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

2. 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 s
Invitations
Calendar Postings / Online registration
Using other sources (Facebook, Twitter, etc.)

3. 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

4. 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!

5. 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.

6. 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.

7. 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

8. 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.

9. 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!

10. Event Marketing Assistance
Invitations
Broadcast s
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.

11. 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 s
72 hours (3 business days) for online registration

12. Broadcast s
NEW PROCEDURE  when requesting marketing for event, 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!

13. 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.

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

15. 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.

16. 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

17. 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

18. 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!!!!