Congratulations! 

You have taken the first step to becoming an alumni event planner.  In this role, you will be making a difference in the lives of St. Scholastica alums, and will be playing a significant role for the College.

Your level of involvement in planning and implementation will vary depending on the commitment you made to the Alumni Relations staff.  However, no matter what the level, this kit will help you do the best possible job for a successful alumni event!

 Alumni Relations Responsibilities and Resources

• Ongoing support through the event process, from planning through implementation and evaluation.
• Marketing assistance through design and mailing of the event invitation.
• E-mail follow-up event reminder to area alumni one week prior to the event.
• List of alumni in your event area, including phone numbers and e-mail addresses.
• Budget planning assistance.  On a case-by-case basis, our office may provide modest funding for the event/program.
• Support at the event.  Again on a case-by-case basis, staff from Alumni Relations may attend the event.

 Alumni Event Planner Responsibilities

• Coordinate logistics (location, date, etc.).
• Communicate with Alumni Relations contact person.
• Promote the event, especially through phone calls to alumni.  This is the single most effective way to have a successful event!  Setting up phone call trees can be helpful.
• Encourage other alumni to work with you in planning, calling and helping at the event.
• Coordinate registration at the event.
• Coordinate the event itself (set-up prior to start time, welcome, emcee, etc.).
• Connect with old friends, meet new ones, and have fun!
• Post-event feedback and return of attendance list, drawing slips, and any unused materials to Alumni Relations.
  
  Contact Information

The College of St. Scholastica Alumni Relations staff is available to help you find the resources you need, share our advice and make the recommendations for any of your needs.  Please don’t hesitate to call us at 218-723-6071; 1-800-447-5444, ext. 6071 or send an e-mail to alumni@css.edu.

The College of St. Scholastica 800-447-5444, x6071 (218) 723-6071 alumni@css.edu	Lisa Roseth Executive Director Alumni Relations lroseth@css.edu	Ruth Erdmann-Sluka Director of Corporate Gifts Senior Major Gift Officer rerdmann@css.edu
Sister Timothy Kirby '39 Assistant Director  Alumni Relations tkirby@css.edu	Mary Gummerson '00 Associate Director Alumni Relations mgummers@css.edu	Gary Garlie Executive Director of Development Planned Giving ggarlie@css.edu
Brenda Kimlinger Alumni Relations Office Assistant bkimling@css.edu	Bradley Konkler Director of Major Gifts   bkonkler@css.edu	Jenny Brodin Planned Giving Major Gift Coordinator jbrodin@css.edu

 Important Considerations in Planning an Event

1.      Know your audience.  Are you appealing older or younger alumni?  Is this a family event?  There could be something for everyone, but each event should not have to appeal to all alumni.

2.      Do you have any alumni volunteers who can help you plan the event?  The more help you have, the more fun this process will be.

3.      Are there any conflicts with the date you choose for your event?  Does the Alumni Relations office have any other events planned for that date?  Pay close attention to religious holidays and peak vacation times when scheduling.  Be sure not to conflict with significant campus events.

4.      Choose your location carefully.  Try to pick locations that have easy access, nearby parking, and no additional fees.

5.      Budget wisely.  All of your events should be self-supporting. Financial assistance is available on a case-by-case basis with Alumni Relations.  

6.      If planning a major program, find ways to feature local alumni as speakers.  They are usually willing to participate and you can build around their availability.

7.      Has this event ever been done before?  You can refer to the Alumni Relations office for input on what previous alumni have done in similar events. See “Past Successes” and sample invitations on this site.

8.      What are the details that need to be worked out with facilities, event date, food, etc.?

 Things You are Going to Need

 Event Timeline            Checklist            Event Supplies List

Data For Invitation and Event Planning      Event Day Schedule

 Feedback       Past Successes       Sample Invitation   Sign In Sheet