Transcript Event Planning & Marketing

Event Planning
& Marketing
UK Alumni Association
Club Leadership Training
Sept. 11 – 13, 2008
Presentation Overview
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Basic Event Planning
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Sample Club Events Calendar
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Important Dates (all tentative)
How To … Guide
Requesting Marketing
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Important Role of Alumni Club Events
General Steps to Plan an Event
Last Minute Details & Tips
Broadcast E-mails
Invitations
Calendar Postings / Online registration
Using other sources (blogs, Yahoo! Groups, Facebook,
etc.)
Alumni Club Events
An Important Role
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Alumni Clubs play an important role in carrying
out the mission – connecting alumni with each
other and the University
Each chapter determines its own programming
and this will vary by area/alumni/size of chapter
Successful events take committed volunteers,
and close attention to logistics and details
Possible Club Events Calendar
Fall
Winter
Football Game
Watch Parties / Bus
trips to a game
Holiday party or
progressive dinner
Cats for a Cause
events
Club Dinner /
Speaker
College fairs or
preview nights
participation
Basketball game
watch parties / trips
to a game
DanceBlue letter
writing campaign
Spring
Summer
SEC/NCAA game
watch parties
Baseball outing
Speed networking /
career event
Scholarship
fundraiser
Student send-off
Kentucky Derby
party
Important Dates
ALL TENTATIVE
and subject to change
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2009 DanceBlue letters: due Jan. 30
2009 Derby party: details due by the end of
February
2009 Student Send-off details due by mid-June,
unless hosted in Spring (due mid-March).
2009 Cats for a Cause: Sept. 25 – Oct. 4
2009 Club leadership training – will be
announced once football schedule is released
and the fall board meeting is set.
General Steps To Plan An Event
Decide on Event
Type & Purpose
Work with the
UKAA to
determine event
marketing
Setup agenda
Consult guest
speaker schedule,
if applicable
Setup catering and
any entertainment
Select décor
Choose date &
time
Choose member &
nonmember costs
Confirm
entertainment,
speakers, catering,
venue setup
Plan your budget
Enjoy your event!
Determine Venue
Last Minute Details
2 Weeks
Prior
1 Week
Prior
Event Day
• Confirm any guest speaker travel arrangements
• Collect all materials needed – décor, programs, nametags, giveaways, etc.
• Notify caterer of counts, whether higher or lower than guarantee
• Confirm final guest list
• Make nametags, seating chart if necessary
• Confirm volunteers
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Arrive early, and encourage other volunteers to do so as well
Check venue setup, any audio/visual equipment
Setup décor
Relax and smile! Make each guest feel welcome.
Things to Consider
On Selecting a Venue
On Decor
On Keeping Guests
Happy
Always have help!
After the Event
• Choose a location friendly to all in your group. Avoid private
clubs.
• Select a centralized location.
• Choose items you can use again!
• When serving food, always have a vegetarian option.
• Make sure the venue is handicap accessible.
• Ask volunteers to assist with event planning. Divide up
duties/roles – i.e. taking R.S.V.P.s, setting up catering, décor, etc.
• Send thank you notes to any speakers, volunteers, etc.
How To … Guide
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Refer to your club leaders handbook for ways to
plan…
Kentucky Derby parties
 Student send-offs
 Game watch parties
 Baseball outings
 Bus trips
 Club meeting / dinner
 … and More!
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Event Marketing
Assistance
A comprehensive marketing
plan helps to ensure the
success of your events.
Use any combination of the
marketing services offered
by the UK Alumni
Association.
A COMPLETED
MARKETING FORM
is REQUIRED for any
assistance from the
UK Alumni Association.
Invitations
Calendar
Postings /
Online
Registration
Broadcast
E-mails
Marketing Form
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In order to receive marketing assistance for any
event, fill out this form:
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http://Alumniweb.uky.edu/alumforms/eventreq2
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Found on www.ukalumni.net
Click on Clubs & Groups
 Select Club Forms
 Select link for “Alumni Club/Group/College/Event
Calendar/Email/Mail Request Form”
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Tips on Completing the
Marketing Form
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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.
Timeline for Marketing
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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
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Broadcast E-mails
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When requesting, be specific about your
audience.
Members vs. members & nonmembers
 Young alumni (defined as graduates of last 10 years)
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E-mails can be scheduled up to 6 months in
advance.
Make sure your message is clear!
Invitations
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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 speakers, etc.
Calendar Postings
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Request through the marketing form (even for
game watch parties to be listed)
Online registration is available here
Keywords are available
Calendar is searchable via club
Visit www.ukalumni.net
 Click on News and Events
 Click on Alumni Calendar
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Housekeeping Items
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Alcohol policy
Insurance policy
Hints on Communications
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Less is more!
The earlier, the better!
Make sure you provide our office with ONE
valid e-mail address.
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This helps ensure fast & efficient approval of all
proofs.
Events in which a majority of our clubs
participate have templates for invitations…
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Kentucky Derby Parties
Student Send-offs
Cats for a Cause
Game Watch Parties
More Tips
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Give plenty of lead time and be prepared with
your requests.
Don’t hesitate to ask questions or for assistance.
 Deadlines
matter!!!!