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


1. Introduction

2. Contacts

Chapter & Club
Alumni Board of Directors
University Contact Info

3. Chapter/Club Management

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
-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

Web Site:

7. Marketing Alumni Events:
Guidelines for Submitting Event Information to the University

Alumni Relations and the Advancement Office can assist alumni chapters/clubs with the marketing of your events through the strategic use of:

1. Printed Materials
2. Email
3. Web/Online Calendars

Due to the large number of requests the Advancement Office receives, the most important step is making sure staff members receive your event information in its entirety well in advance of the event date. Such planning helps us manage our budget, avoid rush jobs that increase the potential for errors, and schedule email blasts and mailings in a timely manner.

Instructions for Submitting Alumni Event Information to the Advancement Office

STEP 1: Collect all pertinent details that will need to be included in the promotion of your event. This includes:

• Event title
• Event date
• Start time/End time
• Event location (address, city, state, zip)
• Event location directions
• Event description (include important information such as special guests, parking instructions, etc.)
• Pricing details (free admission, chapter member price, non-member price, other pricing options)
• RSVP contact person, email and phone (make sure you have permission to print the email and phone number for the person listed as the contact to accept RSVPs). Also include mailing address if guests have option of paying in advance by check.
• Event sponsors (name of chapter/s or club)
• Name, phone and email of person submitting event information

STEP 2: Send the information to the Advancement Office by one of the following two methods:

*NOTE: With the PDF version of the form, you can complete the form, save a copy for your records, then email, fax or mail the PDF form to the Advancement Office.

A link to both forms shown above are posted on the Alumni Events Calendar website at:

Procedures for printed material (invitations, postcards, flyers, posters)
Preparation time: Eight weeks

The Advancement staff can provide assistance with designing, printing and mailing of invitations, postcards and flyers. Content for printed invitations should be sent to the Advancement Office at least eight weeks before the event date. This will allow us time to mail invitations three weeks before the event.

Preparation work for printed materials:
1. All event details confirmed and information sent to Advancement Office
2. Document designed by Advancement or Publications staff
3. Document edited and final proof confirmed
4. Print documents
5. Label documents
6. Process/sort for mailing
7. Mail delivery

Procedures for email blasts
Preparation Time: Three weeks

Email blasts are managed by the Advancement Office which maintains a master schedule for all email messaging for alumni events. Email blasts must be scheduled to avoid colliding with other email communications sent by the University. An email blast should be scheduled to go out at least two weeks before the event’s RSVP date. A second email blast can be sent shortly before the event if attendance numbers are lower than desired. If a chapter has several events scheduled around the same time (such as within one month), please coordinate all event details so the Advancement Office can efficiently send one blast for all events.

Preparation for email blasts:
1. All details for each event that will be included in the email blast need to be confirmed and information sent to Advancement Office
2. Email date coordinated with Advancement Office
3. Email created
4. Email list formatted
5. Email blast sent out
6. Reminder email blast sent out (if necessary)

Procedures for web/online calendars
Preparation Time: Three weeks

Online Calendars
All alumni events are posted to online calendars maintained by the Office of Advancement. The calendars include:

• University Master Calendar (
• Alumni Calendar (
• Alumni Chapter Websites (if event is sponsored by a chapter)

Online Alumni Store
The Advancement Office maintains an online Alumni Store ( which can be used for events that require registration and payment. Guests can pay by credit card (American Express, Discover, and MasterCard).

More ways to Promote Your Events

• Promote your events on your chapter Facebook page
• Use local newspapers to advertise the event
• Use local radio stations to advertise the event (radio stations often do public service announcements for not-for-profit organizations, such as chapters).
• Telephone calls are an effective way to extend invitations, answer immediate questions and obtain a count of attendees.
• Public announcements of an event can be made at gatherings of local service or business clubs.


Contact Office of Advancement, McClain 205, Kirksville, Mo., 63501-4221
Phone: (800) 452-6678, (660) 78504133; Email: