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Thinking of starting a new group, or looking for advice in running one? All the information you need is here, and we're here to help.

 

Kennedy-Western Alumni Groups come in all shapes and sizes, from regional social gatherings to high-tech business networking

 

The strong network of Kennedy-Western University Groups caters to everyone who attended Kennedy-Western University. Many of these Groups hold regular events, meetings and activities, encouraging alumni to network, socialise and become supporters of the University.

 

There is no one size fits all approach to running an Alumni Group, however, to help ensure that volunteer-led Alumni Groups continue to offer valuable support to the Kennedy-Western University Alumni Association, and that the Development and Alumni Relations team provides the best possible services to Alumni Groups around the world

Starting a Alumni Group

The checklist has been compiled by the Development and Alumni Relationship Events team to provide support to Groups when preparing to run an event. While this list is by no means exhaustive we hope it will give you some suggestions for good practice.

 

Proposal

Draft a proposal for the event, including a budget and timeline for key tasks and deadlines

 

Date

Discuss proposed dates internally and with key stakeholders including VIPs

 

Venue

Research possible venues

Agree upon a suitable venue

 

Finances

Create a budget document to keep track of suppliers and invoices

 

Speakers

Research speakers. See the additional ‘Find a Speaker’ information sheet provided

Send formal invitation to speaker with details of event

Ensure the speaker is kept aware of all timings and arrangements for the event

 

VIPs

Identify and invite any VIPs you want to invite

 

Guest List

Compile the proposed guest list and circulate to relevant parties

 

Invitations

Send invitation and accompanying information wording

Monitor replies

 

Publicity

Send event details to Development & Alumni Relationship Office (D&ARO) for publicity on your Alumni Group page and adding a website

Use social media sites such as Facebook/ LinkedIn

Please note: D&ARO can email local alumni as part of an annual recruitment email for your Group; we are unable, however, to provide this service for each event your Group holds

 

Audio/Visual

Agree audio and visual requirements such as projectors and screens

 

Staffing

Decide on the tasks for your Group volunteers

 

Parking

Reserve parking at venue

Check details for disabled parking

 

Room Dressing

Consider decorations such as flowers, banners and table cloths

 

Risks

Complete a risk assessment

Consider what you will do if the event is cancelled (eg. Venue cancellation charges, ticket refunds)

Be sure that key volunteers are aware of emergency procedures

Decide if you need insurance or licences (eg, alcohol, entertainment)

 

Post-Event

Thank speakers and VIPs

Collect feedback from attendees/send survey

 

 

Table flags

 

aka Warren National University