HOMECOMING COMMITTEE HANDBOOK
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1 HOMECOMING COMMITTEE HANDBOOK HomecomingCommitteeMembers: Chair,SunnyGittens,CampusLife BlakeDouglas,AlumniRelations JasonRoth,AlumniRelations EarnestPhillips,MarketingandPublicRelations StephanieStrow,MarketingandPublicRelations DonovanNichols,OCED,StudentActivities MattFennell,RebelPrideCouncil,StudentHomecomingDirector NathanHanke,OfficeofCivicEngagementandDiversity JenniferZuckerman,CSUN ChrisBonnell,SportsMarketing SheilaBray,StudentUnionandEventsServices HomecomingCommitteeCharges: A. Collaborativelyplanandimplementannualuniversity widehomecomingforentireunlvandlasvegas Community 1. Committeeformationandorientation 2. Involvementofconstituents(alumni,students,faculty/staff,families,athleticsupporters, donors,lasvegascommunityandspecialpopulations(athletes,greeks,colleges,etc) 3. EarlyselectiondateforHomecomingGame 4. Earlycommunicationofdatetoallconstituents 5. UtilizationofHomecomingbrandandidentificationofannualtheme 6. Identificationandschedulingofweeksactivitiesincludingcoordinationresponsibilitiesand fundingsources 7. MaintainaservicecomponentsuchasAdopt a school 8. Selectionofparadeparticipantsandgrandmarshal 9. UtilizeprotocolforinvitingexecutivesandVIPStoevents 10. Centralizedcoordinationforcommunication 11. Reservationoffacilities 12. Invitationsandpublicityforevents 13. Mediacoverageplans B. AnnualreviewofHomecomingasrelatestomissionandproposeideasforenhancementand/or additionstohomecomingweekactivities MissionStatement UNLVHomecomingwillbeaunifyingforce,celebratingRebelprideandaffinitythroughtraditionsand events.homecomingwillcomplementtheacademicmissionofunlv;connectingthepresentwiththe
2 pastandbuildingforthefuturebybringingtogetheralumni,students,faculty/staff,athletic/university supports,theirfamilies,andthelasvegascommunity. OVERALL ItisagreedthatHomecomingshouldbeaUniversity widecollaborativeeffort.targetconstituencies include:alumni,students,faculty/staff,theirfamilies,athleticsupporters,donors,andthelasvegas community.desiredoutcomesincludepride/affinity,celebration,establish/maintaintraditions,and development. AgreaterawarenessofHomecomingisatoppriority;inparticularthereshouldbeobvious,visual indicationsoncampus,inthesurroundingcommunity,andatsamboydthatitishomecoming.the Homecomingcommitteeshouldconcentrationonafewkeyevents,buildingthesestrongerratherthan energiesgoingtowardsnumeroussmallerevents. Keyall constituencyeventsinclude: Adopt a schoolprogram CampusHomecomingRallyandPicnic RebelRedDay HomecomingGamedaytailgates,parade,andhalf time Additionalkeyalumnieventsinclude: AnnualAlumnidinner Golftournament Additionalkeystudenteventsinclude: Studentcompetition(windowpainting,floats,court) RebelVarietyShow RebelsAfterDusk Ancillaryeventsmaybecoordinatedforspecificpopulationssuchasathletes,Greeks,paststudentbody officers,andcollegespecificalumnievents. TIMELINE JanuaryFormationofcommittees(staff,alumni,andstudents) Reviewpreviousyearsschedule,assessments,andreports Brainstormactivitiesandenhancements February EarlydiscussionaboutpotentialdatesforHomecomingGame Earlydiscussionofpossiblethemesandscheduleofevents March Draftcommunicationplan Identificationoftheme Scheduleofweeksactivitiesset Identifycoordinationresponsibilityandfundingsourcesforeachevent Identificationofpotentialparadeparticipantsandgrandmarshals Draftcommunicationpieces(datestobeaddedinApril) April FinalselectionforHomecomingGame WhenAthleticsmakesformalannouncementofFootballSchedule,indicate
3 selectedhomecomingandfamilyweekendgame Spacereserved Communicationpiecesfinalizedandsent Executives,VIP s,band,cheerschedules savethedateinformation Draftstudentcompetitionpacket May Scheduleofkeyeventsfinalized Identifyanycollateralevents(College,Greek,orAthleticalumnievents) Alumnusoftheyearselected ParadeGrandMarshalsidentified,approved,andinvited July Communityparticipantsinparadefinalized Externalpublicitypiecesfinalized IdentifyandsecureVIPjudgesforcompetitions September Spacereservationsset uprequestsfinalized Cateringandentertainmentcontractscomplete Studentgroupparticipatingincompetitionsfinalized On campuspublicityfinalized October Finalizelogistics Publicizeandimplementevents November Posteventassessmentsconductedandanalyzed Committeereviewsandmakesrecommendations December DraftannualreportandrecommendationsforCabinet COMMITTEECHARGES 1. Formationofcommittees(staff,alumni,andstudents) A. TheHomecomingCommitteewillmeetmonthly.Asneededcanscheduleadditionalmeetingsas thehomecomingdateapproaches.eachmeetingwillhaveonemajortopicandadditional representativesmaybeinviteddependingonthetopic.afterinitialall committeemeetingon sometopicssuchasgamedayandadopt a schoolsubcommitteesmaybeformedtocontinue workingondetails.everyhomecomingcommitteemeetingwillhaveanupdatesagendaitemso thatunitscoordinatingspecificeventsandsub committeescanprovideupdatesandbringitemsfor discussiontotheentirecommittee. B. HomecomingCommittee overseestheprocessandbigpictureandhelpstoremoveanybarriers. Collaboratestoputtogetherannualscheduleofevents.CreatesmasteritinerariesforPresident, othervip s,cheer,rebelgirls,heyreb,marchingband,andphotoservices.coordinates informationformarketingandpublicrelations.membersatleast1,preferably2(withonebeinga seniorlevelposition)fromeachofthefollowingunits: 1. OfficeofCivicEngagementandDiversity(StudentActivities) 2. StudentHomecomingCommittee,RebelPrideCouncil 3. CSUNStudentGovernment 4. AlumniandCommunityRelations 5. MarketingandPublicRelations 6. Athletics/SportsMarketing 7. StudentUnionandEventServices C. GameDaySub committee worksspecificallytocoordinatethedetailsforgamedayactivities includingstadiumdecorations,spiritgive aways,tailgates,parade,half timeactivities,stadium announcements gamedayscript.membershipincludes:
4 1. OCEDStudentActivities 2. RebelPrideCouncilParadeChair 3. CSUNforTailgateandHalf time 4. AlumniRelations 5. SportsMarketing 6. SamBoydFacilityStaff 7. PublicSafety 8. MarchingBand 9. Cheerleaders,RebelGirls D. Adopt A SchoolSub committee worksspecificallytocoordinatetheadopt a schoolprogram includingidentificationofschool,generatingprojectcomponentswithhostschool,involving alumni,faculty/staff,students,managingpublicrelations.membershipincludes: 1. MarketingandPublicRelations 2. SportsMarketing(representingathletics,cheer,rebelgirls,ticketsales) 3. AlumniRelations 4. OCEDStudentActivities 5. RebelPrideCouncil 6. Admissions 7. OtherrepresentativessuchasBookstoredependingonthescopeofproject E. UnitAlumniChaptersSub committee AlumniRelationsstaffwillworktocoordinateeffortsof: 1. CollegeAlumniGroups 2. AthleticAlumniGroups 3. GreekAlumniGroups 2. Involvementofmultipleconstituents A. AteachHomecomingmeeting,dependingontheidentifiedtopic,representativesof identifiedconstituentswillbeinvitedtothemeetings.sampletopicsandadditionalinvitees arenotedbelow: a. Courtselectionandrole CSUNElectionsDirector b. CampusRally Studentathleteboard,FBCoach,Band,cheer c. Publicity(Banners) Grounds d. DateSelection/schedule FamilyWeekend,FirstLook e. Schedule Identifygroupsthatmaysponsoreventssuchas ResLife,CSUN,OCEDCouncils,alumnigroups,etc f. Adopt a school Admissions,Bookstore g. Gameday(parade,half time) Band,cheer,SamBoyd B. Inparticular,theHomecomingCommitteewishestoensureResidentialLife,allathletic teams,faculty/staff,andcollegealumnigroupsareincorporatedintohomecoming. 3. EarlyselectiondateforHomecomingGame A. InFebruary,onceoutofconferencegamesarefinalized,workwithAthleticstoidentifymostlikely weekendsforhomegames. B. IdealdateisinOctober,notversusUNR,notNevadaDayweekend,witha7p.m.kick offtime. CommunicateFamilyWeekendandFirstLookcoordinatorsrelatedtodateselection.
5 C. SteeringCommitteecheckswithPresident,VicePresidentforStudentAffairs,andVicePresident foruniversityadvancementschedules. D. Dateisselectedassoonasgamesfinalizedandbeforeannouncedtothepublic. 4. Earlycommunicationofdatetoallconstituents A. InFebruary,draftacommunicationplanforallconstituents.Printmaterialsshouldbedesigned withtextsoallthatneedstobeaddedisthedateandthemewhenfinalized: 1. Generalcampus facultyandstaff 2. Studentsingeneral 3. Studentsgroups participateincompetitions 4. Alumni 5. Athleticsupporters 6. Community participantsinparade 7. Community RebelRedDay,GameDay,Adopt a schoolpr B. Oncethewebsiteislivewiththedateandscheduleofevents(earlyMay)sendoutSavetheDate electronicmessagestoallconstituents 5. Identificationofbrandandtheme howused A. Tocreateaconsistentexperienceforguests,theHomecomingGraphicwillusedannually.The graphicmustbeused asmuchaspossibleandappropriate onallhomecomingmaterialsorany universitysponsoredmaterials. B. Athemewillbeselectedannuallytohelpdefinethestudentcompetitionandprovidesome programmingunity.asacollaborativeeffort,allconstituenciesarehighlyencouragedtoutilizethe themetocreateaconsistentparticipantexperience.though,thethememaynotalwaysbeapart ofpublicityefforts,particularlyforexternalconstituents. 1. InFebruary,theRebelPrideCouncilHomecomingCommitteewillbrainstormalistof5 possiblethemesforhomecoming. 2. InFebruary,thelistwillbesharedwiththeHomecomingCommitteethatwillnarrowthe listofpotentialthemestothree(submittedthemesmaybealteredslightlyinthisprocess). 3. InMarch,RPCwillseekstudentbodyinput(viasurveyorothermethods)andidentifythe students topchoice. 4. TheHomecomingCommitteewillreviewandsharewiththePresident,VicePresidentfor StudentAffairs,andVicePresidentforUniversityAdvancement. 6. Identificationandschedulingofweeksactivities A. InFebruary,thehomecomingcommitteeshouldbegintoidentifytheweek sevents.whilethe datesmaynotbeknown,canidentifyactivitiesforeachdayoftheweek. B. IdentifygroupsnotrepresentedontheHomecomingCommitteethatmaywanttosponsorevents orassistwithplanningmajoreventsandinviterepresentativestohomecomingmeeting. C. ByMarch,themajoreventsforthescheduleshouldbeset.Coordinationresponsibilityaswellas fundingsourcesshouldbeassignedtoeachevent. D. ByMay,thecalendarshouldbefinalizedwithdates,times,andlocationsandpostedonthewebas partoftheearlysavethedatepublicity.
6 7. Adopt a schoolprotocol 8. Selectionofparadeparticipantsandgrandmarshal A. InFebruarytheHomecomingcommitteewillbrainstormalistofpotentialgrandmarshalsthatare consistentwiththetheme,university,local,ornationalcurrenteventsandbringrecommendations tothepresident. a. ThetopAlumniawardwinnersshouldalwaysbeallocatedaconvertibleintheparadeand areoftenconsideredforgrandmarshal b. ApprovedGrandMarshalsshouldbecontactedassoonaspossible(byMay)todetermine availability.ifthetopchoiceisnotavailable,thenextnameontheapprovedlistwillbe contacted. B. InMarch,theHomecomingcommitteeshouldidentifypotentialparadeparticipants: a. UNLVandAlumniVIP s b. Campusgroups(studentcompetition) c. Communityorganizations(RebelStarzz,MarchingBands,CorvetteClub,etc) d. GrandMarshals 9. ProtocolforinvitingexecutivesandVIPstoevents A. InApril,oncedates,times,andlocationsarefinalizedtheChairwillprovideinformationtothe Cabinetandadministrativeassistantstoensuredatesareontheappropriatecalendars. B. InSeptember,atleastfourweekspriortoHomecoming,theworkingcommitteewillcollaborateto draftcomprehensiveitinerarieswithspeakingpoints(ifapplicable)forappropriatecabinet members.thechairordesignatedcommitteememberwillsharethese,copyingadministrative andspecialassistants. 10. Centralizedcoordinationforcommunication A. InApril,theHomecomingcommitteewilldevelopcomprehensivesavethedatememosforphoto services,marchingband,cheer,rebelgirls,heyreb,andselectedathleticcoaches. B. InSeptember,alloftheabovewillreceiveacomprehensivefinalizeditineraryforeachevent. 11. Reservationoffacilities A. InApril,theresponsiblecoordinatorforeacheventwillmakeroomandmarketingspace reservations.itisadvisedthatalumniandocedreservespaceforancillaryeventstoensurespace isavailableandreleasethereservationtothesponsoringgroup. B. BySeptember,theset uprequestswillbefinalizedforeacheventandreviewedagainatleastone weekbeforehomecomingweek. 12. Homecomingpublicityandmediacoverage A. Directmail/electronicmail a. Alumni flash andinvitationmailer b. FacultyandStaff UNLVOfficialandflyer/postcard c. Students RAVE,Hobsons d. Athleticsupports electronicandprint
7 e. Donors UNLVImpacts f. OLDMsandcommunityleaders UNLVImpacts B. Advertising a. RebelYell b. RJ c. Weeklies d. Radio e. SportsMarketing anygameadvertisementsindicateitishomecoming f. EarnedMedia g. Communityeventcalendar h. Facebook C. Collateral a. Posters b. Tabletents c. Banners d. Plasmascreens e. TropicanaMarquee f. T shirts g. Give aways h. Website D. Publications a. UNLVMagazine b. AlumniNewsletter c. InsideUNLV d. Collegenewsletters E. Web comprehensiveforallaudiences a. MaintainlistofpastHCthemesandwinnersandphoto/videogalleryofpastevents b. PagesforStudentHandbookwithdetailsrelatedtoparaderoute,etc c. Calendarofeventswithlinkstoeventpagesandphotos/videosofpastevent i. Includeancillaryeventstoo(college,athleticalumnievents,etc) ENHANCEMENTS A. PriorityenhancementideasrelatetotheneedforgreaterawarenessofHomecoming;inparticular thereshouldbeobvious,visualindicationsoncampus,inthesurroundingcommunity,andatsam BoydthatitisHomecoming.Initiativesinclude: 1. Lightpolebannersoncampus(andonMarylandParkway) 2. Stadiumdecorations largebannersandballoonsatsamboydstadium 3. RebelRedDaycampaignoncampusandinthecommunity 4. Spiritgive awaysatthestadium 5. Decalssenttosurroundingandalumnicommunitybusinesses 6. Largebannersatthethreemainentrancestocampus(ortrafficsigns) 7. Officeandwindowdecoratingcompetitions B. EnhancetheCampusHomecomingRallyandPicnic.Needtocreateatraditionthatunitesthe entirecampus faculty,staff,andstudents.needtobeabletoprovidefoodandincreasethe activities(entertainment)duringtherally. C. IncreasenumberandvisibilityofColleges,Athleticteam,Greeks,andotheraffinitygroupsor alumnireunionactivitiesduringtheweekofhomecoming.increasestudentgroupssponsoring
8 studenteventsduringhomecoming.involvementequalspublicity,publicityequalsmore involvement. D. Futureadditions(fiveyearplan)include: a. Universityopenhouse invitealumni,families,communitiestocampus
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