Plan ahead. Give yourself and the School plenty of time. In June or July, hold a Steering Committee meeting that will allow you and your team to discuss the events you would like to host during the upcoming year. In your first year, you should try to hold one successful event. In the second year, try for two. Remember, it is better to have quality over quantity.
Consider the basics: the location, date and time, faculty and administration presence, guest speakers. Direct the volunteers' energy toward that goal.
Three Months Before the Event
Select a facility. Does the desired location suit your purpose? Is it convenient? Is it available for the desired date? Is it a private club that requires a sponsor? Is it cost effective? Is there nearby mass transit? Is parking nearby? Think about the type of weather you can expect. For example, our Philadelphia Club reserved the Union League nearly three months before its alumni reception. Our Northern California Club purchased tickets six months before a picnic and ballgame in the San Francisco Giants new ballpark.
Ten Weeks Before the Event
Tell the Alumni Office what decisions the club has made concerning the venue and the type of event. Include as much detail as possible (associated costs, menu, caterer name, etc.).
Eight Weeks Before the Event
Design the invitation, or send the information to the Alumni Office and we will design it. We need a date, time, location, RSVP info, directions, and parking info. Confirm reservations and arrangements with the host, sponsor, restaurant, caterer, etc. Get a copy of the contract for the facility and fax it to the Alumni Office.
Five to Six Weeks Before the Event
The Alumni Office sends the final proof to the printer. Invitations mailed from the Alumni Office.
Three Weeks Before the Event
Encourage attendance. Call, write personal notes, and send e-mail.
One Week Before the Event
Make final arrangements. Check details such as nametags, banners, cups, and other Lawrenceville items. Confirm menu with host or caterer. Confirm if podium and microphone are necessary.
Attend and enjoy! Get an accurate list of those who attended. Take pictures for the Lawrentian magazine. Make a pitch for volunteers. Get phone numbers and e-mail addresses.
Day After Event
Complete final accounting. Send attendance list to Alumni Office.
Within 1 Week After
Send thank you notes to sponsors and volunteers. Send article and pictures to the Alumni Office for the Lawrentian.