Duke Send-Off Parties Webinar

Welcome and thanks for joining us Duke Send-Off Party Webinar Overview - 10 minutes Q&A - 20 minutes Erica Gavin ’96 Liz Jackson Kate Kemery Chris O’Neill ’95 Dave Schmidt ’07 Nicole Silvanic Angela Karl – Operations Coordinator Duke Alumni Association Regional Directors

Forever Duke Send-Off Party Send-off Parties bring the DAA’s mission, “to engage, connect, and celebrate…”, to students, parents, and alumni at start of each new school year Held annually worldwide DAA and other campus staff try to attend most parties Host and staff say a few words of welcome Incoming and current students introduce themselves

Scheduling Your Party Who’s Invited Role of DAA Role of Host Role of AAAC/Region Publicity Timeline Planning Your Event

Scheduling Your Party DAA schedules all parties between the last week of June through the first week of August Day of week and time of day vary from region to region The parties generally last about 2 hours DAA finds party host if area has at least 8 incoming students DAA works with AAAC chair to coordinate logistics of party, and involvement of the local AAAC interviewers

Incoming first-year students and their parents Incoming undergraduate transfer students and parents Current undergraduate students and parents All alumni (in almost all areas) AAAC interviewers Other volunteers Exceptions- cities where numbers are prohibitive (such as Manhattan and Durham) No incoming graduate or professional students Who’s Invited

Recruit hosts Hosts make the parties more personal and cost effective whether held in homes or other venues Hospitality provided by the host is key to a welcoming atmosphere Handle all publicity Set up online registration site Keep host informed of registration numbers Provide package of Duke supplies to host Send staff member to attend (in most cases) Role of DAA

Provide venue Provide refreshments– light snacks and sodas, no alcohol Approve invitation drafted by DAA Take attendance if no staff is present Make welcoming remarks, to all, especially newest members of Duke family Role of Host

Leadership attends and encourages attendance among volunteers AAAC volunteers personally invite matriculating students Include party information in regional e-newsletter Registration provided on regional website Role of AAAC/Region Page 1 of 2

Include on regional Facebook group (if applicable) FB post direct people to register on website, not through FB Volunteers promote volunteer opportunities at the event Volunteers be prepared to answer questions about their volunteer role and about Duke in general Role of AAAC/Region Page 2 of 2

All send-off parties are listed on the DAA website Links to all registration sites Registration is done primarily through regional websites, regional Facebook groups and on Duke Pass for incoming students Incoming students and parents receive invitation Parents also receive a letter from a DAA student intern Reminder sent to incoming students and parents Publicity

Current undergraduate students receive invitation General sent to entire student body Reminder e- mail is sent Alumni and parents of current students receive an At event, announce upcoming events and volunteer opportunities Publicity

Timeline Early spring- hosts are selected and dates set 5 Weeks out- host is asked to provide details for invitation and to approve 4 Weeks out- invitation sent 3 weeks out- Box of supplies sent to host 2 Weeks out- Regional staff makes intro of host to attending staff 1 Week out- Regional staff sends updated RSVP list to host Day after- report attendance and provide feedback on host

Q&A Session Forever Duke