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Plan Your Own Event
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Alumni groups play an important role in carrying out the mission of the Alumni Association—helping connect alumni to each other and to the University. Alumni groups often share their Penn State pride with their communities by performing community service projects (e.g., National Service Week), participating in charitable endeavors, setting up career networks, promoting Penn State fellowship (e.g., TV tailgates), and supporting local area students in their transition to Penn State via student sendoffs and scholarships. Each chapter determines its own programming. Organizing successful events requires paying close attention to the logistics and details, and some strong planning skills. Here are some guidelines to help you plan a successful event.

Event Timeline

1 Year Before the Event

• Set a date.
• Establish an event committee.
• Select and reserve a facility or facilities for your event.
• Decide on the events you wish to hold.
• Reserve a block of hotel rooms for out-of-town guests as needed.
• Draw up a preliminary guest list (call the Alumni Association for lists!).

9 Months Before the Event

• Plan a “datesaver” letter or postcard.
• Hire a photographer.
• Determine your budget based on estimated costs of food, entertainment, flowers, etc.

6 Months Before the Event

• Hire entertainment. Finalize menus.
• Draft the registration brochure - this includes determining amounts to charge for each event.
• Invite/confirm any emcees or speakers.

• Mail the brochure
• Meet with florist, caterer, etc.
• Confirm entertainment and speakers.
• Make a site visit and meet with your sales representative about room set-up, A/V needs, etc.
• Begin taking registrations and mailing confirmation letters/packets.
• Arrange a phonathon or phone tree.

• Make appropriate signage (see what the event site(s) will provide for you), including directional and welcome signs.
• Draft literature that attendees receive when they arrive.

• Print appropriate quantities of all materials.
• Stuff registration packets.
• Print nametags and double-check spelling of all names.
• Notify caterer of counts for each event if they are significantly lower or higher than initially expected.
• Make a seating chart if necessary (request a blank chart from your contact person at the site(s)).
• Print placecards if necessary.
• Write speeches and introductions.
• If your event is taking place in another city, ship printed materials, nametags, etc., to the reunion site.
• Call your contact person and ask how to label the shipment so it will be delivered promptly.

• Print out the guest list in alphabetical order.
• Finalize seating chart, nametags, and placecards.
• Notify caterer of final counts for each event.
• Hold a volunteer training session for the committee and any other volunteers, or create a tip sheet so all are ready for the big day!
• Have a car filled with gas, cleaned, and ready to go in case an emergency trip must be made to pick up a forgotten item, a speaker or entertainer, etc.
• Get the phone numbers of all speakers and entertainers in case you need to reach them in a hurry.

• Arrive early, and encourage other volunteers to do so.
• Have with you all the clothing you will need for the entire day in case you don’t have time to go home and change.
• Check all facilities and grounds.
• Pick up litter, if necessary.
• Check A/V equipment to make sure it is working properly.
• Check to see that your flowers, programs, etc., have arrived.
• Call any speakers or entertainers who have not arrived on time.
• Relax and smile!
• Never tell “war stories” to your guests or intimate that things might be less than perfect. Chances are, no one but you will notice any mistakes.

• Close the books - pay all bills.
• Send thank-you notes to all volunteers and others who helped the weekend run smoothly.
• Compile and review evaluation results.