Event Planning & Marketing UK Alumni Association Club Leadership Training Sept. 11 – 13, 2008.

Event PlanningEvent Planning& Marketing& Marketing

UK Alumni AssociationUK Alumni Association

Club Leadership TrainingClub Leadership Training

Sept. 11 – 13, 2008Sept. 11 – 13, 2008

Presentation OverviewPresentation Overview Basic Event PlanningBasic Event Planning

Important Role of Alumni Club EventsImportant Role of Alumni Club Events General Steps to Plan an EventGeneral Steps to Plan an Event Last Minute Details & TipsLast Minute Details & Tips

Sample Club Events CalendarSample Club Events Calendar Important Dates (all tentative)Important Dates (all tentative)

How To … GuideHow To … Guide Requesting MarketingRequesting Marketing

Broadcast E-mailsBroadcast E-mails InvitationsInvitations Calendar Postings / Online registrationCalendar Postings / Online registration

Using other sources (blogs, Yahoo! Using other sources (blogs, Yahoo! Groups, Facebook, etc.)Groups, Facebook, etc.)

Alumni Club EventsAlumni Club EventsAn Important RoleAn Important Role

Alumni Clubs play an important role in Alumni Clubs play an important role in carrying out the mission – connecting carrying out the mission – connecting alumni with each other and the alumni with each other and the UniversityUniversity

Each chapter determines its own Each chapter determines its own programming and this will vary by programming and this will vary by area/alumni/size of chapterarea/alumni/size of chapter

Successful events take committed Successful events take committed volunteers, and close attention to volunteers, and close attention to logistics and detailslogistics and details

Possible Club Events Possible Club Events CalendarCalendar

Important DatesImportant DatesALL TENTATIVEALL TENTATIVE

and subject to changeand subject to change 2009 DanceBlue letters: due Jan. 302009 DanceBlue letters: due Jan. 30 2009 Derby party: details due by the end of 2009 Derby party: details due by the end of

February February 2009 Student Send-off details due by mid-2009 Student Send-off details due by mid-

June, unless hosted in Spring (due mid-June, unless hosted in Spring (due mid-March). March).

2009 Cats for a Cause: Sept. 25 – Oct. 42009 Cats for a Cause: Sept. 25 – Oct. 4 2009 Club leadership training – will be 2009 Club leadership training – will be

announced once football schedule is announced once football schedule is released and the fall board meeting is set. released and the fall board meeting is set.

General Steps To Plan An General Steps To Plan An EventEvent

Last Minute DetailsLast Minute Details

Things to ConsiderThings to Consider

How To … GuideHow To … Guide

Refer to your club leaders handbook Refer to your club leaders handbook for ways to plan… for ways to plan… Kentucky Derby partiesKentucky Derby parties Student send-offsStudent send-offs Game watch partiesGame watch parties Baseball outingsBaseball outings Bus tripsBus trips Club meeting / dinner Club meeting / dinner … … and More! and More!

Event Event Marketing Marketing AssistanceAssistanceA comprehensive A comprehensive marketing plan helps to marketing plan helps to ensure the success of ensure the success of your events.your events.

Use any combination of Use any combination of the marketing services the marketing services offered by the UK offered by the UK Alumni Association. Alumni Association.

A COMPLETED A COMPLETED MARKETING FORM MARKETING FORM

is REQUIRED for any is REQUIRED for any assistance from the assistance from the

UK Alumni UK Alumni Association. Association.

Marketing FormMarketing Form

In order to receive marketing assistance In order to receive marketing assistance for any event, fill out this form: for any event, fill out this form:

http://Alumniweb.uky.edu/alumforms/eventreq2     

Found on Found on www.ukalumni.net Click on Clubs & GroupsClick on Clubs & Groups Select Club FormsSelect Club Forms Select link for “Alumni Select link for “Alumni

Club/Group/College/Event Club/Group/College/Event Calendar/Email/Mail Request Form” Calendar/Email/Mail Request Form”

Tips on Completing the Tips on Completing the Marketing FormMarketing Form

Fill out the form completely. The fields do Fill out the form completely. The fields do NOT automatically populate in to the NOT automatically populate in to the “Message” area. The fields are there as a “Message” area. The fields are there as a reminder that we need this information reminder that we need this information to complete any marketing. to complete any marketing.

Use the form for ANY marketing Use the form for ANY marketing assistance you need – whether just the assistance you need – whether just the calendar, or calendar and e-mail, or calendar, or calendar and e-mail, or invite design, etc. invite design, etc.

See the example for more tips & hints.See the example for more tips & hints.

Timeline for MarketingTimeline for Marketing

Keep in mind the following deadlines Keep in mind the following deadlines for assistance with marketing for assistance with marketing events….events….

8 weeks minimum for invitation design8 weeks minimum for invitation design 72 hours (3 business days) for 72 hours (3 business days) for

broadcast e-mailsbroadcast e-mails 72 hours (3 business days) for online 72 hours (3 business days) for online

registrationregistration

Broadcast E-mailsBroadcast E-mails

When requesting, be specific about When requesting, be specific about your audience.your audience. Members vs. members & nonmembersMembers vs. members & nonmembers Young alumni (defined as graduates of Young alumni (defined as graduates of

last 10 years)last 10 years) E-mails can be scheduled up to 6 E-mails can be scheduled up to 6

months in advance.months in advance. Make sure your message is clear! Make sure your message is clear!

InvitationsInvitations

Invitation designs… allow 8 weeks Invitation designs… allow 8 weeks from the time you request invitations from the time you request invitations to the day of the eventto the day of the event

Before asking for design, have Before asking for design, have everything together – including copy everything together – including copy for the invite, any logos you need on for the invite, any logos you need on the invite, final date, time, location, the invite, final date, time, location, any speakers, etc. any speakers, etc.

Calendar PostingsCalendar Postings

Request through the marketing form Request through the marketing form (even for game watch parties to be (even for game watch parties to be listed)listed)

Online registration is available hereOnline registration is available here Keywords are availableKeywords are available Calendar is searchable via clubCalendar is searchable via club

Visit Visit www.ukalumni.net Click on News and EventsClick on News and Events Click on Alumni CalendarClick on Alumni Calendar

Housekeeping ItemsHousekeeping Items

Alcohol policyAlcohol policy Insurance policyInsurance policy

Hints on Hints on CommunicationsCommunications

Less is more! Less is more! The earlier, the better! The earlier, the better! Make sure you provide our office with Make sure you provide our office with

ONE valid e-mail address. ONE valid e-mail address. This helps ensure fast & efficient This helps ensure fast & efficient

approval of all proofs. approval of all proofs. Events in which a majority of our Events in which a majority of our

clubs participate have templates for clubs participate have templates for invitations…invitations… Kentucky Derby PartiesKentucky Derby Parties Student Send-offsStudent Send-offs Cats for a CauseCats for a Cause Game Watch PartiesGame Watch Parties

More TipsMore Tips

Give plenty of lead time and be Give plenty of lead time and be prepared with your requests. prepared with your requests.

Don’t hesitate to ask questions or for Don’t hesitate to ask questions or for assistance. assistance.

Deadlines matter!!!!Deadlines matter!!!!