Duke Women’s Forum Neighborhood Coffees Webinar

Welcome and thanks for joining us! Duke Women’s Forum Neighborhhood Coffees 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

Duke Women’s Forum Neighborhood Coffees Informal events bringing together Duke alumnae close to where they work or live Held successfully in almost all cities with Women’s Forums Locations may host luncheons or happy hours rather than Coffees.

Identify date range and neighborhoods Identify potential host Each host selects date Publicity During and after the Coffee Timeline Planning Neighborhood Coffees

Identify Date Range and Neighborhoods Local steering committee identifies date range and neighborhoods for Coffees at least six weeks ahead of time Clear calendar with regional leaders to avoid conflict with other Duke events in region during that period

Identify Potential Hostesses Page 1 of 3 Coffees may be held in private homes or in public locations like restaurants In public places, a private room is recommended unless the event is to be happy-hour style Alumnae tend to prefer to go to a private home for a Coffee Young alumnae more likely to attend at a restaurant or bar Local steering committee identifies potential hosts in the specified neighborhoods willing to host the expected group

Host Having a Coffee in Her Home May elect to provide all the food Attendees could be asked to bring food or drink Steering committee could identify co-hosts from that neighborhood to pitch in for food and drink Amount of food and drink varies widely from group to group Plates of appetizers or finger food Veggies and dip Cheese & crackers Soft drinks, wine and coffee/tea Identify Potential Hostesses Page 2 of 3

Coffees in Restaurants (Different Models) Everyone pays for their own food Host purchases platters for everyone to share Attendees pay for their own drinks All Alumnae Are Welcome Hosts should represent varying class years, professional schools and affinity groups Co-hosts market the Coffee to their local Duke friends to increase publicity Identify Potential Hostesses Page 3 of 3

Host in each neighborhood chooses a date from the range Programming for the Coffee not necessary, intended for people to get to know one another Others discuss a single topic such as “What would today’s you advise the you who was a freshman at Duke?” or “What is your best memory of Duke?” Avoid political or topical discussions Each Hostess Selects Date

Get your Coffee events on the official Duke calendar and coordinate with DAA to send invites with information about coffee Some hosts will not want their home addresses published online, in which case you should list the Coffee’s location as “the home of Jane Smith in Durham” and then provide responders with the specific address after they RSVP Local Forum leaders should make a list of the zip codes to be included in each neighborhood and send these to DAA to send invitations to all Duke women in the relevant zip codes Publicity Page 1 of 3

If possible, include in the information about ALL of the Coffees in your region to give people a choice of which to attend In some regions, DAA sends entire mailing list organized by zip code to regional leaders Regional leaders or hosts can follow up mass invitation by ing only their neighborhood residents to publicize that neighborhood’s Coffee and personally invite each alumnae to attend Create easy way for alumnae to RSVP Provide a link to register/RSVP online in the invitation If host wants RSVP’s sent to her, provide that info Publicity Page 2 of 3

Post Coffees’ Details Regional Duke website Duke Women’s Forum page Social Media (Facebook, LinkedIn, etc.) Send reminder to RSVP’s two days before the Coffee Publicity Page 3 of 3

Keep a sign-in sheet and assign different people to ensure everyone signs in After the Coffee, provide DAA with names of attendees, for tracking and improving alumnae engagement; provide names to the Women’s Forum chair as well Send a thank-you to all attendees including encouragement for them to host a Coffee in the future Chairs/steering committees should personally thank each host the morning after the Coffees either by phone or During and After the Coffee

Timeline 6 Weeks Out - Set date range and neighborhoods for Coffees 5 Weeks Out - identify hostesses and locations 4 Weeks Out- Pick specific dates and begin publicity 4 Weeks Out - Send info to DAA to set up Morning After – Attendance list to DAA and WF Chair Morning After- Follow-up to attendees and thank you or call to hostesses

Thank you! Forever Duke