Groups in medium and large cities (>400 alums) should hold a planning meeting with local volunteers at least annually in order to:
 

Brainstorm ideas.

Create a proposed event calendar.

Confer with alumni office staff about the proposed event calendar:
 

Avoid conflicts with previously-scheduled alumni events, holidays, and major local events.

Receive approval for events.

Determine and book event location and major vendors.

Decide how much to charge attendees.

Request faculty or staff presence at event, if necessary.

Three months before each event
 

Provide alumni office with final details for event publicity and registration.

Work with alumni office staff to make arrangements for volunteer hosts, food & drinks, audio/visual equipment, parking, set-up, and clean-up.

Three weeks before each event
 

Encourage attendance of local alumni via personal phone calls and emails.

Confirm any speaker's travel arrangements with the alumni office (arrival time, transportation, hotel, etc.).

Request biographical information on any speakers.

Request nametags, pens, and give-aways from the alumni office using the Event Supplies Request Form (PDF) (DOC).

Should it be appropriate to give a gift to a speaker or special guest, the alumni office can assist in providing small Rice-related items. If you prefer to purchase a gift yourself, all gifts must be valued at less than $25 in order to avoid tax implications for the recipient. In addition, you should not provide cash-equivalent gifts such as gift cards.

Week of the event
 

Finalize and confirm all arrangements for volunteer hosts, food & drinks, audio/visual equipment, parking, set-up, and clean-up logistics.

Arrive at least one hour early to check in with venue staff and prepare for event.

Work with vendors to make sure all event needs are met.

Set up welcome/information table with:

• Signs or banners.
• RSVP list or sign-in sheet and pens.
• Nametags and markers.
• Rice literature and publicity for upcoming events.
• Volunteer sign-up sheet to recruit future leaders.
• Rice give-aways (if applicable).

Ensure welcome/information table is staffed.

"Host" the event by mingling with guests, introducing new faces, and recruiting volunteers to help with future events.

Request feedback from guests.

Take pictures.

Plan to stay for at least 30 minutes after the end of the event to ensure successful guest departure and coordinate clean-up. Don't forget to take home the attendance list and all receipts!

Have fun!

Report back to the alumni office with event attendance, comments, and suggestions for future events.

Submit an Event Reimbursement Form (PDF) (DOC) along with receipts for out-of-pocket expenses and any money collected at the event. Please be sure to follow the guidelines for payment and reimbursement of event expenses.

Return any extra event materials to the alumni office or safely store them for future events.

Email pictures to the alumni office.

Send a letter of thanks to any special guest, speaker, especially-dedicated volunteer, or other individual who made a difference in the event.

Contact guests who expressed interest in volunteering.