Planning
an event?
View our guidelines
to help make your chapter event a success.
Request
invitations from the Alumni Relations office.
Need some help?
Visit the
directory of Marquette
staff members who work with alumni chapters and college-
and interest-based associations.
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Tips and tricks to make
your next chapter event a great success!
ADVANCED
PLANNING
FUNDING EVENTS
POTENTIAL
ACTIVITIES NEWSLETTER GUIDELINES
TWELVE-WEEK TIMELINE
Chapters should plan
all events at the outset of each year and inform their Alumni
Relations staff member. This planning allows the chapter to schedule
events in a manner that appeals to all seasons and hopefully to
all alumni in the area. Please find a number of timeline sheets
in the back of the manual to use for future event planning.
Advanced planning also
has numerous other benefits including:
• Following
the 12-week guidelines lets us make the most of our
financial
resources.
-Bulk Mail
1,000 pieces x .16 = $160 budget dollars
-1st Class
1,000 pieces x .37 = $370 budget dollars
• Allows
the Alumni Relations staff member, assistants and
student
workers proper time to give complete attention to every
project,
resulting in successful events.
• Allows
our alumni to have adequate time to receive information
and make
the necessary arrangements in order to attend
events.
• This
in turn allows your club the best opportunity to hold a well
received
and participated event.
• Allows
for troubleshooting.
Chapter events should
be scheduled on days that are free of most community related activities.
Marquette University annual event dates for National Marquette
Day and National Service Day, which typically occur in early February
and early June, respectively, will be given to chapters in early
fall.
Each chapter-sponsored
event should be financially independent and should at least break
even. Normally, a nominal amount is added to the cost of each
ticket (approximately $5) to cover any expenses incurred, such
as complimentary dinners for special guests, room rentals, etc.
Profits from events should be earmarked for the chapter's operating
budget and for the chapter's scholarship fund (where applicable).
Keep the cost of events
reasonable, as cost should not discourage attendance.
• Receptions
for faculty and/or deans, prominent alumni or other guests (Faculty
and deans
must be organized through Alumni Relations well in advance of
the
intended
event)
• Theater, museum,
or concert outings
• Mass &
brunch/reception
• Golf outings
and dinners
• Community
service projects
• Career networking
receptions
• Sporting events
with receptions
• Holiday parties
• New student
send-offs picnics/receptions
• Summer family
picnics/bike rides
• Winery tours
• Game-watching
gatherings for Marquette Basketball
• Baseball outings
with tailgates
• Retreats
• Young alumni
events – happy hour, welcomes, etc.
• National Marquette
Day gatherings
• National
Service Day activities
Beginning in January 2006, all chapter newsletters will use a template design created by Marquette's Office of Marketing and Communication. This is to ensure that all of our printed marketing pieces maintain a consistent look, follow the university brand standards, and are created in formats that are printer-friendly.
Once a newsletter request is made, chapter volunteers will be asked to submit article text only to their alumni outreach or college advancement officer.
This is a list of helpful
reminders that will assist you during your event planning process.
Use this as a guide to keep on target as you and your Alumni
Relations staff member work together to coordinate a successful
event.
• Plan, schedule
and confirm the date and time for the event and secure
accommodations.
• Send (fax
or e-mail) the event invitation requisition form (in the appendix
and
now online)
to your Alumni Relations staff member.
• Remain in
contact with Alumni Relations and be prepared to proof the initial
invitation
made by Alumni Relations.
• Allow up to
3 weeks for bulk mail delivery of invitations.
• Make any
special arrangements for the event, including audio/visual
equipment,
catering, volunteers to staff the event.
• Write a
reminder e-mail for the event and email it to Alumni Relations
for
mass distribution
of the e-mail.
• Alumni Relations
staff should be in touch with you, but also feel free to call
on
them.
• Confirm
volunteers for event.
On the day of the event,
provide a warm and welcoming atmosphere and be proud to tell everyone
in attendance…
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