[PDF] Alumni Chapter Resource Manual: Event Management





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Alumni Chapter Resource Manual

Edition: January 2015

PART D:

Event Management

CONTENTS PAGE

EventProgrammingDͲ1

PlanningEventsDͲ1

EventTimelinesDͲ

19TipsforPlanningEventsDͲ2

Types ofeventsDͲ3toDͲ4

EventManagementDͲ5toDͲ10

PublicisingEventsDͲ8

SourcingSpeakersDͲ9

RiskManagementDͲ10

Running

aSuccessfulSpeakerEventDͲ11

APPENDICES

B:EventBudgetWorksheetDͲB1

onTemplateDͲE1 F

G:PostAlumniEventSurveyDͲG1

onalOwnersDͲI1D

EVENT PROGRAMMING

PARTD:EventManagement

Eventprogrammingisavery

importantpartofthelifeofa chapter.Eventsprovideavarietyof participationopportunitiesfor membersandcanbeawaytoattract new members.However,asevents take timeandrequireagooddealof planningandcommitment,chapters mustensuretheyknowexactlyhow theeventsÞtintotheirprogramming strategy.

Planning Events

Chaptersarerequiredtodevelopan

annual scheduleofevents.Themore complicatedtheevent,themore leadtimeitrequires.Itis recommendedthatchaptersplan their eventsscheduleattheendof thecalendaryearforthenextyear.

Thisgivesopportunityforall

committeememberstobeinvolved inbrainstormingandtounderstand whattimecommitmentswi ll be requiredwellinadvance. Input foreventideasshouldalsobe sought fromthechapter'sgeneral membershipbasethroughsurveys andfeedback.

Chaptersareencouragedtomake

contactwitheachotherduringtheir annual planningtoidentifyifany opportunities forjointevent programmingexist.Thiscanhelp dis tributecosts,bols terattendance opportunities forattendeesto extendtheirnetworks.

Event Timelines

One keysuccessfactorforevent planningistostartearly.Themore complicatedtheevent,thelonger theleadtimerequired.Findinga suitablevenue,securingspeakers andotherarrangementscantake many months.Thesuggestedtimetodedicateto smalltomediumeventsis10Ǧ12 weeks.Largeeventsmayneed3Ǧ6 monthsormoredependingonthe formatandcomplexity.

Eventsshouldessentia

llybetreated asprojects - theÞnaloutcomeis made upofaseriesofsmaller activitieswithvaryingtimelines, someofwhichcannotbeenacted unlessanotheraspectoftheproject hasbeencompletedÞrst.

Thebestwa

ytomanageabig project istodrawupatimeline startingattheendandworking backwards.

Remember,thedevilisin

thedetailsanddevisingthetimeline will helptoensurethatkeyelements

ActionPriortoevent

Establisheventmanagementteam4Ǧ6months

Identify

possibleeventdates

Secure&bookvenue4Ǧ5months

Research

andinvitespeaker/s,MCetc3Ǧ4months

Prepareinvitations&RSVPprocedures

Sendinvitations4Ǧ6weeks

Promote

Email eventreminder2Ǧ3weeks Pre Dayofevent - setǦupvenue,liaisesuppliers/speakersetc SAMPLE TIMELINEóMEDIUM SCALE EVENT (eg speaker event) Securesuppliers - catering,photography,AV,prizesetc6Ǧ10weeks Email reminderstoattendees2Ǧ3days

DͲ1

RefertotheEventChecklist

(D

ǦA1)foracomprehensivelist

ofeventconsiderations

9 Tips for Planning Events

PARTD:EventManagement

1.PURPOSE - Determinethepurposeofeach

eventandactivityandhowitcontributesto yourchapter'soverallaimsandobjectives. 2.

QUALITY - Yourfocusshouldbeonquality

foreveryactivityyouundertakeratherthan quantity.Itisbettertodoafewkeythings andunmemorable. 3.

AUDIENCE - Doyouknowwhattypeof

activities andprogramsmostappealtoyour membership?Ifyoudon'tknow,thenask them.Chaptershaveanobligationtotheir memberstoprovideastimulatingprogramof activities thatcatertomembers'interestsand needs. 4.

SEGMENTATION - Manychapters,

takea'onesizefitsall'approachforrelevant arangeofactivitiesandeventswhichare targetedatspecificsegmentsofyour membership base,forexampleyoungalumni, midǦ career,specificdisciplinesorprofessions. The segmentsthatmakeupyourmembership,the more balanceyoucanbringtoyourprogram. 5.

TIMING&LOCATION - Schedulingand

Considerthebesttimeofyear,dayofthe

weekandtimeofdaywhichwillappealmost to youraudience.Lookforotherevents, activities andpublic/schoolholidayswhich locationeasilybypublic transportoraccess carparks? 6.

FORMAT - Notalleventsarecreatedequal

andcarefulconsiderationshouldbegivento thetypeofeventandtheexpectedoutcome.

Keyconsiderationsforeacheventinclude

COST,PLANNINGTIMEandIMPACT.Once

thesefactorshavebeenconsideredthe chapterwillbeabletomakeamoreinformed decisionaboutif/howtoproceed. 7.

ORGANISATION - Identifyoneortwomain

peoplewhowillbethekeycontact/sforthe whetherasubǦcommitteeofvolunteerswill alsoberequired.Ensureeveryoneknowshow taskshavebeenallocated,towhomandwith whatparameters.Theeventorganiserneeds to bedetailsǦfocused,excellentattimeand peoplemanagement,aproblemǦ solverand abletothinkontheirfeet. 8.

LIAISON - Workcloselywithyouralumni

eventmanagementandcommunicationplan. 9.

EVALUATION - Decidehowyouwill

evaluatethesuccessoftheeventandbuild thisintotheeventplan.Thisimportant componentisoftenoverlookedbutiscritical to determinewhethertheobjectivessetfor theeventwereachievedandcouldbe reportwhichcanbeusedforfutureplanning.

DͲ2

What type of event?

Celebrations/Special Occasions

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