Event Planning & Marketing

UK Alumni AssociationClub Leadership TrainingSept. 10 11, 2010Event Planning & MarketingPresentation OverviewBasic Event PlanningImportant Role of Alumni Club EventsGeneral Steps to Plan an EventLast Minute Details & TipsSample Club Events CalendarImportant Dates (all tentative)How To GuideRequesting MarketingBroadcast E-mailsInvitationsCalendar Postings / Online registrationUsing other sources (Facebook, Twitter, etc.)

Alumni Club EventsAn Important RoleAlumni Clubs play an important role in carrying out the mission connecting alumni with each other and the UniversityEach club determines its own programming and this will vary by area/alumni/size of chapterSuccessful events take committed volunteers, and close attention to logistics and detailsGeneral Steps To Plan An EventLast Minute DetailsThings to ConsiderPossible Club Events CalendarImportant DatesALL TENTATIVE and subject to change2011 DanceBlue letters: due Jan. 282011 Derby party: details due by the end of February 2011 Student Send-off details due by mid-June, unless hosted in Spring (due mid-March). 2011 Cats for a Cause: Sept. 30 Oct. 9 (may vary based on football schedule)2011 Club leadership training will be announced once football schedule is released and the fall board meeting is set.

How To GuideRefer to your club leaders handbook for ways to plan Kentucky Derby partiesStudent send-offsGame watch partiesBaseball outingsBus tripsClub meeting / dinner and More!

Event Marketing AssistanceA comprehensive marketing plan helps to ensure the success of your events.

Use any combination of the marketing services offered by the UK Alumni Association.

Timeline for MarketingKeep in mind the following deadlines for assistance with marketing events.

10 weeks minimum for invitation design72 hours (3 business days) for broadcast e-mails72 hours (3 business days) for online registration

Broadcast E-mailsNEW PROCEDURE when requesting marketing for event, e-mail details to appropriate staff personBe sure to send complete information (this will insure that your request is processed in a timely manner)When requesting, be specific about your audience.Members vs. members & nonmembersYoung alumni (defined as graduates of last 10 years)Make sure your message is clear! The text should sound fun and exciting so that people want to attend your event!

InvitationsInvitation designs allow 10 weeks from the time you request invitations to the day of the eventBefore asking for design, have everything together including copy for the invite, any logos you need on the invite, final date, time, location, any speakers, etc.

Calendar PostingsSend request to appropriate staff personOnline registration is availableUnique URLs are available (i.e. www.ukalumni.net/fayettegolf) To access online events calendarVisit www.ukalumni.netClick on Events & ActivitiesClick on Events Calendar

Social Networking

*Please be aware of the use of the UK Alumni Association logo on your social networking pages or any other communication coming from the club.Housekeeping ItemsHints on CommunicationsLess is more! The earlier, the better! Events in which a majority of our clubs participate have templates for invitationsKentucky Derby PartiesStudent Send-offsCats for a CauseGame Watch PartiesMore TipsGive plenty of lead time and be prepared with your requests. Dont hesitate to ask questions or for assistance. Deadlines matter!!!!