Tips for Planning a Successful Club Event

Advance planning is the key to a successful event and will help to insure that it is promoted properly.

1. Determine if the event is of interest. Consider the following questions:
   • Does the event fall within the programming goals of the club?
   • What do you want to event to accomplish?
   • Is this event of general interest?
   • Will it draw a sufficiently large alumni audience?
   • Will the event have an activity with risk associated? If so, consult the Risk Management Documents (see forms and links).
     
2. Select an event point person
   • This person is responsible for overseeing the entire event. Other individuals may assist in planning the event but it is helpful to have a primary contact.
     
3. Select a venue for the program:
   • Is the location suitable for the program (for example, restaurants will not work for faculty lectures)?
   • Will it provide the necessary audio visual support for the program?
   • Is the rental price appropriate to the program and the budget? Be aware of hidden costs! At locations other than hotels and restaurants, you often need to bring in equipment (such as tables, chairs, garbage cans), as well as arrange for catering and equipment set-up and break-down. Are there other fees for service charges/gratuity or taxes. This can be an additional 20% of your bill (usually added to price of food and beverage). Some cities do qualify for tax exempt status (check with your regional liaison). Does the event need a deposit in advance?
   • Will it be attractive to the audience? A venue that has its own entertainment value or one that isn’t typically open to the general public will add value in the eyes of attendees.
   • Is it open and welcoming? Note: If a private club is chosen, make sure it does not discriminate on the basis of race, religion, gender, etc. The Alumni Association will neither sponsor nor promote any event that is held at a location where requirements for membership or use are discriminatory or restrictive on the basis of race, sex, religion, or national origin.
   • Is it easy to access? Make sure the venue is easily accessible to the physically challenged and elderly. Also, try to plan events in a variety of locations within your club’s region (i.e., downtown and suburbs so as to reach a broad range of alumni).
   • Can your preferred location accommodate the number of guests you anticipate?
   • If the location is outdoors, is there an alternate plan for bad weather?
   • Is the venue easy to get to? Is there parking?
     
4. Select the date and time:
   • Check the community calendar for conflicts and to avoid holidays.
   • Ask your staff liaison if your dates conflict with any other major University-sponsored events in your area.
   • Schedule the event for days and times that most alumni in your area would consider convenient.
     
5. Will there be food at the event? If so, what type of service will you use?
   • Avoid planning sit-down meals with a lecture. Receptions allow guests to mingle freely, meet one another, and remain alert for the presentation. They also can be tailored to your specific event budget.
   • At a reception, hors d’oeuvres can either be passed by waiters or served buffet-style depending on cost.
   • Teas or dessert receptions are good options for an afternoon event.
   • If you are hosting a sit-down meal, let guests sit in groups of their own choosing, making a large space seem more intimate. Verify the number of waiters serving your group and plan on at least an hour for the meal to be completed.
     
6. Will you have beverages? If so, what type of service?
   • Decide whether beverages will be included in the price of the event, if you will use drink tickets, or if you will offer a cash bar?
   • Think twice before offering an open bar. The cost of alcohol will add significantly to the overall ticket price, and you may be subject to dram shop laws. Beer and wine are a good alternative.
   • Be sure to check any local regulations and/or restrictions regarding serving alcohol at “off-site” locations. If there will be guests under 21, decide how you will identify them?
   • If alcohol is being served at a private home, plan to have guests sign a liability waiver.
   • Always offer non-alcoholic beverages at each event.
   • If you are arranging for the beverages to be donated, be sure to check on whether your venue will charge a corkage fees.
     
7. How much should you charge for an event?
• To decide on the price for the event, determine all event expenses, estimate how many guests you expect to attend, and calculate accordingly to break even. (consult Budget Worksheet)
• Try to plan events that vary in price.
  
8. How will you take reservations? Who will accept them?
• In some cases, the Alumni Association staff can handle reservations. Please consult with your staff liaison.
• If your event requires advance registration, appoint a volunteer to accept registrations and keep a list of those who have registered to attend. If payment can be made at the door, find volunteers to handle this.
• Appoint a volunteer to be the contact for people with questions about the event. (this is often the same person taking reservations)
• If you are taking reservations by e-mail, you should also provide a phone number for those who do not have e-mail access.
• Establish a deadline for people to respond. Depending on the event, this is generally one week prior to the event.
• If space is limited, establish a process by which people can be notified when the event is full.
  
9. How will you publicize the event? (consult Promoting your events for ideas and timing)
   • The earlier you plan your event, the more marketing/communication tools available from the Alumni Office.
   • Determine what options you want to use and when (i.e. do you want to send an e-mail telling people to save the date and follow with a direct mail invitation?).
   • Once you have all the event logistics, you will need to write the program description or the invitation text and submit it to your Alumni Association staff liaison. Staff members will design the invitations, but final details will be verified by the event planner (use Event Submission form).