not display alcoholic beverages in the photos. There should be a brother or sister responsible for having a list of lost brothers and sisters and asking the graduates to look through the list and see if they know their location. The list of lost brothers and sisters can be ordered from the Headquarters. Do this for the entire event except during the speaking parts of dinner. Have a brother or sister responsible for getting the composites and scrapbooks in order. These are always a major display at anniversary and alumni events. Have a brother or sister responsible for transporting the speaker to and from the airport, hotel, or any other place he needs to go. (If he doesn t have a car) What Services Are Provided by the Fraternity? There are several services that the International Fraternity provides that can make your job a little easier in planning and holding a successful alumni event. Here are the services we can provide if requested in a timely manner: Printouts in a variety of formats: 1. Arranged by zip code for bulk mailings and to see who and how many are close 2. Arranged by class year for Class Agents and Reunion Coordinators 3. Arranged alphabetically for creating directories, etc. 4. Formatted on a disk so that you can create your own database 5. Mailing labels for mailing invitations, newsletters and event notices Event speakers (See Keynote Speaker & Master/Mistress of Ceremonies, page 18). Special Graduate Recognition Award Certificates. (See Graduate Recognition Awards, page 16). Free advice over the telephone for consultation. 20

21 Sample Invitation Here is a copy of an undergraduate event invitation. Alpha Chapter of Delta Kappa Alpha Fraternity at University of Southern California would be honored by your presence at our 100 th Anniversary Celebration on the sixteenth day of March two thousand and thirty-six Special Guest Speaker Alfred Hitchcock, USC 72 Master of Ceremonies Fred Astaire, USC 75 12:00 1:30 p.m. Luncheon Buffet at the Shelter 3:00 4:00 p.m. House Corporation Meeting 5:30 6:30 p.m. Cocktail Reception at USC Student Union 6:00 9:00 p.m. 100 th Anniversary Celebration Dinner at the Tutor Center Ballroom We look forward to a strong gathering of Brothers and Sisters for a very special evening. Reply Card Return Envelope Brother/Sister Class Yes, I will be able to attend. Enclosed find my check of $. No, I cannot attend, but please accept the Julie Will Andrews C. Uthere following gift. $ Anniversary th Chairperson Chairman PO PO Box Box No, I am unable to attend. Los Manhattan, Angeles, CA KS Please return by April 4,

22 Class Agents & Reunion Coordinators Guidelines and Procedures for Class Agents and Reunion Coordinators. 1. The chairperson should make sure all class agents and reunion coordinators have a printout of their class years with phone numbers. 2. Give the agents and coordinators the complete schedule of events with times and cost, so they can publicize the event for the chapter. 3. Encourage the agents and coordinators to phone call all their classmates and any other chapter brothers or sisters they know. 4. Impress upon the agents and coordinators to write a follow-up letter to the brothers and sisters that they call reminding them of the activities for the weekend. 5. Reserve a place for a class reunion dinner for the evening preceding the event for all those coming. 6. One final call to all those who said they are coming to reconfirm. 7. Be sure to share the names of the graduate brothers and sisters who have indicated they are coming with Class Agents, Reunion Coordinators, Advisors, House Corporation, etc. This will insure that all your key graduates area aware of who is coming and will give them another important reason to join their brothers and sisters at the event. Be sure that the Class Agents and Reunion Coordinators have a printout of their class year, schedule for the event, cost of the event, and any other information that will help them to communicate effectively with their brothers and sisters. 22

23 Sample Class Agent Letter Date Name Address City, State Zip Code Dear First Name, In the last several months you have probably heard from or received something from the undergraduate members of <<your chapter>> regarding the 100 th Anniversary scheduled for Saturday, March 16, I have volunteered to be a reunion chairperson for our class. I want to encourage you to attend this celebration. The plans look great and the only thing missing might be you. This letter is to plant the seed that you could have a great day at <<school name>> at good ole <<chapter name>> if you attend. I will be calling you to catch up on how things are going and to encourage you to attend. The details of the event are enclosed (you can list the details here if you wish). This event will only be successful if you return. For those of us who can attend, I think you will be surprised at what great fun it is to see old friends again. Enclosed is a list of brothers and sisters who are in the class years close to us, in case you want to go ahead and call me or any other brother or sister on the list. Let s encourage each other to turn out and make this event a great time to see each other. Fraternally, Name Class of 19 23

24 Sample Reunion Letter Class of 1974 Mark your calendars now! Plan Ahead! Contact A Brother/Sister! All right, here it is! You have been asking for it and we have finally gotten a few of us together to plan the Class of 1974 s reunion. The only thing needed now is you! The weekend chosen is March 17-19, We will assemble on Friday evening at the Holiday Inn for an informal get-together. We will then proceed to dinner at one of the fine restaurants in the City. Saturday we will have golf in the morning for those who desire to do so. In the afternoon, a tour of the new Technology Center on campus will be in order. I know that many of you will bring your spouses. My wife is coming and has promised (it is going to cost me) to organize a luncheon for the other spouses while we are at the Saturday events. Some of our spouses know each other well and this will make for a great weekend for both of you. At the event, we will receive 50-year certificates, which means we have been members of Delta Kappa Alpha for 50 years. Can you believe it? We are also going to have our class photos taken for the undergraduate newsletter. The following brothers and sisters have said, I ll be there. Herb Farmer, Steven Spielberg, Mae West, Jimmy Stewart, Lucille Ball, Billy Wilder, and even George Lucas said yes. This will be his first time back since graduation. If you have questions, call me at You will get a more detailed schedule in about two months. Expect a call from me. Also enclosed is a printout of everyone in our class. Give some of them a call and get them to the reunion. Don t miss the fun. Fraternally, Ima DeKA Alpha 74 24

25 Sample Program for Your Event MASTER OF CEREMONIES Fred Astaire, USC 75 American Film and Broadway Stage Dancer DINNER REPORT OF THE HOUSE CORPORATION REPORT OF THE CHAPTER KEYNOTE ADDRESS Harold Lloyd, USC 63 Filmmaker, Actor, Comedian DISTINGUISHED ALUMNI AWARDS Mary Pickford, USC 63 CLOSING Fellowship in Delta Kappa Alpha 25

26 Alumni Event Do s and Don ts DO: DON T: 1. Set the same weekend aside each year 1. Wait another day to start planning and for annual alumni events putting into motion the wheels of action for your anniversary or alumni event 2. Advertise early and often and begin 2. Think that alumni will come if you at least 6 months out just send out one invitation 1 month out 3. Get alumni involved in the planning 3. Keep the details of the dinner all to of the event yourself 4. Find Class Agents and Reunion 4. Think alumni don t want to help Coordinators to help get members back for the event 5. Wait until 2 weeks before the dinner to order supplies and certificates from 5. Decide if you will have a speaker Headquarters and then ask them early 6. Forget the small details. They can make 6. Get the House Corporation Board all the difference. and Chapter Advisors involved with the event their 7. Get the undergraduates involved 8. Send out invitations on time 9. Send a special letter to your Chapter s Volunteers 10. Send thank you letters to everyone that attended 7. Photograph members with alcohol in their hands 26

27 Chapter: Alumni Event Action Plan A Step-by-Step checklist for planning and implementing your successful Alumni Event Set Event and Date House Corporation Selects Chairperson Inform Headquarters of date Planning meeting date Reserve dinner location Order Alumni printout(s) Order mailing labels Order other members printout Date on Chapter s calendar Begin reunion promotion Reserve graduate hotel rooms Step I: One Year Out (Date) Step II: Seven Months Out (Date) Step III: Six Months Out (Date) Identify/write speaker Mail first notice Begin Class Agent search Brainstorm program ideas Publicize in newsletter Send Class Agent printouts Search for Master/Mistress of Ceremonies Check uncompleted steps Review house improvement project schedule Step IV: Five Months Out (Date) 27

28 Advertise in Chapter publication Communicate with Class Agents and Reunion Coordinators Update Class Agents and Reunion Coordinators Review/plan alcohol policies Create invitations and print Order additional mailing labels (if necessary) Mail graduate invitations Order Event supplies Locate chapter composites and scrapbooks for display Program finalized and printed Reconfirm speaker and MC Talk event up with undergraduates Assign undergraduate responsibilities Engrave/personalize awards Review plans/problem areas with committee Check scheduled house repairs Step V: Four Months Out (Date) Step VI: Three Months Out (Date) Step VII: Two Months Out (Date) Step VIII: One Month Out (Date) Send speaker s biography to MC Double check arrangements Arrange for photographer Arrange for florist Step IX: Two Weeks Out (Date) 28

29 Check final dinner count Display composite class photos Prepare nametags Select host for speaker Coordinate chapter house clean-up Prepare graduate nametags Set up sign-in/collect money table Check podium/microphone Place programs at tables Double check photographer Double check florist Confirm host for speaker Speaker s bio available (extra copy) Awards/certificates at dinner Have speaker gift (if desired) Step X: One Week Out (Date) Step XI: One Day Out (Date) Step XII: Day of Event (Date) Send graduate thank you letters Deliver award/certificates Thank Advisors & House Corp Thank Committee members & Chapter leaders Thank Speaker & MC Hold final critique meeting With Committee members Write summary of meeting Step XIII: Event Follow-Up (Date) 29