DOUGLASS ALUMNAE REUNION WEEKEND 2016 June 3-5 PLANNING TOOLKIT

Transcription

1 DOUGLASS ALUMNAE REUNION WEEKEND 2016 June 3-5 PLANNING TOOLKIT

2 TABLE OF CONTENTS A. Welcome. B. Associate Alumnae Contact Information... C. AADC & Douglass Alumnae Reunion Glossary D. AADC Reunion Planning Committee. a. AADC Reunion Planning Committee Roles a. Chair. b. Program & Events Subcommittee c. Subcommittee.. d. Alumnae Outreach Subcommittee e. Class Reunion Committees.. f. AADC Reunion Planning Committee Meetings.. g. AADC Staff. E. Reunion Planning Class Officer Role & Responsibilities. a. President b. Vice President... c. Secretary d. Fund Agent e. Alumnae Council Representative.. f. Historian F. AADC Reunion Planning Committee Meeting Schedule.. G. Event Planning Timeline.. H. Douglass Alumnae Weekend Planning Resources. I. Programs & Events... a. Last Year s Douglass Alumnae Reunion Weekend Program.... b. Milestone Class Gatherings.. c. Funding for Class Events.. d. A Special Note for the Vanguard 50 th Class. e. Milestone Class Gathering Planning Checklist. f. Affinity & Regional Group Activities.... a. Affinity/Regional Group Event Planning Checklist.. J..... a. Using Social Media... b. Milestone Class First Reunion Letter (Sample)... c. Milestone Class Second Reunion Letter (Sample)... K. Alumnae Outreach..... a. Class Lists and Resources. b. Some Helpful Pointers About Using Class Lists for Alumnae Outreach. c. Reunion Class Gifts to the Associate Alumnae of Douglass College... d Ad Journal Opportunities.. e. Douglass Alumnae Reunion Weekend 2016: Vendor Showcase Form L. Important AADC Event Dates

3 September 2015 Dear Reunion Planning Committee: Reunion is a special time to reminisce about your days at NJC/Douglass College/Douglass Residential College. It was here that relationships formed, leadership and educational opportunities flourished, and dreams were created. As you plan your return to campus, some of you will be celebrating milestone fiveyear reunions, while others will be working to keep your class spirit strong and to reconnect classmates to alma mater. We are continuing to enhance Douglass Alumnae Reunion Weekend and need your valuable input. All classes will be welcomed back to Douglass and to the great sisterhood we share in the Douglass Difference. We enthusiastically await the induction of the Class of 1966 into the Vanguard Fifty Society as they celebrate their Golden 50 th reunion. In addition, we will again specially acknowledge the Silver 25 th Reunion Class of 1991, and formally recognize all milestone classes at the All-Alumnae Dinner Celebration. We have created this Douglass Alumnae Reunion Weekend planning toolkit to help guide the planning committee. You are an important planning committee member and crucial to the success of Douglass Alumnae Reunion Weekend We look forward to working with you! Sincerely, Valerie L. Anderson 81, MBA Executive Director 2

4 Associate Alumnae Contact Information MAILING ADDRESS: 181 Ryders Lane New Brunswick, NJ PHONE NUMBER: (732) FAX NUMBER: (732) ADDRESS: Facebook.com Flickr.com LinkedIn.com Twitter.com YouTube.com AADC STAFF LIAISONS: 1. Dineo Thompson 05 AADC Reunion Planning Committee Director of Alumnae Relations Vanguard 50 th Class Reunion Committee 2. Emily Reynolds Russell 05 Alumnae Outreach Subcommittee Director of Annual Giving 3. Anne Marie Russo Subcommittee Director of 4. Valerie Hughes Zieniuk 05 Programs & Events Subcommittee Associate Director of Alumnae Relations 3

5 AADC & Douglass Alumnae Reunion Glossary AADC: the abbreviation for Associate Alumnae of Douglass College. Active Member: An alumna who makes a $40.00 minimum annual gift to the AADC s Douglass Annual Fund. AlumnaE-news: Digital monthly news sent via to all alumnae with active addresses. Alumnae Newsletter: Publication sent to all alumnae each year two or three times a year. Alumnae Council: Bi-annual meeting for all class officers, representatives from each club and network, AADC committee chairs, alumnae members of departments, members-at-large of the Nominating Committee, officers, Board of Directors, past presidents, and present and past Alumnae Trustees to attend discuss and vote on alumnae policy and activities with the objective of strengthening the Association and its relationship with Douglass and Rutgers University. Class Gathering: Set time on Douglass Alumnae Reunion Weekend Saturday for members of Milestone Classes to meet. Class Matters Form: Form given to Milestone Classes to vote on Class Officers. Class Notes: Submissions from classmates that the AADC compiles and publishes in the fall and spring. Class Participation: Percentage of solicitable alumnae from each class who made a gift to the AADC during a given fiscal year (July 1 June 30). Douglass Annual Fund: A fundraising appeal that run throughout the fiscal year (July 1 June 30), on a yearly basis. Annual gifts to this fund can be restricted or unrestricted. Unrestricted gifts support the AADC s alumnae initiative priorities. Douglass Alumnae Reunion Weekend Website: - our page for all Douglass Alumnae Reunion Weekend announcements and updates. Milestone Class: Those Classes marking between 5 and 75 years since their graduation. For 2016, these classes will have graduated in a year ending in either a 1 or a 6. Restricted Gift: Gift designated by the alumna to benefit a specific AADC program, project, or scholarship (e.g., AADC Extern Program). Reunion Class Gift Total: Sum of all gifts to the AADC by all members of a class collected over a 5-year period preceding their milestone reunion year. Reunion Update report: Vehicle for giving updates to AADC on reunion outreach efforts. Unrestricted Gift: Gifts, whose use is governed by the AADC Board of Directors, that advance the AADC s mission and benefit the most critical alumnae priorities and initiatives. Vanguard Society: The group of classes who graduated 50 or more years ago from NJC or Douglass College. 4

6 AADC REUNION PLANNING COMMITTEE CHAIR PROGRAMS & EVENTS Class Vice-Presidents Affinity Group Chair Regional Group Chairs Other Alumnae Volunteers AADC Staff Liaison COMMUNICATIONS Class Secretaries AADC Committee Class Historians Other Alumnae Volunteers AADC Staff Liaison ALUMNAE OUTREACH Class Presidents Class Fund Agents Other Alumnae Volunteers AADC Staff Liaison CLASS REUNION COMMITTEES Class Officers Other Classmates (recruited by Class Vice Presidents) 5

7 AADC Reunion Planning Committee Roles Chair Chair: Elena Anastasiou Rossi 78 Staff Liaison: Dineo Thompson 05, Director of Alumnae Relations The Chair collaborates with the Director of Alumnae Relations to oversee overall event planning and ensures collaboration between all subcommittees by scheduling meetings, drafting meeting agenda/minutes, and developing the overall event plan. Both the Chair and Director liaise with each subcommittee, primarily drive alumnae volunteer recruitment efforts by recruiting to task, and ensure the Committee members play vital roles in the implementation and success of the scheduled festivities. All final Douglass Alumnae Reunion Weekend plans will be approved by the Chair, Director of Alumnae Relations, and AADC Executive Director. Program & Events Subcommittee Staff Liaison: Valerie Hughes Zieniuk 05, Associate Director of Alumnae Relations Subcommittee members: Class Vice Presidents; Affinity Group Chairs; Regional Group Chairs; and other alumnae volunteers. This subcommittee is responsible for planning the overall program for Douglass Alumnae Reunion Weekend. This includes all of the scheduled events and activities. The subcommittee also works closely with the Alumnae Relations department to coordinate the logistics of the program, which consist of securing campus accommodations, transportation, catering, ordering event favors/décor and merchandise, securing in-kind donations for giveaways, and managing the online registration process. Subcommittee Staff Liaison: Anne Marie Russo, Director of Subcommittee members: Class Secretaries; Class Historians; AADC Committee; and other alumnae volunteers. This subcommittee contributes to Douglass Alumnae Reunion Weekend by developing an effective communication and marketing strategy to inform and promote the event, and by drafting and designing all printed and online materials, including the event brochure, Ad Journal, and Class Letters. Working with the department, the subcommittee drafts and manages event content on 6

8 the AADC website and social media. This includes, but is not limited to, Class Letters, Class Notes, Class Matters forms, lost alumnae lists, etc. Alumnae Outreach Subcommittee Staff Liaison: Emily Reynolds Russell 05, Director of Annual Giving Subcommittee members: Class Presidents; Class Fund Agents; and other alumnae volunteers. This subcommittee, together with the Development department, contributes to Douglass Alumnae Reunion Weekend by conducting personal outreach for attendance, class gifts, and driving all event fundraising initiatives. This includes Ad Journal subscriptions and soliciting corporate sponsorships. The staff liaison assists the subcommittee in tracking class goals, soliciting Reunion Class Gifts, organizing phone-a-thon efforts, and drafting class solicitation letters and/or s. Class Reunion Committees Headed by their respective Class Vice Presidents, the Class Reunion Committees are charged with achieving several objectives: Coordinate an exclusive Class Gathering that fits within the overall framework of the weekend; Secure items/giveaways for their classmates to be given out at the class gathering (optional); Coordinate nominations and elections for new Class Officers by the designated date; and Personally reach out to classmates for attendance and support, under the coordination of the class President A Class Reunion Committee dedicated to a successful and enjoyable Douglass Alumnae Reunion Weekend generates enthusiasm and excitement amongst classmates to both come back and give back in celebration of their reunion. AADC Reunion Planning Committee Meetings Meeting Objectives: To gather and connect with sister alumnae while supporting subcommittee activities, and ensuring all are informed. At the meeting various tasks will also be assigned to the various subcommittees, and the Chair will ensure the overall Reunion Planning Committee is proceeding on schedule. Frequency: Every third Wednesday of the month Location: Ruth Schilling Hennessy Alumnae Center Time: 6:30pm Required Attendees: AADC Reunion Planning Committee Chair; Director of Alumnae Relations; Subcommittee Staff Liaisons; and Subcommittee Chairs/representatives; any other alumnae volunteers. 7

9 Note: Subcommittee and Class Reunion Committee meetings will take place independently. Subcommittee and Class Reunion Committee chairs shall determine frequency and location of these meetings, respectively. AADC Staff All staff members play a critical role in the day-of execution and success of Douglass Alumnae Reunion Weekend. Alumnae Relations Department This department is responsible for the planning and management of Douglass Alumnae Reunion Weekend. This includes all of the scheduled weekend events and activities. Staff members in this department also coordinate the logistics of the program, which consist of securing campus accommodations, transportation, catering, and much more. Department This department, together with the subcommittee, contributes to Douglass Alumnae Reunion Weekend by driving the general marketing and promotion of the event. The department drafts and coordinates all printed and online materials, including Class Letters, the brochure and Ad Journal. It also develops, implements, and manages content on the AADC website and social media. Development Department This department works closely with the members of the Alumnae Outreach subcommittee to maximize both participation and individual giving in honor of a class reunion. These staff members assist the Alumnae Outreach subcommittee to track class goals, solicit reunion gifts from classmates, organizing volunteer phone-a-thon efforts, and drafting class solicitation letters and s. Additionally, the development staff assist the Alumnae Outreach subcommittee solicit subscriptions to the Douglass Alumnae Reunion Weekend Ad Journal, and secure corporate sponsorships for the event. Finance Department This department contributes to Douglass Alumnae Reunion Weekend by processing online and paper registration payments, resolving any issues that may arise with these transactions. Throughout the year, the Finance department also processes transactions for Class Treasuries and provides updates, if applicable. 8

10 Reunion Planning Class Officer Roles & Responsibilities President REUNION PLANNING COMMITTEE RESPONSIBILITIES: Sits on the Alumnae Outreach Subcommittee; Personally contact classmates about attending Douglass Alumnae Reunion Weekend, making a special gift in honor of their reunion, and subscribing to the Ad Journal; Together with the Vice President, coordinates nominations for new Class Officers. Announces the new officers at the Class Gathering during Douglass Alumnae Reunion Weekend, and shares this information with the AADC following Douglass Alumnae Reunion Weekend; Works with Class Fund Agent to ensure a generous class gift to the AADC s Douglass Annual Fund; and Makes a personally meaningful contribution (minimum $40.00) to the AADC. GENERAL RESPONSIBILITIES: Strongly encouraged to attend Alumnae Council meetings; The President fills vacancies in Class Officer ranks as necessary and acts for any officer, including the Fund Agent, in the event that officer is incapable or unable to carry out her duties in a timely fashion; and Must be an active member of the AADC. Active members make a minimum $40.00 annual gift to the AADC. Vice President REUNION PLANNING COMMITTEE RESPONSIBILITIES: Sits on Programs & Events subcommittee. Recruits a Class Reunion Committee and assigns coordinators for various tasks. Supervises and coordinates work of the Class Reunion Committee and incorporates Class Gathering plans into framework of the general Douglass Alumnae Reunion Weekend plans; and Together with the President, coordinates nominations for new Class Officers. GENERAL RESPONSBILITIES: Serves as a class representative at Alumnae Council. The Vice President acts for the President and represents President on occasions when President cannot attend, or in the event the President is temporarily unable to carry out her duties. Assumes the position of Acting President should this position become vacant during her tenure. Must be an active member of the AADC. Active members make a minimum $40.00 annual gift to the AADC. 9

11 Secretary REUNION PLANNING COMMITTEE RESPONSIBILITIES: Sits on subcommittee. Draft Class Letters to promote Douglass Alumnae Reunion Weekend activities, including Class Gatherings. Updates Class List and lost classmates when possible. Informs AADC of classmates changes in address, marital, or employment status, as well as any classmate deaths. Keeps minutes of class meetings and carries out allied secretarial duties. GENERAL RESPONSIBILITIES: Serves as a class representative at Alumnae Council. Writes Class Notes column, which the AADC publishes in the fall and spring. Must contact the Class President or Acting President should she be temporarily or permanently unable to carry out her duties. In the event the vacancy is permanent, she should work with the President or Acting President to secure a replacement, if possible; and Must be an active member of the AADC. Active members make a minimum $40.00 annual gift to the AADC. Fund Agent REUNION PLANNING COMMITTEE RESPONSIBILITIES: Sits on Alumnae Outreach subcommittee; Maximizes giving from class members each year, with an extra emphasis in the milestone reunion years. This includes: Attending the annual Fund Agent training to receive tips and tools for reaching out to classmates. Conducts personal outreach to classmates in order to reach or exceed class participation goal during non-milestone years and a dollar participation goal during milestone years. Working with the AADC Director of Annual Giving to help with connections to top donor prospects in the class. This may include making personal phone calls or writing personal notes and/or ing classmates. Receive frequent updates from the AADC Director of Annual Giving on the class progress and sharing progress updates with classmates. Helps develop and drive unique fundraising initiatives for Douglass Alumnae Reunion Weekend, which include the Ad Journal and soliciting corporate sponsorships; and Helps draft personal solicitation letters, and participates in Thank-A-Thon, to thank classmates for their gifts. GENERAL RESPONSIBILITIES: Serves as a class representative at Alumnae Council; If also serving as a class treasurer, procures the financial records of the class from the previous treasurer and confirms this figure with the AADC Finance Department; 10

12 Must contact the Class President or acting President should she be temporarily or permanently unable to carry out her duties. In the event the vacancy is permanent, she should work with the President or acting President to secure a replacement, if possible; and Must be an active member of the AADC. Active members make a minimum $40.00 annual gift to the AADC. Alumnae Council Representative REUNION PLANNING COMMITTEE RESPONSIBILITIES: Sits on Class Reunion Committee and/or Alumnae Outreach subcommittee. GENERAL RESPONSIBILITIES: Represents her class at Alumnae Council; Informs class of AADC and college affairs, seeking class opinions on various issues if pertinent; Serves as point person to ensure at least one class officer will be at each Alumnae Council meeting; Must contact the Class President or acting President should she be temporarily or permanently unable to carry out her duties. In the event the vacancy is permanent, she should work with the President or acting President to secure a replacement, if possible; and Must be an active member of the AADC. Active members make a minimum $40.00 annual gift to the AADC. Historian (optional) REUNION PLANNING COMMITTEE RESPONSIBILITIES: Sits on subcommittee; Keeps class scrapbook updated by adding items such as reunion mailings, questionnaires, Class Secretary's columns from Douglass Alumnae Magazine and other publications; and Makes scrapbook available at Class Gathering during Douglass Alumnae Reunion Weekend. GENERAL RESPONSIBILITIES: Serves as a class representative at Alumnae Council; Must contact the Class President or acting President should she be temporarily or permanently unable to carry out her duties. In the event the vacancy is permanent, she should work with the President or acting President to secure a replacement, if possible; and Must be an active member of the AADC. Active members make a minimum $40.00 annual gift to the AADC. 11

13 AADC Reunion Planning Committee Meeting Schedule September 16, 2015 October 21, 2015 November 18, 2015 January 20, 2016 February 17, 2016 March 16, 2016 April 20, 2016 May 18, 2016 AADC Reunion Planning Committee kick-off AADC Reunion Planning Committee meeting AADC Reunion Planning Committee meeting AADC Reunion Planning Committee meeting AADC Reunion Planning Committee meeting AADC Reunion Planning Committee meeting AADC Reunion Planning Committee meeting AADC Reunion Planning Committee meeting June 3-5, 2016 AADC Douglass Alumnae Reunion Weekend 2016 June 15, 2016 June 15, Class Officer list due to the AADC AADC Reunion Planning Committee event post-mortem 12

14 Event Planning Timeline Douglass Alumnae Reunion Weekend Event Plan Date: June 3-5, 2016 Location: Douglass Campus Timeframe Action Assigned To June 2015 Reserve DCC, Voorhees Chapel, Dining venue(s) Dineo Reserve University Inn, and on-campus residence halls Dineo August 2015 Send "Save-the-Date" to kick-off promotion September 2015 Reunion Planning Committee meeting kick-off Begin recruiting alumnae vendors Begin Ad Journal outreach effort Begin soliciting corporate sponsorships Committee Dineo & Elena Alumnae Outreach Alumnae Outreach October 2015 Reunion Planning Committee Meeting First class letters sent electronically & published Committee November 2015 Reunion Planning Committee Meeting Committee Post lists of "lost alumnae" for Milestone classes online December 2015 Deadline to submit class gathering/affinity Group activity proposal Preliminary program due Draft and design Alumnae Weekend 2015 Brochure Class Reunion Committees & Affinity Group Chairs Programs & Events January 2016 Reunion Planning Committee Meeting Publish brochure online Draft, send, and publish Second Class Letters Draft and mail Vanguard letters Reunion Planning Committee Meeting Setup online registration Committee Committee 13

15 February 2016 Reunion Planning Committee meeting Online registration opens Secure event transportation Secure event facilities and equipment rentals Determine and order event favors/giveaways and decorations Book photographer Update lists of "lost alumnae" for milestone classes on AADC Reunion website Committee Dineo Dineo Programs & Events March 2016 Reunion Planning Committee Meeting Set locations of Class Gatherings Committee Programs & Events April 2016 Reunion Planning Committee meeting Design event signage Committee Program & Events May 2016 Ad Journal submissions due Final Reunion Planning Committee meeting Class Officer nominations deadline Alumnae Outreach Committee Class Reunion Committees June 2016 Week of Event Confirm headcount with catering Dineo Week of Event Setup event signs around campus Program & Events Week of Event Give banners to Facilities to hang up Program & Events Arrange early access to venue for decorating/setup Program & Events Check on any special parking/transportation arrangements Program & Events June 3-5 DOUGLASS ALUMNAE REUNION WEEKEND 2016!!!! June 15 Class Officer List due to AADC Class Reunion Committees June 15 Event Post-Mortem Committee 14

16 DOUGLASS ALUMNAE REUNION WEEKEND PLANNING RESOURCES 15

17 PROGRAMS & EVENTS Dining Events All-Alumnae Event Ideas An all alumnae dinner party at a restaurant, hotel (e.g. Heldrich Hotel), or art gallery. Picnics or barbeques Arts, Culture, and Community Musical or theatrical performance Rutgers Gardens tour Campus bus/walking tours Professor lectures Outdoor Events Runs, walk-a-thons, marathons Hiking, rock climbing, bike trips Anyone with ideas is invited to sit on the Program & Events Subcommittee. To get involved, contact Valerie Hughes Zieniuk 05, Program & Events staff liaison, at vzieniuk@douglassalumnae.org. 16

18 LAST YEAR S program for Douglass Alumnae Reunion Weekend... 17

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