Network Event Planning

To maximize participation in your network's activities, consider the demographics of your membership. Your membership will define the interest, and therefore the participation, in your events. You might want to provide special interest programming such as happy hours, family programs, and recent graduate events. You may want to experiment with different formats (weekend, weeknight, luncheon) and locations (city versus suburb). Always encourage your alumni to bring guests, which is an excellent way to get the TU name before people in your community.

Use your resources – Alumni Association Board of Directors and Office of Alumni Engagement

Tips for Successful Events
Successful events require planning, communication, and delegation. Think ahead and concentrate on the details. Maintain a line of communication with your volunteers, vendors involved with the event, and the Office of Alumni Engagement. Delegation spreads ownership of the event, responsibility, and increases options. The more people involved with the event, generally the better it will be.

Plan Ahead

8-12 weeks for printing and mailing
2-4 weeks for e-mails
Keep in touch – Remember to keep the Office of Alumni Engagement updated and advised of your upcoming plans well in advance.

Determine Event

Develop an accurate attendance target based on similar past events.
Know your audience. Which group of alumni are you targeting (young alumni, alumni with children, professionals, older alumni)?
Research what is going on where you live. Is there a new exhibit opening in town? A fun show at a new theater? Local sporting event? TU sporting event in town? TU game on national television? A local fair? A community service project?
What time of year is it? Are people likely to be very busy with work and personal commitments?

Types of Events

Social Events – Happy hours are the easiest to execute. Other social events may be cookouts, picnics, and outdoor gatherings.
Pre-Game Parties – Football, basketball or other TU athletic events events are great opportunities for organizing alumni events. The location of the pre-game celebration should be in close proximity to the stadium or location where the event will take place. Contact the Alumni Office for schedules, or visit www.tulsahurricane.com.
Athletic Watch Parties – Basketball or football TV viewings are easy and inexpensive gatherings. Select a sports bar in your city with cable or satellite dish. Be sure to check listings for televised games.
Educational/Cultural Events – Examples include cocktail receptions at museum exhibits or theater productions. Professors or administrators may be available on a limited basis. Contact Alumni Engagement for special requests.
Community Service – Groups such as Habitat for Humanity, Adopt a School, and other organizations are excellent contacts for conducting alumni-driven projects.

Select Date, Time, and Location

Please your members – Will the event appeal to the majority of the chapter? Make the event interesting enough so they will come back and bring friends!
Keep your target audience in mind - it may be hard for families to make it to an event at 5:00 p.m. on a week night; professionals may prefer week nights to week days.
Pick a good location – Recommend any new and fun event locations to your board and your Alumni Engagement representative. Great events require creativity. Accommodate differences in driving times by moving the events around the chapter’s geographic area.

Cost Effective

Select venues that will allow your guests to pay on their own.
Charge a fee for your attendees to recover any costs incurred.
Find an alumna/alumnus willing to host an event at his/her home.

Event Leadership

Leadership Team Members should arrive early.
Think about your program – Introduce yourself, have alumni introduce themselves, make general announcements about the event, highlight any speaker or guest, mention future events, encourage anyone who has future ideas to contact you.
Make everyone feel welcome – Personally greet everyone when they arrive, introduce yourself, shake hands, distribute nametags (provided by Alumni Engagement).
Provide a sign-in sheet.
Plan time for 5 minutes of remarks – Welcome, introduction, ways to get involved/stay connected.

Follow-up

Send an email out to attendees thanking them for coming to the function.
Notify the Office of Alumni Engagement of any and all contact information changes of your network members.

Keep it Fun