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Event Planning & Marketing

Event Planning & Marketing. UK Alumni Association Club Leadership Training Sept. 25 – 26, 2009. 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. 25 – 26, 2009

  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

  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 2010 DanceBlue letters: due Jan. 29 2010 Derby party: details due by the end of February 2010 Student Send-off details due by mid-June, unless hosted in Spring (due mid-March). 2010 Cats for a Cause: Oct. 1 – Oct. 10 (may vary based on football schedule) 2010 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. **A COMPLETED MARKETING FORM is REQUIRED for any assistance from the UK Alumni Association. Event Marketing Assistance

  11. Timeline for Marketing • Keep in mind the following deadlines for assistance with marketing events…. • 8 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 • When requesting, be specific about your audience. • Members vs. members & nonmembers • Young alumni (defined as graduates of last 10 years) • E-mails can be scheduled up to 6 months in advance. • Make sure your message is clear!

  13. 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.

  14. Calendar Postings • Request through the marketing form (even for game watch parties to be listed) • 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. 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. Use the form for ANY marketing assistance you need – whether just the calendar, or calendar and e-mail, or invite design, etc. See the example for more tips & hints.

  16. Marketing Form • In order to receive marketing assistance for any event, fill out this form: • http://alumniweb.uky.edu/alumforms/broadcast/ • Found on www.ukalumni.net • Click on Clubs & Groups • Select Club Forms • Select link for “New E-mail Broadcast Request Form (BETA version)”

  17. Social Networking

  18. Housekeeping Items

  19. Hints on Communications • Less is more! • The earlier, the better! • Make sure you provide our office with ONE valid e-mail address. • This helps ensure fast & efficient approval of all proofs. • 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

  20. 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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