Event Planning Guide

Planning a Chapter Event

Planning an event is less difficult than it looks. Still, it involves a number of moving parts that you have to get right in order for the event to come off as planned.

To make event planning as simple as possible, we’ve broken the process down into several steps. Simply follow these steps, making sure to work closely with your staff liaison, and chances are you’ll have an event that the members of your regional alumni community will enjoy, remember and want to repeat!

STEP 1: HOLD AN ANNUAL PROGRAM PLANNING MEETING

We recommend that this meeting occurs in April or May to develop your annual plan (due June 1).

This meeting is the time to design a realistic calendar of events for your region based on the budget that you’re allocated. At this point, you should be thinking about the types of events and the potential month(s) they’ll be held. You don’t need to know specifics such as venue or speaker at this time.
 

STEP 2: SET THE DATE AND CHOOSE THE VENUE

• About three months prior to the event date, set an exact event date and choose a venue following these guidelines:
• Select the date based on the availability of the speaker (if applicable), the venue and the host.
• Note the venue event manager and/or caterer name(s), along with their contact information.
• Confirm verbally that the venue has liability insurance.
• Finalize plans for the event (date, time, place, cost, RSVP contact, information contact, event description).
• Complete the online Event Submission Form (available at alumni.jhu.edu) as soon as the date and venue for your event are set. This will allow your staff liaison to help promote your event and manage online event registration. This form requires the following information:
  • Event name
  •  Event date and time
  • Venue name with name and contact information for venue’s point of contact
  • Two-to-three sentence description of event, including the name of speaker (if applicable)
  • An agreed upon registration fee that aligns with your event costs
  • Maximum attendance for event venue (ensures that we don't oversell the space)
  • Any special information such as parking, requested attire, etc.
• Make sure all contracts and invoices are sent to your staff liaison
• Note: After receiving your Event Submission Form, your staff liaison will do the following:
  • Finalize arrangements with the venue, including the direct payment of the deposit
  • Set up an online registration page Send you updates on event registration numbers
  • Send you nametags, sign-up sheets and JHU-paraphernalia to give your event a “Hopkins” feel

STEP 3: PROMOTE YOUR EVENTSo you’ve set a date and everything is confirmed with the venue. Now it’s time to get word out and drive registration.

Here are a few methods you might use to promote your chapter’s event:

• Enlist the Office of Alumni Relations. When you submit the Event Submission Form to us at the Office of Alumni Relations, we can send out a broadcast email, add the event to the online calendar of events, and collect online registration via an integrated online registration feature.
• Send out an email. Sending email is the preferred method of reaching out to fellow members of your Hopkins community. Emails are immediately delivered and allow for the recipient to register by clicking a link embedded in the email. It’s extremely important that the alumni in your region update their email address by visiting: alumni.jhu.edu/update. A valid email address ensures that they receive your invitations and broadcast messages.
• Use social media. Post the event, including all relevant information, on your chapter’s Facebook or LinkedIn pages. Direct interested attendees to the registration page the Office of Alumni Relations has set up on the Alumni Association website.
• Utilize the Alumni Website. Alumni visit our website every day to see what programs and events are available in their area. You can work with your staff liaison to ensure that your event is promoted on the website.
• Make personal phone calls. This is actually one of the most successful ways of promoting your event. Your staff liaison can assist you with obtaining these numbers. Your committee can also create a phone tree that will allow you to reach alumni that don’t have valid email addresses.