Plan Your Event

A large part of leading an alumni chapter is hosting events for fellow alums in your area. Here are some tips and tricks for event planning to get you started!

The More the Merrier
It’s important to share responsibility for event planning so that certain volunteers don’t get burnt out. The alumni office can help find other alumni to help in your area by sending out our Volunteer Interest Form.

What do you like to do? 
If you are excited about your event, that will translate to the rest of the attendees. Aim for a variety of activities to attract a larger number of alumni each year. At least one event should highlight your region’s scholarship. Some possible examples include (but are not limited to!):

• Local Sporting Events
• Watch parties for BGSU sports
• Family Friendly Outings (picnics, bowling, putt-putt)
• Concerts or Theater Shows
• Happy Hours
• Career Networking
• Senior Send Off Parties

Contact the Vendors 
Whether you are planning a brewery tour, a golf outing, or anything in between, it’s important to contact your vendors. Check on prices, minimum purchases, maximum participants, ticket processing, or anything else that needs to be relayed to the Alumni staff. Having all of this information will help you fill out the event planning forms, as well. Don’t worry… we’ll handle all of the contracts for you and attendees will pay for their own tabs.

Keep us in the Loop 
Any chapter leader can fill out the Event Request Form. This forms helps staff collect all of the details, including location, advertisement, payment, etc. Once the form is submitted, it takes our team 5 business days to set up an event page and email invitation. Therefore, the ideal time to submit the form is at least 6 weeks prior to your event. A staff member will be in touch with any additional questions and updates. 

Go Live 
Once the request for an event has been submitted, the communications and alumni teams will start working on the details. A staff member will let you know when emails are ready for you to review. We will also email you when your event’s web page is live and set to take registrations.

Get Social 
After you’ve approved the communication for your event and the web page is live, start promoting your event on social media and watch your registration list grow! We’ll also advertise it on the official Miami Alumni social media accounts.

Registration and Payment 
Our team will take care of registration and payment for your event. We will collect payment from alumni, send you guest lists, sign contracts, and work out finances with your vendors. As a chapter leader, you’ll want to pass on all of this info to your chapter liaison so you are not held liable should there be any issues. That’s what we’re here for!

Enjoy your event! 
Pulling off a successful event is a big accomplishment! Even if you are hosting, make sure you take time to enjoy the activity, catch up with former classmates, and take it all in.

How Did It Go?
Follow up with the alumni staff after the event and tell us how it went! We love to hear your success stories and feedback so we can share with other network leaders. And don’t forget to give yourself a pat on the back!