Transcript Alumni-In-Residence

Planning an Event
from Start to Finish
Stephanie Whitson, JMU OAR
Ted and Megan Hogan, Charlotte
Dukes
Overview
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Kick-Off and Initial Planning
Engaging Volunteers
Marketing your Event
Fundraising
Event Day Details
Wrap-up
Kickoff and Initial Planning
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Start early!!!
Hold a kickoff meeting with JMU OAR and key volunteers
Set goals, objectives, and reasonable expectations
Pick a location, date, and time; review the contract with OAR
Create an initial budget
Develop background materials (sponsorship packages, marketing
plan, etc.)
Set up online registration site
Engage Volunteers
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Form committees and assign responsibilities
Marketing/recruiting participants
Getting sponsors
Providing on site support
Working with your venue
Marketing your Event
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Try several approaches…
Blast communications PLUS personal follow up
Try Facebook, email, placing ads, and recruiting contests
Connect with other Alumni chapters
Coordinate with Duke Club reps and groups in your area
Fundraising
Just ask!
Look to influential contacts in your chapter
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Sponsors are the key
Free prizes
Cash contributions
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Other options include:
Mulligan sales
Raffle
Silent auction
Live auction
Registration profit margin
“Play with a Coach” auction
Event Day Details
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Layout timeline in advance, be there early and plan for
contingencies
Develop a timeline for the day to ensure event stays on schedule
and nothing is missed
Arrive early to coordinate with venue staff and set-up as
necessary
Expect that things may not go 100% as planned - anticipate this
and be flexible
Wrap-Up
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Post-Event “Marketing”
Send thank you emails and photos to participants
Post photos on chapter website, Facebook
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Sponsorship Wrap-up
Send personal thank you notes, photos, and/or results
Keep the door open for next year
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Administrative
Submit final expenses, P/L statement to OAR
Prepare and submit Event Summary Form to OAR including best
practices for future events