Triangle - Alumni Event Planner

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Alumni Event Planner

At least 6 months in advance of the event, get a group of 3-7 people who want to have an event. Preferably undergraduate and alumni participants. At the first meeting decide what event you would like to have and gain Chapter's approval of the plan. Make sure that the event is (a) fun, and (b) attractive to the audience you are trying to get.
Generally, many alumni prefer to do something that is integrated with a school event that they find attractive:
- Homecoming
- Graduation
- Reunion
- "The Big Game"
- Parent's Weekend
- Greek Week
- Spring Carnival
- Speaker/seminar
- Any other alumni event
Six months in advance, advise of initial program in broad strokes - "Hold this date for _____, details to follow . . ." To do this you can use:
- Postcards
- Chapter Newsletters
- Special Alumni Newsletter
- Triangle Review
- Phone Chain (could be a chapter project)
- Letters
Make sure to ask for personal information with announcement -- name, new phone number, new address, e-mail, interesting facts about yourself, recently married, new job, etc.
Plan details of event (6 months in advance) with a view towards salability and cost:
1. Find a Hook
  - Our experience indicates that athletic events are good draws whether professional, school run, or chapter run.
  - Chartering anniversaries and Founders' days are popular.
  - National award presentations (Triangle Wall of Fame, Triangle Service Key, Triangle Citation, Outstanding Alumnus) can be used as a central focus for an alumni event.
  - Host an event in conjunction with Regional Workshop, Leadership School, or Convention.
  - Honor special members from your chapter
  - Class or "family" (big brother chains, pledgefathers and sons, etc) dinners
  - Other events that give a good flavor -
    - Saturday/Sunday breakfasts or lunches Golf Tournaments
    - Undergraduate/Alumni Sporting Event (consider having a permanent trophy to honor the victors)
    - Special alumni ritual with recognition pin
2. Implementation of the Planned Event
  - Reserve a block of hotel rooms at cost appropriate to your group and event
  - Plan and book culmination event preferably convenient at same place
  - Decide -- price; menu; favors (glassware, t-shirts, other items); type of dress (casual, formal, semi formal); who is welcome to attend (brothers only, wives, girlfriends, family members, children)
  - If a Saturday event is planned, there should be a Friday event. Examples:
    Reception in hotel suite (booked by planners) as part of event from 6:00 p.m. - 8:00 p.m., then off to a no-host dinner, or dinner on your own
    Reception at chapter house followed by a dinner at the chapter house.
    Groups of alumni get together for dinner on their own and stop by the chapter house.
  - Buy blocks of tickets for the event - include in one package price with other/all events which should also be priced out separately. Event favor included in price.
  - Designate an official photographer to take formal group and candid shots
  - Organize culmination event program including: Head table or not? Who sits at head table? Master of Ceremony; Entertainment (dj/band); Awards; Speakers; Oath; National Anthem; Introduction of special guests; Songs
Organize Committee - 6 months in advance:
- Chairman
- Program Coordinator
- Treasurer
- Publicity
Announce Specifics of Event - 3 months in advance:
1. Any communication to alumni should include update of specifics for the event from time of announcement till time of event so as to increase attractiveness and awareness of event.
2. List those who have committed to event and possibly a "maybe category".
3. Send out specific announcement of all events, costs, registration form, time, date, place, and final date for registration. Either include this in a separate mailing/invitation or on a separate page in the alumni/chapter newsletter.
  - Responses and fees should be sent to the treasurer by a certain date which should be clearly stated in the announcement.
2 Months in Advance:
1. Make any final arrangements
2. Hire the entertainment
3. Follow up on attendance - Is it meeting or exceeding the scope of the event that was planned? Consider modifying the event if required.
  - Have active chapter phone alumni
  - Have alumni chapter phone alumni
  - Call presidents of previous pledge classes and convince them to call their pledge brothers
4. Encourage undergraduate attendance which is important for alumni event by possibly discounting/subsidizing event by alumni.
5. Invite school officials at no charge, and possibly ask them to speak at the event.
6. Invite national representatives - Councilmen, Field Directors, Consultants, Education Foundation members, BLF Members, Office staff - and ask them to speak.
7. Make arrangements to secure event favor
8. Finalize all meal functions and arrange for cash bar
9. Confirm block of tickets for event
10. Consider an audio visual presentation of Fraternity activities
30 Days in Advance:
1. Constant coordination with chapter, alumni, hotel, restaurant, etc.
2. Confirm attendance of speakers and VIPs
3. Confirm band and photographer
4. Discuss with hotel when to release room blocks which won't be used
5. Confirm with hotel that you can use their sound system/av equipment. If not make alternative arrangements
6. Mail out confirmation and tickets (including directions), note tickets are only to be distributed to individuals that have paid; individuals who have not paid they will have to wait and receive their tickets at the event.
7. Mail out a final announcement to non-attendees (postcard recommended - "Last Chance")
8. Print up the program
9. Confirm event favor, awards, delivery dates, other requested items
10. Confirm availability of athletic or other event facilities
11. Check with hotel for lectern, easels, podiums, etc.
Immediately Prior to Event
1. Set up welcoming table at hotel or chapter house -- include a sign in book, directions to additional events, and ticket distribution (name tags are optional)
2. Confirm all meal counts including hotel and chapter cook and check with hotel as to latest possible time to add people
3. Organize a 50/50 or other raffle or fundraising effort
4. Provide to hotel the favors and programs to be distributed on tables
5. Make sure head table is appropriately set -- including banner/crest if necessary
6. Check out sound system, remind dj/band
7. Confirm program with speakers and master of ceremonies
8. Bring awards
9. Adjust last minute head counts with hotel/restaurant
The Big Event:
1. Make sure photographer takes photos
2. Pay bill
3. Announce next event
After Event:
1. Pay any remaining bills
2. Mail photographs with notes of appreciation
3. Write personal thank yous to donors and announce next event
4. Write thank yous to all speakers and VIPs
5. Send attendees' names and addresses to National Headquarters to update mailing list
6. Send a story with pictures to Triangle Review
7. Update chapter/alumni database

Sample phone script for alumni event:

"Hello, may I speak with Mr. (his name) please?"

(Once the brother is on the phone and says hello)

"Hello, is this (his name) initiated into (chapter name) of Triangle Fraternity?"

(Wait for response)

"Brother (his last name). This is (your name) calling. I am a member of (name of your chapter) from the (name of your school). I'm working with other Triangles who are calling alumni on behalf of the (name of chapter) alumni event scheduled for (date) and I'd like to talk with you for a dew minutes."

"The first thing I'd like to do is make sure we have your correct mailing address. (read address, verify spelling and class year, confirm as correct - note any changes)

"Thank you. As I mentioned, I am volunteering my time tonight, along with a group of other (name of chapter) Brothers to call alumni all over the country. I'd like to let you know that we are doing well! (use facts to tell him how well we are doing i.e. # of pledges, house renovation occurring, working to make your house the best chapter on campus - support of alumni and actives, many brothers involved in campus activities including (name activities))"

"As I stated in the beginning, we are having a chapter/alumni even on (date) at (where event is being held). We have the following planned (tell what it is). You should have received the mailing by now. If not, I'll mail another one."

"Great! I look forward to meeting you on the (date)."

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