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Planning Calendar for...
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Hosting an Event
Planning Calendar for...
Planning Calendar for Hosting an Event
12 Weeks Prior to Event
Prepare the various components
Reserve the location, caterer, and bar service
Contracts must be approved by the College
Don't forget audio/visual possibilities
8 Weeks Prior to Event
Turn in written description of event and RSVP date to alumni relations so we can publish info on the website and include it in all publicity materials
Invite, as appropriate, faculty or staff to participate
6 Weeks Prior to Event
Alumni relations sends out event announcements
Recruit some volunteers to spread the word and help at the event
Contact your l
ocal AAG member
3 Weeks Prior to Event
Confirm space arrangements (tables, podiums, AV, etc.)
Assign event duties and responsibilities
Start making personal phone calls to encourage attendance
1 Week Prior to Event
Designate a photographer (later, send photos to alumni relations so we can document your success!)
If there's a program, review the agenda with the event emcee
Receive all registration materials, including giveaways and name tags, from alumni relations
Provide final count to event facility
3 Days Prior to Event
Review all logistics with your contact at the site
Prepare all materials to be brought to the event
Print final RSVP list as provided by alumni relations
Day of the Event
Arrive early (at least 30 minutes) to be sure the space is arranged properly and to acquaint yourself with the facilities
Set up a table with name tags, sign-in sheets (pdf provided), and giveaway items, and make sure a volunteer is right there to distribute the items and to answer questions
For larger events, set up this kind of table around the room to avoid congestion at the door, and make sure guests know how to find them!
Have a prepared agenda for the entire event (optional)
As the event draws to a close, consider having a volunteer sign-up sheet at the door to recruit future helpers
Plan to stay for at least 30 minutes after the event to ensure successful guest departure and coordinate clean-up. Don't forget to take home the attendance list!
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With Alumni & Family Relations
Alumni & Family Relations
893 West Street
Amherst, MA 01002
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