Chapter Handbook

Event Organizer's Checklist

Type of Activity____________________
Date of Activity___________________

A. Twelve weeks before
Complete preliminary scheduling at an Association chapter meeting. Contact your Association staff liaison to determine if these dates will fit the master schedule. At the appropriate time, a phone directory of area alumni will be provided to you.

B. Ten weeks before
__________ 1. Hold an initial meeting with the chapter steering committee.
NOTES:

__________ 2. Assign duties to committee members.
NOTES:

__________ 3. The steering committee will decide what other subcommittees are needed.(i.e. telephone committee, publicity committee)
NOTES:

C. Nine weeks before
_________ 1. Committee members begin working on assigned tasks.
NOTES:

D. Eight weeks before
__________ 1. Hold a second meeting of the steering committee.
a. Have members report on the progress of assignments.
NOTES:

__________ 2. Reach final decisions on event details.
a. Inform the Association of additional material needs.
NOTES:

E. Seven weeks before
__________ 1. Telephone subcommittee begins to call area alumni from provided phone directory.
NOTES:

__________ 2. Publicity subcommittee begins to campaign and promote the event.
NOTES:

__________ 3. Final event details must be given to the Association so any chapter mailings (if approved) can be produced.
NOTES:

Please note: This is a very important deadline! If standard class mail is used, it takes several weeks to be delivered. Also, alumni must have time to RSVP for reservations.

F. Six weeks before
__________ 1. Chapter mailing will be sent from the Alumni Association to the chapter alumni.
NOTES:

G. Five weeks before
__________ 1. The steering committee will hold a meeting with subcommittee chairmen to check off assignments.
NOTES:

H. Three weeks before
__________ 1. Reservations begin to come in.
NOTES:

__________ 2. Check on the progress of the phone subcommittee.
NOTES:

I. Two weeks before
__________ 1. Evaluate the response of the reservation returns. If numbers are low, additional e-mails or phone calls may need to be made.
NOTES:

__________ 2. Make arrangements for the following if necessary:

• VCR and/or TV, extension cord, podium, microphone and registration table.

• Travel itinerary for any University representatives will be sent to the steering committee. The Association will inform you if it is necessary to provide pick-up service for University personnel.

NOTES:

J. One week before:
__________ 1. Finalize all details.
NOTES:

__________ 2. Confirm, with the facility being used, the number attending.
NOTES:

Remember to involve as many people as possible in the planning and organization of your activities. Assign them specific tasks. They will be much more likely to attend the meeting if they have helped plan and execute the event. Please keep your Association staff liaison informed of your chapter activities each step of the way.