RUNNING AN ALUMNI EVENT

Transcription

1 TOOLKIT FOR ALUMNI RELATIONS RUNNING AN ALUMNI EVENT Events are usually integral to any alumni relations programme. A varied events programme can have broad appeal and help to engage alumni with the work of the department and the University, and encourage them to volunteer their time, or to make a donation, in support of department activities. THE ALUMNI OFFICE UNIVERSITYOF OXFORD

2 EVENT TYPES Alumni events typically fall into the following categories: Academic events A lecture or presentation by a member of academic staff on their current research, or a broader seminar given by a member of senior staff on current department priorities. Academic content can be supplemented by some sort of social element, such as drinks or dinner. For departments new to alumni relations activity, there is the option to include a department session at one of the larger University Meeting Minds events. These events aim to emphasise the international scope of the University and its alumni, as well as to provide a varied core programme of academic content. Included in this stable are: Meeting Minds: Oxford Alumni Weekend (annual each September) Meeting Minds: Alumni Weekend in Asia (biennial alternate year to North America. March). Open to all alumni, with a particular focus on attracting alumni from across Asia and Australasia Meeting Minds: Alumni Weekend in North America (biennial alternate year to Europe and Asia. April) previously known as the North American Reunion Meeting Minds: Alumni Weekend in Europe (biennial alternate year to Oxford in Asia and Oxford in North America) - previously known as the Oxford European Reunion UOAO also runs a number of one-day events in various locations around the UK each year, with a smaller-scale academic programme drawing on regionally-appropriate themes. Professional networking events Events aimed at providing current students or alumni with advice on career choices and paths following on from a specific degree subject. Networking events can be formal, with a speaker or theme, or informal over a meal or drinks. These types of events are likely to be especially attractive to recent graduates and younger alumni. UOAO runs 6-8 professional networking events each year, and is happy to collaborate with individual departments to offer a joint event, or provide advice on the best format,, etc. Family-orientated events A number of departments run family-orientated events such as garden parties or picnics, to attract a younger demographic. Student life-cycle events From welcome events, to Christmas parties and end-ofcourse celebrations, engaging current students with your alumni programme can be crucial to preparing the next generation of alumni for why (and how) to stay involved with Oxford.

3 EVENTS CHECKLIST To successfully manage an alumni event, there are a number of steps that event organisers should follow; this list is intended to provide some suggestions for good practice. The timescale for planning events will be individual to each event. Some major events should be planned at least a year in advance, while others can be planned within a few weeks. It is always advisable to start your event planning as early as possible. Key considerations Think about the aims of your event as well as what represents success. Fully-booked? Breaking even/making a profit? Positive feedback? Some other driver? Confirm the event date, time,, and catering (as appropriate) as early as possible, as well as confirming content and any speakers Identify the lead organiser, others within the department who will be involved, and whether or not you plan to recruit student or alumni volunteers For invitation-only events, and particularly those requiring clearance, make sure that you communicate/gain permission for invitees and circulate acceptances to all relevant parties (e.g. colleges, the UODO fundraising team, key academic colleagues, etc) For events open to all, we d still recommend circulating information about your event and then who has booked to relevant colleges and other colleagues Do your sums! Work out the cost and set ticket prices accordingly we recommend always charging for an event as a fee puts a value on the event, provides budget and also elicits commitment from the alumni bookers (fewer no-shows and last-minute cancellations for charged events versus free events). If you are subsidising the ticket costs don t forget to tell alumni this. How are you planning to manage bookings? Will you be using third-party software? Most alumni expect to be able to book online with a secure payment service How will you publicise events which are open to all? marketing? Inclusion in print publications? Don t forget you can ask the University Alumni Office to help you with promotion for inaugural events, or in cases where you don t have a mailing list. Make sure that you ve considered any additional requirements, such as AV or disabled facilities. Is the content of the event something that would make a good podcast? Don t forget the post-event follow-up (for example, thank you notes to speakers and volunteers, feedback surveys and communication with attendees) We d recommend that you give alumni at least 6 weeks notice for any event, although do be aware that many alumni don t book until the last minute...

4 SUGGESTED TIMELINE The following timeline represents a relatively comprehensive checklist for an alumni event with academic and social elements: 3 6 months before event: Determine the goal of the event e.g. celebrating a special occasion such as a building opening, or a retirement, or enabling alumni to connect with the faculty, etc Draft a timeline for key tasks and deadlines Prepare an event budget to keep track of spending Check the External Affairs Portfolio calendar for potential date clashes Research possible s, taking into account considerations such as availability, capacity, costs, layout and transport links Agree a suitable and date Develop the timings for the event Identify and approach a suitable speaker, if required Review, sign and return any contract Determine the cost of the event for attendees Circulate a save the date notification 2 3 months before event Promote the event your website and via social media channels Identify and invite any relevant VIPs Send out invitations ( and/or postal) and set up an event registration facility (if ) Monitor replies Confirm, in writing, the date and with the speaker and key stakeholders Arrange a photographer, if (professional or volunteer) and make sure you include information about this in your event joining instructions to attendees Check on room layout and accessibility issues Complete a risk assessment if required for the Contact speaker to determine AV and other equipment needs. Arrange a technician to be present, if Investigate catering options, including menu and drinks selection Book entertainment and submit deposit if needed Consider room decoration, such as any flowers or banners etc

5 4 6 weeks before event Finalise menu and other catering decisions Reserve parking at and check details for disabled parking Undertake a first draft of the running order for the event (e.g. times for arrival, set-up, registration, drinks, guest lecture, dinner, thanks from the Chair and departure) Send an reminder to members and other guests Continue to track registrations Identify volunteers to help on the day 1 2 weeks before event Send a final reminder to alumni to secure late bookings Close booking for the event and chase any outstanding payments Confirm volunteer assignments and roles Finalise arrangements with the speaker (if ) Finalise attendee list Produce name badges Create any signage required (registration, directional) Produce table plan (if ) and send on to Contact / caterer with final numbers Arrange for delivery of any materials to the Finalise the running order Develop a post-event survey if appropriate On the Day Circulate contact list with mobile numbers to all staff/ volunteers Meet contact and undertake final room checks Test AV equipment and meet technician, if Meet musicians/ other entertainment, if Organise registration area and name badges Put up signage Relax and enjoy your event! After the event Thank you letter to the speaker, chair and any VIP guests, if Create final attendee list with updated contact information for the file Send evaluation survey and collect feedback Ask speakers to submit expenses claim form if Finalise budget and pass all invoices for payment Related Toolkit documents Contacts and resources