MARKETING/ANNUAL ACTIVITY PLAN/OFFICER ROLES UK Alumni Association Club Leadership Training June 15, 2012.

MARKETING/ANNUAL ACTIVITY PLAN/OFFICER ROLESUK Alumni Association

Club Leadership Training

June 15, 2012

Presentation Overview Basic Event Planning

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

How To … Guide Requesting Marketing

Broadcast Emails Invitations Calendar Postings / Online registration

Using other sources (Facebook, Twitter, etc.) Club Officer Roles Annual Activity Plan Sample Club Events Calendar

Important Dates

Alumni Club EventsAn Important Role

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

Each club 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

General Steps To Plan An Event

Decide on Event Type &

Purpose

Consult guest speaker

schedule, if applicable

Choose date & time

Determine Venue

Plan your budget based on expected number of

people

Choose member &

nonmember costs

Setup catering and any

entertainment

Work with Alumni

Association staff to

determine event

marketing

Determine agenda Select décor

Confirm entertainment,

speakers, catering, venue

setup

Enjoy your event!

Things to Consider•Choo

se a location friendly to all in your group. Avoid private clubs.

•Pay attention to the distance alumni will have to travel to get to the event - select a centralized location.

On Selecting a Venue

•Plan early and make sure you have plenty of supplies.

•Choose items you can use again!

On Decor

•When serving food, always have a vegetarian option.

•Make sure the venue is handicap accessible and that there is adequate seating.

On Keeping Guests Happy

•Ask volunteers to assist with event planning. Divide up duties/roles – i.e. taking RSVP’s, setting up catering, décor, etc.

Always have help!

•Send thank you notes to any speakers, volunteers, etc.

•Pay any final bills

After the Event

Last Minute Details

• 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

2 Weeks Prior

• Confirm final guest list for caterer, site, etc.

• Make nametags, seating chart if necessary

• Confirm volunteers

1 Week Prior • 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.

Event Day

How To … Guide

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!

Event Marketing Assistance

Invitations

Broadcast Emails

Calendar Postings / Online

Registration

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.

Timeline for Marketing

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

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

emails 72 hours (3 business days) for online

registration

Broadcast Emails

When requesting marketing for event, email details to appropriate staff person (Jill or Alyssa) Be sure to send complete information (this will insure

that your request is processed in a timely manner) When requesting, be specific about your

audience. Members vs. members & nonmembers Young alumni (defined as graduates of last 10 years)

Make sure your message is clear! The text should sound fun and exciting so that people want to attend your event!

Invitations

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

Send request to appropriate staff person Online registration is available Unique URL’s are available (i.e.

www.ukalumni.net/fayettegolf) To access online events calendar…

Visit www.ukalumni.net Click on Events Click on Events Calendar

Social Networking

•Can be a great tool for reaching alums, promoting events

•Many clubs have created their own Facebook groups or pages

•Encourage members to join the UK Alumni Association Fan Page

Facebook

•Many clubs also have Twitter pages they use to communicate with alums

•The UK Alumni Association has its own Twitter page @kentuckyalumni

Twitter

*Please be aware of the use of the UK Alumni Association logo on your social networking pages or any other communication coming from the club.

Tips on Communications

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

Don’t hesitate to ask questions or for assistance.

Events in which a majority of our clubs participate have templates for invitations (i.e. Kentucky Derby Parties, Student Send-offs)

Deadlines matter!!

Club Officers and Their Duties

President

• Adhere to the constitution of the club

• Serve as club liaison to UK Alumni Association staff and inform the association of meetings

• Assume the chairmanship of the local steering committee or club board of directors

• Preside at all club meetings

• Assume responsibility for the success of each club activity and project

President-Elect

• Perform the duties of the president in the event of his/her absence or disability

• Assist the president in the fulfillment of his/her duties

• Prepare to accept the presidency of the club for the next term

Secretary

• Take the minutes of all club and club board of directors meetings and forward copies to the alumni association

• Send out notices of club board of directors meetings with a copy sent to the alumni association

Treasurer

• Maintain the club funds, pay obligations of the club, and keep a detailed record of all club financial transactions.

• Establish a budget for the club’s yearly activities to be approved by the club’s board of directors

• Prepare and send an annual club financial report to the Alumni Association following the annual meeting

• Serve as an ex-officio member of every club committee

Suggested Committees

Membership Committee Publicity/Communications Committee Young Alumni Committee Scholarship Committee Activities Committee Student Recruitment Committee Temporary Committees

Annual Activity Plan

Listing of any programming club is planning for the coming year

Club Development Committee Liaison Check on progress made by clubs

Possible Club Events Calendar

Baseball outing

Student send-off

Picnic

Summer Football Game Watch Parties/ Bus trips to a game

Cats for a Cause events

Club Dinner / Speaker

College fair/ preview night participation

Fall Holiday party or progressive dinner

Basketball game watch parties / trips to a game

DanceBlue letter writing

WinterSEC/NCAA game watch parties

Speed networking / career event

Scholarship fundraiser

Kentucky Derby party

Present book awards

Spring

Important Dates for 2012-13ALL TENTATIVE and subject to change

2012 Cats for a Cause: Oct. 5 – Oct. 14 2013 DanceBlue letters: due Jan. 25 2013 Derby party: details due by the end

of February 2013 Student Send-off details due by mid-

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

2013 Club Leadership Training – TBD