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Event Planning & Marketing

Event Planning & Marketing. UK Alumni Association Club Leadership Training Sept. 10 – 11, 2010. 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

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  1. Event Planning & Marketing UK Alumni Association Club Leadership Training Sept. 10 – 11, 2010

  2. 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.)

  3. 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

  4. General Steps To Plan An Event

  5. Last Minute Details

  6. Things to Consider

  7. Possible Club Events Calendar

  8. Important DatesALL TENTATIVE and subject to change • 2011 DanceBlue letters: due Jan. 28 • 2011 Derby party: details due by the end of February • 2011 Student Send-off details due by mid-June, unless hosted in Spring (due mid-March). • 2011 Cats for a Cause: Sept. 30 – Oct. 9 (may vary based on football schedule) • 2011 Club leadership training – will be announced once football schedule is released and the fall board meeting is set.

  9. 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!

  10. 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

  11. Timeline for Marketing • Keep in mind the following deadlines for assistance with marketing events…. • 10 weeks minimum for invitation design • 72 hours (3 business days) for broadcast e-mails • 72 hours (3 business days) for online registration

  12. Broadcast E-mails • NEW PROCEDURE  when requesting marketing for event, e-mail details to appropriate staff person • 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!

  13. Invitations • Invitation designs… allow 10 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.

  14. 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

  15. 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.

  16. Housekeeping Items

  17. 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

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

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