Alumni Chapters
TIMELINE FOR PLANNING A UVM EVENT
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YOUR ROLE |
ALUMNI OFFICE ROLE |
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IDEA |
At Least 12 Weeks Before Event:
1. Suggest a concept to the Alumni Office, considering other events planned in the area
2. Determine format of event (theme, activities, etc.)
3. Determine venue, presenters, entertainment, catering and fill out the top of the Event Overview
4. Discuss budget and pricing structure |
At Least 12 Weeks Before Event:
1. Finalize budget and pricing structure
2. Provide guidance on event format and venue
3. Sign contracts |
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MARKETING |
At Least 10 Weeks Before Event:
1. Discuss marketing plan with Alumni Office
2. Work with Alumni Office to decide target market (based on appeal and budget)
Note: Anticipate 3 weeks to finalize design and print and an additional 3 weeks for delivery
Consider alternative methods of promotion
· Word of mouth
· Telephone trees
· E-mail
· Local press
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At Least 10 Weeks Before Event:
1. Develop invitation
2. Finalize market targeted for event
3. Coordinate printing and mailing
Note: Anticipate 3 weeks to finalize design and print and an additional 3 weeks for delivery.
Consider alternative methods of promotion
· Mass e-mail
· Student callers
· Reminder postcard
· Promotion to university traveling staff
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PREPARE |
At Least 4 Weeks Before the Event:
1. Recruit other alumni volunteers to help with the on-site event management
2. Review event details to make sure it will go smoothly
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At Least 4 Weeks Before the Event:
1. Adjust marketing and event plan in relation to RSVPs received
2. Prepare payment for all contracts
3. Send or bring all UVM materials needed for event (sign-in sheets, banners, pens, UVM giveaways, etc.)
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FOLLOW-UP |
Week Following Event:
1. Send thank-you notes or emails to all who helped
2. Assess the success of your event and provide feedback on improving it in the future.
3. Provide event summary for the website and Vermont Quarterly magazine
4. Pat yourself on the back for a job well done!
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Week Following Event:
1. Print event summary in the Vermont Quarterly magazine
2. Post event photos on the alumni website
3. Thank organizer(s) for a wonderful event
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(for UVM staff)