Successful Events Tips Presenters: Kim Sciallo UCNB’97 & Lauren Lew UCNB’06 Alumni Organization: University College Rutgers - New Brunswick Alumni Association Alumni Leaders Conference October 22 & 23, 2010

Objectives  The Old Approach  A New Approach  Metrics  Additional Tips and Lessons Learned  Summary Alumni Leaders Conference October 22 & 23, 2010

The Old Approach  Stand-alone Alumni Association  Narrow Demographic  Subsidized Pricing  Postal Mail Advertising Alumni Leaders Conference October 22 & 23, 2010

A New Approach  Broad appeal  Entertaining  Educational Alumni Leaders Conference October 22 & 23, 2010

Alumni Leaders Conference October 22 & 23, 2010 GRAPE JAM Wine tasting & jazz

Alumni Leaders Conference October 22 & 23, 2010 BREAKFAST & BLOOMS Breakfast, speaker & plant auction

Alumni Leaders Conference October 22 & 23, 2010 GROUNDS FOR SCUPLTURE Docent tour, lunch & artist work space visit

A New Approach – cont’d  Price/Value  Free Venues  Low Cost / No Cost Speakers  Group Rates / Negotiations  Give-a-ways  Advertise  Avoid Snail Mail  Leverage Monthly Blasts  Website/Social Networking Sites  Distribution List  Collect Feedback Alumni Leaders Conference October 22 & 23, 2010

Metrics Alumni Leaders Conference October 22 & 23, 2010  Prices: $20 - $50 per person  Attendance: 25 – 45 people  blast message open rate: 15% of 5700 messages

Additional Tips & Lessons Learned  Minimize last minute cancellations  Self supporting events  Collaborate with other Charter groups  Enlist Volunteers Alumni Leaders Conference October 22 & 23, 2010

Summary Alumni Leaders Conference October 22 & 23, 2010  Increase Attendance  Reduce Costs for Attendees & Organization  Use Technology to Get Your Message Out There

Thank you! Questions? Contact … Kim Sciallo UCNB’97 - Lauren Lew UCNB’06 - Alumni Leaders Conference October 22 & 23, 2010

Appendix - The Old Approach (notes)  Stand-alone Alumni Association  Events catered to a narrow demographic and had a limited appeal  Pricing was subsidized by Alumni Association and had a greatly reduced or no cost to the attendees  Advertising was by postal mail only which was much more expensive and slower than current technologies Alumni Leaders Conference October 22 & 23, 2010

Appendix – A New Approach (notes)  Choose events with broad appeal – both entertaining & educational  Breakfast & Blooms – Breakfast, Speaker & Plant Auction  Brewery & Broadway – Beer tasting, lunch & Play  Grape Jam – Wine Tasting instruction, lunch & Jazz  Grounds for Sculpture – Docent tour, lunch & artist work space visit  Price the event well - keep fixed costs down & provide value  Search for venues that don’t charge for their space  Seek out free or low cost speakers from the University or Gov’t organizations  Always look for group rates on tickets and don’t be afraid to negotiate  Provide a small give-a-way item with your “brand”  Advertise  Avoid postal mailings due to expense vs. response rate.  Use your monthly blast through Alumni Relations.  Develop your own website. Use LinkedIn, Facebook & Twitter.  Keep an list of your frequent attendees. Alumni Leaders Conference October 22 & 23, 2010

Appendix - Additional Tips & Lessons Learned (notes)  Minimize last minute cancellations by requiring payment in advance, do not accept payments at the door  Self supporting events requiring limited work by the event organizer and limited cost for attendees or the organization  Collaborate with other Charter groups to share the cost and increase the attendance  Enlist Volunteers for delegation of responsibilities or to take the lead on the event Alumni Leaders Conference October 22 & 23, 2010

Appendix - Metrics (notes) Alumni Leaders Conference October 22 & 23, 2010  Prices: $20 - $50 per person  Attendance: 25 – 45 people  blast message open rate: 15% of 5700 messages  This is a very high open rate! Normal open rate is around 7%.  Use interesting subject lines.

Appendix - Summary (notes) Alumni Leaders Conference October 22 & 23, 2010  Increase Attendance  Reduce Costs for Attendees and the Organization  Use Technology to Get Your Message Out There  Keep it fresh! Update your material often to make sure that you keep your audience interested.  Post pictures of past events

Appendix - Resources  Event locations/group ticket information  N.J. Museum of Agriculture -  Harvest Moon Brewery -  George St. Playhouse -  Grounds for Sculpture -  On campus catering menus  Rutgers Dining Services -  Speakers  Middlesex County Extension Service – Rutgers Cooperative  Rutgers Speakers Bureau -  RUAA Alumni Resources Page  Source information for trusted vendors for catering, promotional giveaways, awards, etc. Alumni Leaders Conference October 22 & 23, 2010