UK ALUMNI ASSOCIATION
CLUB LEADERSHIP TRAINING
SEPT. 25 – 26, 2009
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
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
General Steps To Plan An Event
Decide on Event Choose date &
speaker schedule, Determine Venue
Type & Purpose time
Work with the
Choose member & Setup catering and UKAA to
Plan your budget
nonmember costs any entertainment determine event
Setup agenda Select décor Enjoy your event!
Last Minute Details
• Confirm any guest speaker travel arrangements
• Collect all materials needed – décor, programs, nametags, giveaways, etc.
2 Weeks • Notify caterer of counts, whether higher or lower than guarantee
• Confirm final guest list
• Make nametags, seating chart if necessary
1 Week • Confirm volunteers
• Arrive early, and encourage other volunteers to do so as well
• Check venue setup, any audio/visual equipment
• Setup décor
Event Day • Relax and smile! Make each guest feel welcome.
Things to Consider
• Choose a location friendly to all in your group. Avoid
On Selecting a Venue private clubs.
• Select a centralized location.
On Decor • Choose items you can use again!
On Keeping Guests • When serving food, always have a vegetarian option.
• Make sure the venue is handicap accessible.
• Ask volunteers to assist with event planning. Divide up
Always have help! duties/roles – i.e. taking R.S.V.P.s, setting up catering,
After the Event • Send thank you notes to any speakers, volunteers, etc.
Possible Club Events Calendar
Fall Winter Spring Summer
Holiday party SEC/NCAA
Watch Parties/ Baseball
or progressive game watch
Bus trips to a outing
Cats for a game watch Student send-
Cause events parties / trips off
to a game
Club Dinner / Scholarship
College fairs or
ALL TENTATIVE and subject to change
2010 DanceBlue letters: due Jan. 29
2010 Derby party: details due by the end of
2010 Student Send-off details due by mid-June,
unless hosted in Spring (due mid-March).
2010 Cats for a Cause: Oct. 1 – Oct. 10 (may vary
based on football schedule)
2010 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
Kentucky Derby parties
Game watch parties
Club meeting / dinner
… and More!
Event Marketing Assistance
marketing plan helps
to ensure the success
of your events. Invitations
Use any combination
of the marketing
services offered by
the UK Alumni
MARKETING Postings / Broadcast
FORM is Online E-mails
any assistance Registration
from the UK
Timeline for Marketing
Keep in mind the following deadlines for assistance
with marketing events….
8 weeks minimum for invitation design
72 hours (3 business days) for broadcast e-mails
72 hours (3 business days) for online registration
When requesting, be specific about your audience.
Members vs. members & nonmembers
Young alumni (defined as graduates of last 10 years)
E-mails can be scheduled up to 6 months in advance.
Make sure your message is clear!
Invitation designs… allow 8 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
Request through the marketing form (even for game
watch parties to be listed)
Online registration is available
Unique URL’s are available (i.e.
To access online events calendar…
Click on Events & Activities
Click on Events Calendar
Tips on Completing the Marketing Form
Fill out the form completely. The fields do NOT
automatically populate in to the “Message” area. The
fields are there as a reminder that we need this
information to complete any marketing.
Use the form for ANY marketing assistance you need
– whether just the calendar, or calendar and e-mail,
or invite design, etc.
See the example for more tips & hints.
In order to receive marketing assistance for any
event, fill out this form:
Found on www.ukalumni.net
Click on Clubs & Groups
Select Club Forms
Select link for “New E-mail Broadcast Request Form (BETA
Facebook • Can be a great tool for reaching alums, promoting
• Many clubs have created their own Facebook groups
• 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
Alcohol policy – p. 48 in Insurance policy – p. 47 in
UKAA maintains liquor Our policy specifically:
liability insurance coverage, • Excludes coverage for any
but it excludes coverage for separately incorporated
alumni clubs alumni club
• Notes the coverage is for a
Clubs are encouraged to carry • Extends coverage to include
their own liquor liability “members” while acting as
insurance if alcoholic volunteer workers on behalf
beverages are to be served of the UKAA
Hints on Communications
Less is more!
The earlier, the better!
Make sure you provide our office with ONE valid e-
This helps ensure fast & efficient approval of all proofs.
Events in which a majority of our clubs participate
have templates for invitations…
Kentucky Derby Parties
Cats for a Cause
Game Watch Parties
Give plenty of lead time and be prepared with your
Don’t hesitate to ask questions or for assistance.