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: Organizing a Successful Golf Tournament

Purpose A successful golf tournament can help build relations among alumni and raise money for scholarships. It is a major undertaking to plan and carry out a successful tournament but it can become an annual event with many participants returning year after year.

 

Two important keys to a successful tournament are the recruitment of participants and sponsors. Experience in both the Kansas City and St. Louis Alumni Chapters has shown that golfers are rarely recruited through a mailed brochure. They respond to being personally recruited by someone who is putting together a foursome. As a tournament organizer, you need to personally recruit numerous people who are willing to commit to putting together a foursome. As those who respond to mailers come in, they can be placed on teams that only have three or better yet, perhaps they will commit to recruiting a foursome.

 

For the first few years, it may work best to work with golf courses that do not require you to guarantee a minimum number of golfers. You do not want to be stuck paying for participants who may not come through. It is important to find a nice course, but also keep in mind the location should not be too far from all parts of your geographic area and can not be too expensive. A good entry fee for a tournament is $75 to $125 per player. This should allow you to cover the costs charged by the golf course and still have money for T-shirts, prizes, food and beverages, and money for your scholarship fund.

 

Sponsorships are a good way to collect additional funds to help put on the tournament and raise and fund the scholarship. Alumni with businesses that advertise to the general public are usually your best prospects for sponsorships. Some sponsors may prefer to provide a number of prizes.  Other golf courses will often donate a round of golf just for the benefit of having golfers try out their course once.

 

Contests that are a part of the golf tournament are also good for attracting players and provide some additional fun at the event. A Hole-in-One contest, a Closest Putt Contest, as well as Closest to the Pin and Longest Drive are popular contests. There are companies that will write policies to cover a $10,000 prize if a hole-in-one is achieved. Other prizes such as trips to Las Vegas are often part of the insurance or golf course package. Many golf courses provide signs, insurance, and prizes as part of their package. 

 

A sample budget and sample Sponsorship Levels are attached.

 


 

ALUMNI GOLF TOURNAMENT EXPENSE SUMMARY

Total Players: 27      

 

Minimum amount that was collected was $2025.00 (at $75.00 per person but some paid more).

 

Two individuals have asked for refunds, several have let us have their extra $25 so the total that was actually collected for the tournament was $2250

 

Expenses:

 

Green fees and carts                      $ 1150.00

Food                                                   $ 250.00

Drink tickets                                      $ 100.00

T-shirts                                              $ 175.00

Insurance for Hole in One            $ 150.00

 

Total                                                   $ 1825.00

 

Mulligan Money                              $ 100.00

 

Total                                                   $ 1725.00 Expense

 

Net Profit for Scholarship               $ 525.00

 

Minus refunds                                 $ 485.00 for scholarship

 

St. Louis Alumni Chapter Goal:   $10,000 Endowment

 


Considerations for an Annual Golf Tournament

 

1. Make it fun & affordable

2. Find 20-30 individuals to be team captains 

          Give them the responsibility of finding 4 players for their team

3. Contact local corporations for sponsorships

          Business Development

          Alumni Office

4. Research area golf courses

           Overall cost of golf, food, and beverages

           Policies for donated products

           Condition of the course

           Centrally located

           Dates available

5. Ways to attract players

          Contests

                  ― $10,000 Hole-in-one

                  ― Putting contests

          Premium give away for all players

                   ― Towel, shirt, umbrella, shoe bag

6. Budget

         $ per golfer

         Donations

         Skins and Mulligans

         Misc.

         Golf course fee

         Sponsorships

          Prizes (Plaques vs. Cash vs. Other Prizes)

 

Summary:

1. Get Chapter members involved

           Volunteers will make it easier to plan and run any event

         Keep good records of previous events

 2. Contact list of players and sponsors phone, fax, and e-mail

 3. What events or contests made money

         Don’t be discouraged if the first one or two events are not a sellout

         Build on each year

 


SAMPLE SPONSORSHIP LEVEL FLYER
 

Levels of Sponsorship include:

 

Mulligan Sponsor-$100

 

*Sign on tee

*Corporate banner displayed at awards ceremony

*Options to put advertisements in goodie bags

*Reaching 100+ Alumni

 

Birdie Sponsor-$500

 

*All benefits in the Mulligan Sponsorship

*Acknowledgement of sponsorship in Truman Review

*Company name announced annually at ceremony awarding scholarship

*Reaching 50,000+ alumni

 

Eagle Sponsor-$750

 

*All benefits in the Birdie Sponsorship

*An enrolled foursome in the tournament

*Company name announced annually at ceremony awarding scholarship

*Company logo on tournament golf shoe bag

*Reaching 50,000+ Alumni

 

___YES, I am in interested in participating as an official corporate sponsor of the Truman State University—St. Louis Alumni Chapter Golf Tourney.

 

Please contact:

 

Company Name                                                                                                                             

 

Contact                                                                                                                                            

                                                                                                           

Phone                                                                                                                                               

 

E-mail                                                                                                                                               

 


 

SAMPLE RESERVATION FORM

 

Truman State University St. Louis Alumni Chapter

2003 Golf Tournament Reservation Form

July 26, XXXX

8:30 AM Shotgun Start

Sunset Lakes Golf Club

Golfer Entry Fee:  $65 per player

          Includes golf, cart, refreshments, prizes and lunch

Make checks payable to:    

          TRUMAN STATE UNIVERSITY ST. LOUIS ALUMNI CHAPTER

MC/VISA #____________________________________Exp. Date                                                                                               

Player’s Name                                                                                                  

Address                                                                                                             

City, State ZIP                                                                                                   

Phone                                              E-mail                                                      

                                                                                                                            

Player’s Name                                                                                                  

Address                                                                                                             

City, State ZIP                                                                                                   

Phone                                              E-mail                                                      

                                                                                                                            

Player’s Name                                                                                                  

Address                                                                                                             

City, State ZIP                                                                                                   

Phone                                              E-mail                                                      

                                                                                                                            

Player’s Name                                                                                                  

Address                                                                                                             

City, State ZIP                                                                                                   

Phone                                              E-mail                                                      

 

 ___ I am interested in St. Louis Alumni Chapter membership                              

 

Return this completed form with payment to:

Truman State University St. Louis Alumni Chapter

                                      P.O. Box 50121

                                      Clayton, MO 63105

                                     


SAMPLE THANK-YOU LETTER

  

Company Name

Attn:  _________
Address
City, State, Zip

 

Dear ________:

 

The first Truman State University St. Louis Alumni Chapter Scholarship will be awarded in XXXX!

 

We are close to reaching full endowment status and will do so with the proceeds from the fourth Annual Truman State University St. Louis Alumni Chapter Golf Tournament.  This endowed scholarship will be awarded annually to a St. Louis area student attending Truman. 

 

The success of the first three tournaments has helped us to build an endowment fund for our first scholarship and continue the rich tradition of providing financial assistance to the best and brightest students attending Truman State University. In addition to player participation, corporate sponsorship is needed to underwrite the costs associated with the tournament and to ultimately reach our goal of full endowment.  

 

Our success is greatly dependent on support from the corporate community.    All corporate sponsors of this year’s tournament as well as those that supported the first three years will receive special recognition at a ceremony each year when the scholarship(s) are awarded.  

 

I’m writing to ask [Company Name] to consider once again joining our corporate sponsorship program.  Enclosed are the various levels of sponsorship and the marketing benefits of each. I hope that you will give serious consideration to this marketing opportunity.  However, if you find that support at the corporate sponsorship level is not an option for [Company Name] , I would also encourage you and others from [Company Name] to consider playing in the tournament. I’ve also attached a player registration form for your convenience.

 

I will phone you by March 21st to determine your interest in participating in the 4th Annual Truman State University St. Louis Alumni Chapter Golf Tournament. However, if you wish to reach me before that time, please feel free to do so at the phone or fax listed below. I look forward to your participation in this program. Thank you!

 

Sincerely,

 

______________________________

St. Louis Alumni Chapter President

 (XXX) XXX-XXXX