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Event Planning & Marketing. UK Alumni Association Club Leadership Training Sept. 9, 2011. Presentation Overview. Basic Event Planning Important Role of Alumni Club Events General Steps to Plan an Event Last Minute Details & Tips Sample Club Events Calendar
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Event Planning & Marketing UK Alumni Association Club Leadership Training Sept. 9, 2011
Presentation Overview • Basic Event Planning • Important Role of Alumni Club Events • General Steps to Plan an Event • Last Minute Details & Tips • Sample Club Events Calendar • Important Dates (all tentative) • How To … Guide • Requesting Marketing • Broadcast E-mails • Invitations • Calendar Postings / Online registration • Using other sources (Facebook, Twitter, etc.)
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
Important DatesALL TENTATIVE and subject to change 2012 DanceBlue letters: due Jan. 27 2012 Derby party: details due by the end of February 2012 Student Send-off details due by mid-June, unless hosted in Spring (due mid-March). 2012 Cats for a Cause: Oct. 5 – Oct. 14 (may vary based on football schedule) 2012 Club leadership training – June 14 - 16
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!
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. Event Marketing Assistance
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 e-mails • 72 hours (3 business days) for online registration
Broadcast E-mails • When requesting marketing for event, e-mail 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 & Activities • Click on Events Calendar
Social Networking *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.
Hints on Communications • Less is more! • The earlier, the better! • Events in which a majority of our clubs participate have templates for invitations… • Kentucky Derby Parties • Student Send-offs • Cats for a Cause • Game Watch Parties
More Tips Give plenty of lead time and be prepared with your requests. Don’t hesitate to ask questions or for assistance. Deadlines matter!!