YOUR ROLE

THE ROLE OF
THE ALUMNI OFFICE

Suggest a concept to the Alumni Office

Determine format of event (theme, activities, etc.)

Determine venue, presenters, entertainment, catering

Finalize budget and pricing structure

Provide guidance on event format and venue

Sign contracts

Discuss concept with Alumni Office

Work with Alumni Office to decide target market (based on appeal and budget)

Approve final design

Develop invitation

Finalize market targeted for event

Coordinate printing and mailing

Consider alternative methods of promotion

• word of mouth; 
  telephone trees

• e-mail

• local press

Recruit other alumni volunteers to help with the on-site event  management if you feel you would like assistance 

Review every detail to make sure it will go smoothly

Consider alternative methods of promotion

• mass e-mail

• student callers

• reminder postcard

• promotion to university traveling staff
  

Review budget in relation to RSVPs received

Create a schedule of operations for event

Send or deliver a camera for event photos

Prepare payment for all contracts

Send or bring all UVM materials needed for event (sign-in sheets, assessment form, banners, pens, UVM window decals, etc.)

Write thank-you notes to all who helped 

Complete Event Assessment Form and judge the success of your event 

Return all remaining materials to the Alumni Office

Pat yourself on the back for a job well done!

Print event summary in the Vermont Quarterly magazine 

Post event photos on the alumni website 

Thank organizer(s) for a wonderful event