The University of Chicago Alumni Association

10 to 12 Weeks before the Event

Finalize plans for the event (date, time, place, cost, RSVP contact, information contact, event description).
Complete Event Submission Form.
Make billing or deposit arrangements for venue and caterer.

6-7 Weeks before the Event

The Alumni Office will mail the event announcements. Mailings are almost always sent third class and delivery can take up to three weeks.

3 Weeks before the Event

Take reservations and update the caterer with attendance figures regularly.
If the attendance differs from what you gave the caterers, make appropriate adjustments.
If the number of reservations is less than expected, your staff liaison can send a reminder broadcast e-mail and volunteers can make personal calls to local alumni.
Recruit volunteers to help you greet guests at the event.

2 Weeks before the Event

Request Event Registration Packet from the Alumni Office which includes an event evaluation form, name tags, and other materials you specifically request.
Make sure you have assigned volunteers to take registration at the door (if necessary), to greet participants and act as general hosts, and to make program introductions (if necessary).

5 Days before the Event

Day of Event

Arrive an hour to 45 minutes early, check the room seating and any audiovisual equipment, and set up the registration table.
Check with the caterer to make sure that the food will be served on time and that no last minute changes need to be made.
If payments are being taken at the door be sure to have cash on hand to make change.
Volunteers working at the registration table should take accurate attendance, checking off attendees who registered in advance and adding names of any guests who did not register in advance.

1 Week after the Event