Network Event and Program Guide
To plan an event for your network, read through the following steps to brush up on event planning best practices.
Preliminary Planning
- Determine the scope, purpose, and name of the event/program (who, what, where, when, why)
- Identify potential dates and locations
- Determine the target audience
- Identify potential risk-management issues
- Develop a budget
- Determine the number of volunteers needed to plan and work at the event
- Determine the method(s) to measure participation and success
- Determine the registration process: online, day of event, and registration fees
- Identify potential partners (e.g., other alumni groups, community organizations, local alumni owned businesses)
- Submit Alumni Engagement Grant
10 WEEKS BEFORE THE EVENT
- Confirm the date, time, location, and speaker/entertainment (if applicable)
- Confirm food and beverage options (e.g., meal choices, buffet, open or cash bar, dietary accommodations)
- Determine target invitee list (e.g., local alumni, young alumni)
- Confirm the ticket price (if applicable)
- Submit Event Promotions form to Alumni Relations office
8 WEEKS BEFORE THE EVENT
- Alumni Relations will add the event to Grand Valley’s event calendar
- Alumni Relations will create registration form
- Alumni Relations will share event specific graphics (if applicable)
6 WEEKS BEFORE THE EVENT
- Alumni Relations will send email invitations
- Determine the supplies needed
- Post the event on the network social media channels
- Determine the event format and flow
- Confirm room set-ups and supplies
- Recruit volunteers if needed
4 WEEKS BEFORE THE EVENT
- Promote to personal network
- Reshare the event on social media
2 WEEKS BEFORE THE EVENT
- Event registration ends
- Confirm event order with venue
- Alumni Relations will send event box; nametags, pens, swag etc.
1 WEEK BEFORE THE EVENT
- Meet with volunteers (if needed)
- Conduct follow-ups with volunteers and vendors (if needed)
DAY OF THE EVENT
- Arrive at the venue early to set up
- Check in with venue personnel
- Direct volunteers as they arrive (if applicable)
- Oversee set-up and decorations
- Oversee registration and check-in
DURING THE EVENT
- Take photos
- Meet and greet alumni attending, have conversations, build relationships
- Share next event details (if applicable)
POST-EVENT WRAP-UP
- Recognize everyone’s help before, during, and after the event: thank participants, volunteers, and any local partners
- Evaluate what worked, what didn’t, and what lessons were learned
- Provide the attendee list to Alumni Relations
- Share photos with Alumni Relations and on social media channels
- Alumni Relations will send a follow up email to those that attended or registered
- Submit an Impact Report to close out Alumni Engagement Grant process