Alumni Club Events and Budgeting

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  • THANK YOU Stefanie – great overview of Board Development & Volunteer recruitment And THANK YOU ALL for coming today I am Leslie Lundgaard , one of two Alumni Club Coordinators in Alumni Relations
  • We recognize you are all Volunteers and your time and talent is valuable – THANK YOU for your participation on your Alumni Club Board and enthusiasm for UD. We will cover four main areas: SMILE NEXT SLIDE
  • Board meetings – involve AR staff by phone to help and listen – if needed. Establish EVENT Goals for your Club As Stefanie Mentioned - Established Clubs 4-12 events/year New clubs 4 events/year. FY ‘11 - Philly had 17 last year ; DC and NYC have had 13 each Audience community size # alumni plan diversified programming. Manage budget : Treasure can help with budgets and costs; negotiate for services - involve Special event chair or a committee member. SMILE NEXT SLIDE
  • BEFORE: Once an event is posted – sign yourself up early – help start the momentum (ex: Laura Lyons Slaymaker 1 st to sign up and pay) if you can attend Encourage attendance at the event – split up your list among the board and call alumni to welcome them and see if they will come – if not find out why (what prevents them from attending). Confidentiality agreement . DURING EVENT: VENUE check Check-in ENGAGE ALUMNI - not a place for the Board to have their board meeting and catch up with each other. As Cindy mentioned – NO HS dance with cliques; One of top 4 barriers mentioned in Alumni Attitude Survey is the feeling they don’t belong. Work the room – find prospects for your board efforts Be A great UD Ambassador . Find out what alumni do and like to do. What they want from their Alumni Club. SMILE NEXT SLIDE
  • EVENT IDEAS – why that event; who for; will it sell Keep in Mind the Alumni Attitude Survey comments Cindy Mentioned. “ Events in my area have been great so far, but it would be nice have a more structured networking event rather than the standard happy hour.” “ More advance notice of events would be helpful.” “ Hold more events in areas with established clubs” LEAD TIME: Time, family commitments, geography all affect attendance. How do you reach many different alumni across your planning year? Example: needing lead time - NYC Connections and Cocktails Networking event they are planning. Stephen Shallo will discuss later - suffice to say we started working with him last fall for an event scheduled this fall. Involves multiple partners within the UD community (DODs, career services, research) takes time/respect for everyone’s schedule. Remember – the alumni are asking for more lead time as well – not just us! NEXT SLIDE
  • Therefore – since the alumni want more time to plan so they can attend your event – lets tell them about your events and programming further out! Stephen Mangat manages most of this - SEND COPY TO US – Stefanie and Leslie Frequent contact is needed - so is early contact. Messenger - sent to all 145,000 alumni (we only have 80,000 email addresses). Details don’t need to be set in stone, Emails to 50% alumni – want multiple hits to alumni Remember: the # emails we send dependent on timing. You are not our only client! FB - strong social media presence established. More on that latter part when Stefanie speaks again. no Print Material is listed here! – we have VERY LIMITED use of it due to cost. Depends on budget, need and type of event being held Most successful in new areas – Lancaster ex - very few emails, 6 months events, want to develop the area. flyers or handouts create their own to be distributed at an event. Mass postcards (i.e. Summer Baseball Series); work closely with the AR early in year Social Media – Stefanie will cover it this afternoon. SMILE NEXT SLIDE
  • See the sheet in your packet of Sample Yearly Calendar of events for a typical year. Save the Date – on the website & FB. As details emerge they will be added. Two events on a date OK EXAMPLE – Oct 22 The Hunt & the Head of the Charles Regatta. as we are only 2 people! We want to support your event and do it well. Diversified events - just like a diversified board – large Young Alumni population don’t ignore the past. It is harder to engage alumni who have been away from campus longer – we need to work hard to get them back A few copies of the FY’11 calendar around the walls. We had 187 events among all the clubs! 106 with out watch parties ! Great work to you all! SMILE UD based events on it too – so we can plan! Cancelled events . That’s Ok – sometimes registration doesn’t grow enough, or the location is wrong. (Chicago bowling event in the suburbs) or Lancaster Barnstormers moved to August (from early May) NEXT SLIDE
  • Logistics: consider the attendee as you plan your event; where are they coming from; how do they get there? Cost? How will they get their txts etc Funding & Budget – Consider AR monies as last resort given other options available. BE Creative! SMILE! UDAA - will cover student related events (send-offs; welcome to the neighborhood) unless you find a host who wants to cover the event. SAP – more from the UDAA after the break A few examples of the last three bullets: In-kind/host – John Woodward ‘73, Owner of 3 rd & Spruce Café in Re ading – TWO happy hours in his restaurant – all free - wants to give back to UD. Free option - conference/board room – for FREE. Save UD money. for an “open” board Meeting Sponsorship – David Pearl ‘83 – Miami – our newest club in the making – “President for life” – paid the final bill at Dave & Buster’s - “Giving back”. For his generosity – he will get credit here at UD. NEXT SLIDE
  • ALSO In your packet . . . .look at all the details need to be considered. Every event is different in needs and cost, but all factors should be considered. This also helps you plan your SAP application. A Treasurer could work with the Sp Event chair NEXT SLIDE
  • THANK people! Post event survey Logistic wrap up NEXT SLIDE
  • In Summary: Guide you in planning. We have years of experience in event planning in our office Survey alumni to see what they want. Do so at an event informally. Email alumni in area. Lead time to plan & time survey. Staffing event – we have limited resources to get to all of them – need to be selective. We can attend your board meeting if nearby or conference in. Helps with information sharing from you to us and back. President’s Conference Call (send designee if can’t attend) will start with this fall – big projects ideas from UD will be shared as we know them. Tell us when on evaluation. NEXT SLIDE to Q&A
  • Questions. SMILE We will take a 15 min break - F&B where lunch was in Room 208. Return to this room to hear from the UDAA & SAP issues at _______TIME_________________________

Transcript

  • 1. Alumni Club Events & Budgets Alumni Club Volunteer Training June 3, 2011
  • 2. Overview
    • Board responsibilities to meet event goals
    • Role of board officers at events
    • Planning a year’s worth of events
      • Timeline
      • Marketing
      • Logistics & budget
      • Post event
    • How the Office of Alumni Relations can help!
  • 3. Board Responsibilities to Meet Event Goals
    • Regular board meetings
      • Meet as a team – spread the “work” around - all hands on deck
    • Establish event goals, objectives, expectations
      • Agree to the number of events you’d like to have in a year
    • Consider the different alumni audiences with diversified events
    • Manage event costs, budgeting and negotiation - Treasurer
  • 4. Role of Board Volunteers with Events
    • BEFORE
      • Register yourself – all attendees pay
      • Set an example to get the excitement going – attendance lists online
      • Make phone calls to alumni – use our lists
    • DURING
      • Manage the event – make sure venue is prepared
      • Check-in, greet alumni, collect business cards
      • Engage the alumni
      • Network to find prospective volunteers and avid UD supporters
      • Be an Ambassador for UD
  • 5. Event Timeline
    • Start early!
    • Event Ideas throughout the year
      • Develop an event timeline
      • Lead time for everything – funding, marketing, planning your event well
    • Alumni want more lead time/notice about events – some up to a year!
  • 6. Event Marketing Timeline Method Lead Time Delivered to Alumni Save the Date As soon as you have a date As soon as you have a date Messenger 13-16 weeks 4 weeks prior to deadline Website Copy 5-16 weeks 2 weeks before want event posted Email 5-6 weeks At least 4 weeks prior to event date Facebook 4 weeks 4 weeks prior to event date UDaily Articles 4 weeks 4 weeks prior or 1 week after for post-event article
  • 7. Sample Events
    • Annual “Open” Board Meetings
    • Family-oriented, kid-focused – Baby Blue Hens
    • Cultural and culinary
    • Community service, civic engagement, charity projects
    • Sports – spectator and participatory
      • Baseball, football, Watch Parties, horse races, boating, ice skating, 5K run/walks, golf
    • Student related events – incoming “send-off” and graduating “welcome”
    • Diversified events - different ages like different styles of events
    • Networking - Happy Hours to Career Fairs
  • 8. Logistics & Budget
      • Logistics
          • Venue & set-up
          • Catering & Alcohol issues
          • Tickets
          • Parking and Public Transportation
      • Funding and budget
          • Club Budgets - Est. $800yr; $200/event; New $1000/yr; $300/event
          • UDAA monies and SAP funding
          • Sponsorship – help from other departments
          • In-kind
          • Hosts
  • 9. Sample Event Budget Sample Alumni Club Event Budget Saturday, November 13, 2010 Item Amount Number Total Notes Income from Registration $12.00 53 $636.00   SAP Funding $395.70 1 $395.70   Alumni Club Budget $200.00 1 $200.00   Walk-ins $0.00 0 $0.00   Total Revenue     $1,231.70   Tickets $10.75 53 $569.75 AR Staff Credit Card Room Rental $150.00 1 $150.00 AR Staff Credit Card Pizza (Tutti Gusti Pizzeria) $199.97 1 $199.97 AR Staff Credit Card Balloons (Hallmark) $19.87 1 $19.87 AR Staff Credit Card Food (Whole Foods) $187.59 1 $187.59 AR Staff Credit Card Craft Project (5&10) $35.89 1 $35.89 AR Staff Credit Card Craft Project (AC Moore) $2.99 1 $2.99 AR Staff Credit Card Supplies (Napkins, Cups, etc.) $22.21 1 $22.21 Reimbursement to AC Board Officer Drinks/Ice (ACME) $36.43 1 $36.43 Reimbursement to AC Board Officer Parking (Garage) $7.00 1 $7.00 Reimbursement to AC Board Officer Total Cost     $1,231.70   Total Profit     $0.00  
  • 10. Post Event
    • Thank you email to participants and exceptional volunteers
    • Include event satisfaction survey to all event attendees
    • Send to AR within 1-2 weeks after the event
      • Photos – post on Flickr & Facebook
      • Event write up/de-briefing notes
      • Article for UDaily or Messenger , if warranted
      • Final attendance list
      • Check for walk-in money collected
      • Receipts from venue, catering etc.
  • 11. How the Office of Alumni Relations can Help!
    • Guide you through the planning process
      • Idea development, marketing, online registration, day of event logistics
    • Survey alumni in your area
    • Staffing at events - where appropriate
    • Joining board meetings - in person or by conference call
    • President’s Conference Call - sharing information regularly; quarterly calls
    • We THANK YOU for your time, energy and enthusiasm!
  • 12. Questions