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:  Care Package Event
 

Purpose:  The purpose of a care package event is to build a connection between the local alumni chapter and Truman students from your area.  It encourages alumni to reach out to these students, to recognize their efforts and to encourage their future membership in an alumni chapter. 

 

What is a Care Package Event?  A care package event consists of a group of alumni and parents getting together to prepare gift boxes for the Truman students from their area.  The care packages are put together and mailed via UPS or FedEx (whichever is cheaper) so that the students receive the boxes a few weeks before final exams.  A care package event can be held for the spring or fall semester.  Care package events are funded through the chapter administrative budget and personal donations.

 

Six to nine months prior to event date

1. Plan Early–Set a date for the event at a chapter board meeting.

2. Appoint a Care Package Event Chairman.

3. Advertise Date–Enter the date on the chapter calendar.

4. Determine Location–Select a location for the event and contact the location to insure space availability.  This event (if small) can easily be accomplished in a member’s living room.

5. Notify the Office of Advancement–So that the date and location will be printed in the chapter calendar section of the Truman Review, the Alumni Connection, and the Truman Web site.

 

Two months prior to event date

6.  Send a Reminder e-mail notice to chapter members and parents asking them to put the event date on their calendar.  The Office of Advancement can provide the names and addresses of parents of local students from the chapter or club area.

 

One month prior to event date

7. Reconfirm location date and time.

8. Prepare text for a flyer invitation and send to each chapter member and parent.

9. Request a list of current students from your area – Contact the Office of Advancement and request a list of current Truman students from your area.  Ask to have the list two weeks before the event date.

 

Two weeks prior to event date

10.  Prepare text for a reminder flyer and send it to chapter members and parents giving them the number of students that care packages will be prepared for.  Ask each attendee to bring enough of each item to give one to each student.  Suggested items for the care packages include:  nuts, candies, dried soups, snack crackers, popcorn, writing tablets, pencils, pens, rewriteable CDs, etc.  Ask attendees to RSVP four to seven days prior to event date.

11. Coordinate care package supplies.  Pick up care package cartons, labels and tape in anticipation of event.  Print a label for each student.  Remember to include the local chapter’s return address. 

 

One week before event date 

12. Ask chapter president to write a note to each of the students – A personalized letter is always best.  The note usually encourages the student to do a great job on their finals and reminds them that their local alumni chapter is here to support them.

13. Confirm number of attendees to the event and notify host(ess)/restaurant.

 

Day of the event

14. Arrive at the location early on the day of the event.

15. Prepare care package boxes–we put them on the floor around the room and then as chapter members arrive they distribute their contributions into the boxes.  Once the care packages are completed, add the letter from the chapter President, close the box, tape & label, and prepare it for shipping.

16. Relax, mingle, and enjoy the company of other caring chapter members.

 

Day after the event

17. Ship care packages to students at their Kirksville address.  If no Kirksville address is available for a student, make arrangements with the Truman Office of Advancement to receive the box and ask them to contact the student to come to their office to pick it up.

The Iowa Alumni Chapter delivers their care packages in stapled sacks and the Office of Advancement contacts the students via e-mail to stop by McClain 100 to pick up their packages. 

 

18. Note the positives and negatives of the event for future years.

 

One to five days after the event

19. Send event report to Office of Advancement and chapter board.