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:  Silent Auction

Purpose:  A successful silent auction can raise money for scholarships or the University Foundation.  It is easier to put together than a golf tournament, and the success depends largely on the donation of items received.  It has the potential to become an annual event and is most successful when combined with another event like a chapter banquet or other social event.

 

STEP 1:  SOLICIT DONATIONS OF ITEMS TO BE AUCTIONED

Four to Six Months Prior to the Auction
 

The four main sources for donations of items are: local alumni, local businesses, the Office of Advancement, and the Kirksville Bookstores (the University Bookstore and Patty’s Bookstore).  You can offer acknowledgement of a donation in the Truman Review as an incentive for a local business with no connection to the University to donate an item to be auctioned.  Use discretion, however, and make sure if you are going to acknowledge an item is it is a valuable item.  For example, one year the Washington Capitals donated a hockey stick that had been autographed by the whole team and that donation was recognized in the Truman Review.  A sample solicitation letter is included at the end of this section.

 

STEP 2:  ADVERTISE THE ITEMS AVAILABLE

Four to Six Weeks Prior to the Auction
 

Staggered e-mail teasers are a great way to advertise silent auction items.  If your silent auction is in conjunction with a chapter banquet or other social event, be sure to include information on how to get tickets as well.  Use your best items and always indicate the name of the person or business who donated the item.

 

STEP 3:  THE AUCTION

Day of the Auction
 

Set items on a display table with a sign-up sheet indicating the details about the item, the name of the donor, and the starting bid.  A sample auction sheet is included at the end of this section.  If you have time at the end of the auction, use a dynamic member of your leadership to run a mini live auction to increase the prices on your best items. 

 

STEP 4:  WRAP UP

One to Two Weeks Following the Auction
 

Collect the money for the items.  Checks should be made payable to the TRUMAN STATE UNIVERSITY FOUNDATION.  Some individuals may give you extra money above and beyond their bid as a donation to the scholarship.  Be sure to mark down how much they paid so you can distinguish between the silent auction price and pure donations when you send the money to the University.  Deposit any cash into the chapter’s bank account and write a chapter check to the Foundation for the appropriate amount.  Send all the checks and a printed report indicating the amount of money collected from each individual to the Office of Advancement person handling your chapter’s scholarship. 

 

Send letters to the individuals who donated items and the individuals who purchased items thanking them for their participation and letting them know how much money the event raised for the scholarship.  The Office of Advancement can help by merging form letters and sending them out.

 


 

SAMPLE AUCTION ITEM SOLICITATION LETTER

 

 

April 14, XXXX

 

Washington Nationals Baseball

Attn: _________ Group Sales Account Representative

240 East Street, SE

Washington, DC 20003

VIA E-MAIL

 

 Dear Mr. ________

 

Thank you so much for your help in organizing our chapter’s “Day at the Ballpark”  to be held on August 27.  As you can well imagine, tickets are selling quickly for this event.  In addition, we have advertised the event in the next Truman Review, a publication sent three times per year to over 50,000 alumni, friends and parents across the country.

 

As I mentioned, the Truman State University Mid-Atlantic Alumni Chapter is hosting our Second Annual Chapter Banquet and Scholarship Auction on April 29, XXXX in Washington, DC.  Invitations have been sent to over 1000 alumni in the DC Metro area.  At this event we will be raising funds to endow a chapter scholarship that will be given to Truman State University undergraduates interning in Washington DC through the Washington Center Program.  A Silent Auction will be held at our banquet to help raise funds for this worthy cause. 

 

We are seeking donations that would be suitable for auction or raffle purposes at the event.  Donations received prior to April 26 will be acknowledged in the event program.  All donors will be acknowledged in the fall edition of the Truman Review.  Truman State University is a non-profit organization so your donation is tax deductible; please reference TIN #__-______ for your tax records. 

 

I will happily arrange the pick-up of any item you wish to donate or you may mail to it my attention at the address above.  Feel free to contact me if you have any questions regarding our event or the scholarship at (XXX) XXX-XXXX.

 

Any support you can provide is greatly appreciated.

 

Sincerely,

 

__________________

President

Truman State University Mid-Atlantic Chapter

 


SAMPLE SILENT AUCTION BID SHEET

Truman State University
Mid-Atlantic Alumni Chapter Silent Auction

Item:                Faded Blue Truman Sweatshirt – Available in Large or X-Large
                         Donated by Patty’s University Book Store

Starting Bid:   $10

(Name)                                                                                   (Bid)