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

Presentation Overview Basic Event Planning Basic Event Planning Important Role of Alumni Club Events Important Role of Alumni Club Events General Steps to Plan an Event General Steps to Plan an Event Last Minute Details & Tips Last Minute Details & Tips Sample Club Events Calendar Sample Club Events Calendar Important Dates (all tentative) Important Dates (all tentative) How To … Guide How To … Guide Requesting Marketing Requesting Marketing Broadcast s Broadcast s Invitations Invitations Calendar Postings / Online registration Calendar Postings / Online registration Using other sources (blogs, Yahoo! Groups, Facebook, etc.) Using other sources (blogs, Yahoo! Groups, Facebook, etc.)

Alumni Club Events An Important Role Alumni Clubs play an important role in carrying out the mission – connecting alumni with each other and the University 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 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 Successful events take committed volunteers, and close attention to logistics and details

Possible Club Events Calendar Fall Football Game Watch Parties / Bus trips to a game Cats for a Cause events Club Dinner / Speaker College fairs or preview nights participation Winter Holiday party or progressive dinner Basketball game watch parties / trips to a game DanceBlue letter writing campaign Spring SEC/NCAA game watch parties Speed networking / career event Scholarship fundraiser Kentucky Derby party Summer Baseball outingStudent send-off

Important Dates ALL TENTATIVE and subject to change 2009 DanceBlue letters: due Jan DanceBlue letters: due Jan Derby party: details due by the end of February 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) Student Send-off details due by mid-June, unless hosted in Spring (due mid-March) Cats for a Cause: Sept. 25 – Oct Cats for a Cause: Sept. 25 – Oct Club leadership training – will be announced once football schedule is released and the fall board meeting is set 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 Consult guest speaker schedule, if applicable Choose date & time Determine VenuePlan your budget Choose member & nonmember costs Setup catering and any entertainment Work with the UKAA to determine event marketing Setup agendaSelect décor Confirm entertainment, speakers, catering, venue setup Enjoy your event!

Last Minute Details 2 Weeks Prior 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 1 Week Prior Confirm final guest list Make nametags, seating chart if necessary Confirm volunteers Event Day 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 Choose a location friendly to all in your group. Avoid private clubs. Select a centralized location. On Selecting a Venue Choose items you can use again! On Decor When serving food, always have a vegetarian option. Make sure the venue is handicap accessible. On Keeping Guests Happy Ask volunteers to assist with event planning. Divide up duties/roles – i.e. taking R.S.V.P.s, setting up catering, décor, etc. Always have help! Send thank you notes to any speakers, volunteers, etc. After the Event

How To … Guide Refer to your club leaders handbook for ways to plan… Refer to your club leaders handbook for ways to plan… Kentucky Derby parties Kentucky Derby parties Student send-offs Student send-offs Game watch parties Game watch parties Baseball outings Baseball outings Bus trips Bus trips Club meeting / dinner Club meeting / dinner … and More! … and More!

Event Marketing Assistance Invitations Broadcast s 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. A COMPLETED MARKETING FORM is REQUIRED for any assistance from the UK Alumni Association.

Marketing Form In order to receive marketing assistance for any event, fill out this form: In order to receive marketing assistance for any event, fill out this form: Found on Found on Click on Clubs & Groups Click on Clubs & Groups Select Club Forms Select Club Forms Select link for “Alumni Club/Group/College/Event Calendar/ /Mail Request Form” Select link for “Alumni Club/Group/College/Event Calendar/ /Mail Request Form”

Tips on Completing the Marketing Form 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. 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 , or invite design, etc. Use the form for ANY marketing assistance you need – whether just the calendar, or calendar and , or invite design, etc. See the example for more tips & hints. See the example for more tips & hints.

Timeline for Marketing Keep in mind the following deadlines for assistance with marketing events…. Keep in mind the following deadlines for assistance with marketing events…. 8 weeks minimum for invitation design 8 weeks minimum for invitation design 72 hours (3 business days) for broadcast s 72 hours (3 business days) for broadcast s 72 hours (3 business days) for online registration 72 hours (3 business days) for online registration

Broadcast s When requesting, be specific about your audience. When requesting, be specific about your audience. Members vs. members & nonmembers Members vs. members & nonmembers Young alumni (defined as graduates of last 10 years) Young alumni (defined as graduates of last 10 years) s can be scheduled up to 6 months in advance. s can be scheduled up to 6 months in advance. Make sure your message is clear! Make sure your message is clear!

Invitations Invitation designs… allow 8 weeks from the time you request invitations to the day of the event 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. 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 Request through the marketing form (even for game watch parties to be listed) Request through the marketing form (even for game watch parties to be listed) Online registration is available here Online registration is available here Keywords are available Keywords are available Calendar is searchable via club Calendar is searchable via club Visit Visit Click on News and Events Click on News and Events Click on Alumni Calendar Click on Alumni Calendar

Housekeeping Items Alcohol policy Alcohol policy Insurance policy Insurance policy

Hints on Communications Less is more! Less is more! The earlier, the better! The earlier, the better! Make sure you provide our office with ONE valid address. Make sure you provide our office with ONE valid address. This helps ensure fast & efficient approval of all proofs. This helps ensure fast & efficient approval of all proofs. Events in which a majority of our clubs participate have templates for invitations… Events in which a majority of our clubs participate have templates for invitations… Kentucky Derby Parties Kentucky Derby Parties Student Send-offs Student Send-offs Cats for a Cause Cats for a Cause Game Watch Parties Game Watch Parties

More Tips Give plenty of lead time and be prepared with your requests. Give plenty of lead time and be prepared with your requests. Don’t hesitate to ask questions or for assistance. Don’t hesitate to ask questions or for assistance. Deadlines matter!!!! Deadlines matter!!!!