Alumni Resource Book
Alumni Association   •   Truman State University    •   Kirksville, Missouri

TABLE OF CONTENTS

1. Introduction

2. Contacts

• Chapter & Club
 • Alumni Board of Directors
• University Contact Info

3. Chapter/Club Management

• Purpose
 • Structure
 • General Administrative Info
• Tips for Successful Chapters & Clubs
 • Working with Volunteers
 • Working with the University
 • Planning for Officer Succession
 • Honor Chapter Structure & Points System
 • Sample Alumni Survey

4. Membership

• Benefits of Chapter Membership
 • How to Build Chapter Membership
 5. Communications

• Chapter Communications
 • Chapter Email Accounts

• Social Media Best Practices 

• Sample Membership Letters
• Miscellaneous Communications Samples

6. Event Planning

• Organizing & Planning Events
 • Banquet Planning
 • Care Package Event
 • College Fair Program
 • Freshmen Send-Off
 • Golf Tournaments
 • Member-at-Large Events: Tailgate
 • Silent Auction
 • Other Event Suggestions
• Listing of All 2011 Alumni Events

 7. Marketing Alumni Events

• Guidelines for Submitting Event Info to the University
    ALUMNI EVENT SUBMISSION FORMS
     -Online Event Form
     -Printer-friendly Event Form (PDF file)

8. Scholarships

• Establishing a Foundation Scholarship
 • Current Chapter Scholarships & Criteria
 • Sample Scholarship Appeal Pieces
 • Sample Thank-You Note to Donor
 
 

Alumni Association
Truman State University
McClain Hall 205
100 E. Normal
Kirksville, Missouri 63501-4221
Telephone: (800) 452-6678 or (660) 785-4133

E-mail: alumni@truman.edu
Web Site: http://alumni.truman.edu


6. Event Planning:  Banquet Planning

 Purpose:  Chapter and club banquets provide an opportunity for Truman alumni to become acquainted.  If combined with a silent auction or other fundraiser, they can also be a means of encouraging alumni to support the University.  Finally, if a representative from the University administration is invited, the banquet can be an opportunity to update alumni on the current achievements of the University.

 

The time spent on the banquet can depend on the knowledge of the restaurant, your previous working relationship with the establishment, and whether you plan to include a presentation, speaker or other focus to help increase reservations and attendance.  Depending on the time of year, your initial planning may need to begin as much 10-12 months prior to the actual date.  Seasons (such as Christmas) or holidays (Mother’s Day, Easter, etc.) are premium in the restaurant business and many restaurants have early bookings for these holidays.  Take these holidays into consideration when planning and estimating on the attendance. 

 

The easiest type of dinner to plan is a buffet.  Most restaurants have already determined the amount of food needed for each entrée and how many servings are in each dish.  However, you will need to set a budget on a per person basis in order to keep the banquet feasible.  Dinner with individual meals and family style are easy to budget,  but you may have to sacrifice choices or preferences for costs.  Many restaurants have sample menus for you to review, use or change as you wish.  If you know of any special diet concerns, vegetarian requests or food allergies, please discuss this with the restaurant as soon as possible.

 

Six to nine months before the event:

  • Decide on the date. 

  • Reserve a location—most restaurants reserve rooms based on this rough estimate of the people attending and can work with a rough guess at this time.  The restaurant will forward a contract for review and signature to reserve the room.  Some will also require a deposit.  Be sure to review the contract particularly for any special requirement regarding liquor purchases, cost of a bartender, etc.  The form will also include other requirements regarding finalizing numbers and complete cancellation of the dinner.  If a representative for the University will be in attendance, you need to forward the contract to the Office of Advancement for review.

  • Determine cost per person. 

 

Two to six months before the event:

  • Finalize the menu with the restaurant. 

  • Check out the room in order to confirm electrical outlets, lighting issues and potential placement and use of audio visual equipment (if needed). 

  • Plan any additional programs and presentations. 

  • Begin initial publicity of the event. 

  • Create flyers and/or invitations.  The Office of Advancement can assist with the initial publication and printing of flyer and mailing invitations. 

  • Finalize any agreements regarding liquor, cash bar or tickets.  Some restaurants will require some commitment or guarantee of minimum sales for a cash bar. 

  • Confirm with the restaurant any needs or requirements regarding audio/visual aides for the presentations.  Otherwise, you may need to make arrangements to bring this equipment in prior to the event.  Also consider if you will need a raised platform for your presentation, table, cart, etc. 

 

One to two months before the event:

  • Send out a second mailing and solicit reservation commitments. 

  • Monitor reservations and contact restaurant or establishment if attendance appears to be higher than originally planned. 

  • If not previously done, finalize menu and liquor contracts at this time. 

  • Confirm any special speakers or presentations at this time and time allotment for presentation.  Finalize with the restaurant when dinner service is to start. 

  • Collect any door prizes or gifts for the event. 

 

Two to four weeks before the event:

  • Review current reservations with restaurant and adjust attending number if needed.  Confirm audio visual equipment and equipment that will need to be brought in prior to the event. 

  • Create and organize any handouts, door prizes, or gifts. 

  • Create any signs, banners, etc… and organize with restaurant on placement and who will hang any signs. 

  • Finalize event itinerary, cocktail gathering and the start of the dinner service. 

  • Make name tags. 

 

One week before the event:

  • Provide restaurant with a final count of attendance, add about 10% for last minute attendees.  Many restaurants require 48 hours for any changes on numbers and menu.  Many restaurants will allow additions but not subtractions after the “final count” has been given.

  • Make final check with restaurant regarding liquor, menu, changes, and any specific instructions regarding table arrangements. 

 

Day of the event:

  • Drop off any signs or banners for the restaurant to hang.  Drop off any audio visual equipment to be set up in the room.  Arrive early in order to set up this equipment and hang any banners if the restaurant will not hang them for you. 

  • Resolve any last minute issues that may arise and settle fees and bill with restaurant.  Most will include a gratuity with the final charges. 

  • Sit back, have a glass of wine, and enjoy a fun and pleasant meal. 

 

View Samples...

 

Sample - Banquet Invitation