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USC&A - Fraternity and Sorority Life Virginia Commonwealth University 1.

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Presentation on theme: "USC&A - Fraternity and Sorority Life Virginia Commonwealth University 1."— Presentation transcript:

1 USC&A - Fraternity and Sorority Life Virginia Commonwealth University 1

2 For all members to understand the process of how guest lists are created and why they are important. 2

3 The next few slides each have a specific question on them. After each question is read write down on a separate sheet of paper the first persons name that you think of. Do not share your answers with your neighbor. Do not blurt out your answers. 3

4 Who was that guy/girl at your last social event ? 4

5 Who is the person that always starts something at your event? 5

6 Who is the person who breaks things at social events? 6

7 Who is the person who always comes, but no one remembers inviting? 7

8 We may love, laugh, care and hold these people close, but why are we still laughing? Are the men and women that are listed on those pieces of paper worth it? Should we prevent these individuals from attending social events? Could any of their behaviors jeopardize the future of our organization? 8

9 The chapter will now vote by hand on whether or not the names that have been collected on the separate pieces of paper should be included on the guest list for the next social event. The results will be shared at the end. 9

10 Inviting People Guest List Options Choosing the Best Option Making it Happen Questions Resources 10

11 Follow what is stipulated in your inter/national guidelines. If your organization does not have specific guidelines for the number of guests consult with your chapter advisor about what would be an appropriate number for the event. Some organizations use 4 guests per member i.e. Alpha Beta Members/New Members = 50 Alpha Beta can invite 200 guests to the event. If all guests and members/new members attend there will be 250 people at the event. 11

12 The guest list should have specific names and birthdays of all non-members and members who have been invited to the event. A separate guest list should be developed for each social function. Do not make a guest list with the entire student bodies names listed on it. Do not put random or fictional people on your guest list. (i.e. Barack Obama, Bugs Bunny, Etc.) 12

13 When making guest lists there are different options. The next few slides will present some of these options. As each option is explained think about which method might work best for the chapter. 13

14 Post a list on the organizations bulletin board, online, or create it during a meeting. Each member and new members name who will be attending the event should be included on this list. Next to each member and new members name there should be a specific number of spots for the number of guests that each member is allowed to invite to the event. 14

15 The list should be finalized a minimum of 24 hours in advance. After the list is finalized it should be typed and printed out for use at the door to event. It is suggested that you have a check-in and check-out time listed next to each name so that you can keep track of who came to and is at your event. 15

16 Guest Name and Birthday ___________________ Member/New Member Name Rodney Ram04/24/88 Lois Lane09/29/87 John Doe 12/25/88 16

17 Have A Nice Day Café - Social Event Friday, October 14, 2009 9:00 p.m. - 1:00 a.m. #Last NameFirst NameDate of BirthInvited ByTime InTime Out 1RamRodney4/24/1988n/a 2LaneLois9/29/1987n/a 3GriffinPeter9/26/1977Lois Lane 4DoeJon12/25/1988n/a 5JordanMichael2/17/1963Jon Doe 17

18 Another method of creating a guest list is to utilize numbered invitations. In this option each member would be given a certain amount of invitations for the event. The invitations should be printed professionally, or made in a way that they cannot be easily copied. Keep a list with each member and new members name on it and the numbers of the specific invitations they were given. The members of Alpha Beta invite you to a social event at Nara Restaurant Friday, April 10, 2009 9:00 PM - 1:00 AM IDs WILL BE CHECKED AT THE DOOR Cash Bar for guests over 21 years of Age #144 Sample Invitation 18

19 On the night of the event, keep the sign-in sheet at the entrance. When a guest arrives write the name of the guest next to the invite/member number when it is turned in. Invitation List Member NameGuest Name Ellen Sue#001 _____________ #002 _____________ John Jay#003 _____________ #004 _____________ Sally May #005 _____________ #006_____________ Scott Hill #007 _____________ #008_____________ Eli Green #009 _____________ #010_____________ 19

20 Can we use Facebook to create our Guest List for an event? 20

21 YES 21

22 Before you decide to use this option please make sure to use your head and think the entire event all the way through. Make sure that you have also submitted all of the correct paperwork for the event to your governing council as well any necessary items required by your inter/national organization prior to posting. 22

23 Before creating an event. Make sure that your event is in accordance with and does not violate any of the following: All of your inter/national organizations Risk Management Policies and Procedures. The Fraternity and Sorority Governing Councils Risk Management Policies and Procedures. All applicable laws of the city, county, state, and federal government. 23

24 Creating the event Event Description It needs to be accurate and in good taste. Remember to be responsible as the invitation may be made public by those who are invited to your event. Make sure it is not conveying or inferring that you are holding an event that is violating your policies or your governing councils policies. 24

25 Event Description All events should be specific and never a reoccurring group. There should be a specific time and location for the event listed. Do not make a group like my fraternity and/or sorority parties or one that could represent your organization intentionally or unintentionally and attempt to use it as a guest list. 25

26 DO NOT let guest invite their friends of bring others to your event. Enable the wall so questions can be asked about the event prior. DO NOT enable photos or videos. Make sure the event type is closed. The chapter officer responsible should control the guest list and there should be no open invites. DO NOT choose to the show the event within networks, or make it searchable. 26

27 Remember only invite friends, or people included in your network. Remember no more than the agreed to set number of guests per member. If those you have invited decline you can add more, but you should only do this to fill the vacancies. 27

28 When using this option make sure to provide the person overseeing the facebook event with the names of people that you would like to have invited to the event, so that they will know who to invite. Remember to print out the guest list and to keep a back-up copy stored on a computer. After the event is over make sure to take it down. 28

29 Why do we have guest lists? What are the important items that we need to remember when making guest lists? Which guest list option(s) makes the most sense for my organization? Who is not invited to our organizations next event as a result of the chapter vote? 29

30 30

31 FIPG Policy 4d4ca5614e8525734b007b08a4/$FILE/FIPG%20Policy%20July%202008.pdf Fraternity and Sorority Governing Councils VCU Risk Management Policies and Procedures Pi Kappa Phi Fraternity Social Event Planning Guide 2009 31

32 For more information or support please contact: USC&A Fraternity & Sorority Life Office 907 Floyd Ave., Room 014 Richmond, VA 23284 Phone: (804) 828-4685 Email: Web: 32

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