Event Planning & Marketing UK Alumni Association Club Leadership Training Sept. 10 – 11, 2010

Presentation Overview Basic Event Planning Important Role of Alumni Club Events General Steps to Plan an Event Last Minute Details & Tips Sample Club Events Calendar Important Dates (all tentative) How To … Guide Requesting Marketing Broadcast E-mails Invitations Calendar Postings / Online registration Using other sources (Facebook, Twitter, etc.)

Alumni Club Events An Important Role Alumni Clubs play an important role in carrying out the mission – connecting alumni with each other and the University Each club determines its own programming and this will vary by area/alumni/size of chapter Successful events take committed volunteers, and close attention to logistics and details

General Steps To Plan An Event Decide on Event Type & Purpose Consult guest speaker schedule, if applicable Choose date & time Determine Venue Plan your budget Choose member & nonmember costs Setup catering and any entertainment Work with the UKAA to determine event marketing Setup agenda Select décor Confirm entertainment, speakers, catering, venue setup Enjoy your event!

Last Minute Details 2 Weeks Prior Confirm any guest speaker travel arrangements Collect all materials needed – décor, programs, nametags, giveaways, etc. Notify caterer of counts, whether higher or lower than guarantee 1 Week Prior Confirm final guest list Make nametags, seating chart if necessary Confirm volunteers Event Day Arrive early, and encourage other volunteers to do so as well Check venue setup, any audio/visual equipment Setup décor Relax and smile! Make each guest feel welcome.

On Keeping Guests Happy Things to Consider On Selecting a Venue Choose a location friendly to all in your group. Avoid private clubs. Select a centralized location. On Decor Choose items you can use again! On Keeping Guests Happy When serving food, always have a vegetarian option. Make sure the venue is handicap accessible. Always have help! Ask volunteers to assist with event planning. Divide up duties/roles – i.e. taking R.S.V.P.s, setting up catering, décor, etc. After the Event Send thank you notes to any speakers, volunteers, etc.

Possible Club Events Calendar Fall Football Game Watch Parties/ Bus trips to a game Cats for a Cause events Club Dinner / Speaker College fairs or preview nights participation Winter Holiday party or progressive dinner Basketball game watch parties / trips to a game DanceBlue letter writing campaign Spring SEC/NCAA game watch parties Speed networking / career event Scholarship fundraiser Kentucky Derby party Present book awards Summer Baseball outing Student send-off

Important Dates ALL TENTATIVE and subject to change 2011 DanceBlue letters: due Jan. 28 2011 Derby party: details due by the end of February 2011 Student Send-off details due by mid-June, unless hosted in Spring (due mid-March). 2011 Cats for a Cause: Sept. 30 – Oct. 9 (may vary based on football schedule) 2011 Club leadership training – will be announced once football schedule is released and the fall board meeting is set.

How To … Guide Refer to your club leaders handbook for ways to plan… Kentucky Derby parties Student send-offs Game watch parties Baseball outings Bus trips Club meeting / dinner … and More!

Event Marketing Assistance Invitations Broadcast E-mails Calendar Postings / Online Registration A comprehensive marketing plan helps to ensure the success of your events. Use any combination of the marketing services offered by the UK Alumni Association.

Timeline for Marketing Keep in mind the following deadlines for assistance with marketing events…. 10 weeks minimum for invitation design 72 hours (3 business days) for broadcast e-mails 72 hours (3 business days) for online registration

Broadcast E-mails NEW PROCEDURE  when requesting marketing for event, e-mail details to appropriate staff person Be sure to send complete information (this will insure that your request is processed in a timely manner) When requesting, be specific about your audience. Members vs. members & nonmembers Young alumni (defined as graduates of last 10 years) Make sure your message is clear! The text should sound fun and exciting so that people want to attend your event!

Invitations Invitation designs… allow 10 weeks from the time you request invitations to the day of the event Before asking for design, have everything together – including copy for the invite, any logos you need on the invite, final date, time, location, any speakers, etc.

Calendar Postings Send request to appropriate staff person Online registration is available Unique URL’s are available (i.e. www.ukalumni.net/fayettegolf) To access online events calendar… Visit www.ukalumni.net Click on Events & Activities Click on Events Calendar

Social Networking Facebook Can be a great tool for reaching alums, promoting events Many clubs have created their own Facebook groups or pages Encourage members to join the UK Alumni Association Fan Page Twitter Many clubs also have Twitter pages they use to communicate with alums The UK Alumni Association has its own Twitter page @kentuckyalumni *Please be aware of the use of the UK Alumni Association logo on your social networking pages or any other communication coming from the club.

Housekeeping Items Insurance policy – p. 50 in handbook Alcohol policy – p. 51 in handbook UKAA maintains liquor liability insurance coverage for its employees, officers and directors Includes coverage for any alumni club and its “members” while acting as volunteer workers on behalf of the UKAA as long as 3rd party vendor serves the alcohol Insurance policy – p. 50 in handbook Our policy specifically: Excludes coverage for any separately incorporated alumni club Notes the coverage is for a non-profit educational association Extends coverage to include “members” while acting as volunteer workers on behalf of the UKAA

Hints on Communications Less is more! The earlier, the better! Events in which a majority of our clubs participate have templates for invitations… Kentucky Derby Parties Student Send-offs Cats for a Cause Game Watch Parties

More Tips Deadlines matter!!!! Give plenty of lead time and be prepared with your requests. Don’t hesitate to ask questions or for assistance. Deadlines matter!!!!