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Marketing/Annual Activity Plan/Officer Roles. UK Alumni Association Club Leadership Training June 15, 2012. Presentation Overview. Basic Event Planning Important Role of Alumni Club Events General Steps to Plan an Event Last Minute Details & Tips How To … Guide Requesting Marketing

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marketing annual activity plan officer roles

Marketing/Annual Activity Plan/Officer Roles

UK Alumni Association

Club Leadership Training

June 15, 2012

presentation overview
Presentation Overview
  • Basic Event Planning
    • Important Role of Alumni Club Events
    • General Steps to Plan an Event
    • Last Minute Details & Tips
  • How To … Guide
  • Requesting Marketing
    • Broadcast Emails
    • Invitations
    • Calendar Postings / Online registration
  • Using other sources (Facebook, Twitter, etc.)
  • Club Officer Roles
  • Annual Activity Plan
  • Sample Club Events Calendar
    • Important Dates
alumni club events an important role
Alumni Club EventsAn Important Role
  • Alumni Clubs play an important role in carrying out the mission – connecting alumni with each other and the University
  • Each club determines its own programming and this will vary by area/alumni/size of chapter
  • Successful events take committed volunteers, and close attention to logistics and details
how to guide
How To … Guide
  • Refer to your club leaders handbook for ways to plan…
    • Kentucky Derby parties
    • Student send-offs
    • Game watch parties
    • Baseball outings
    • Bus trips
    • Club meeting / dinner
    • … and More!
event marketing assistance
A comprehensive marketing plan helps to ensure the success of your events.

Use any combination of the marketing services offered by the UK Alumni Association.

Event Marketing Assistance
timeline for marketing
Timeline for Marketing
  • Keep in mind the following deadlines for assistance with marketing events….
    • 8 weeks for invitation design
    • 72 hours (3 business days) for broadcast emails
    • 72 hours (3 business days) for online registration
broadcast emails
Broadcast Emails
  • When requesting marketing for event, email details to appropriate staff person (Jill or Alyssa)
    • Be sure to send complete information (this will insure that your request is processed in a timely manner)
  • When requesting, be specific about your audience.
    • Members vs. members & nonmembers
    • Young alumni (defined as graduates of last 10 years)
  • Make sure your message is clear! The text should sound fun and exciting so that people want to attend your event!
  • Invitation designs… allow 8 weeks from the time you request invitations to the day of the event
  • Before asking for design, have everything together – including copy for the invite, any logos you need on the invite, final date, time, location, any speakers, etc.
calendar postings
Calendar Postings
  • Send request to appropriate staff person
  • Online registration is available
  • Unique URL’s are available (i.e.
  • To access online events calendar…
    • Visit
    • Click on Events
    • Click on Events Calendar
social networking
Social Networking

*Please be aware of the use of the UK Alumni Association logo on your social networking pages or any other communication coming from the club.

tips on communications
Tips on Communications
  • Give plenty of lead time and be prepared with your requests.
  • Don’t hesitate to ask questions or for assistance.
  • Events in which a majority of our clubs participate have templates for invitations (i.e. Kentucky Derby Parties, Student Send-offs)
  • Deadlines matter!!
suggested committees
Suggested Committees
  • Membership Committee
  • Publicity/Communications Committee
  • Young Alumni Committee
  • Scholarship Committee
  • Activities Committee
  • Student Recruitment Committee
  • Temporary Committees
annual activity plan
Annual Activity Plan
  • Listing of any programming club is planning for the coming year
  • Club Development Committee Liaison
    • Check on progress made by clubs
important dates for 2012 13 all tentative and subject to change
Important Dates for 2012-13ALL TENTATIVE and subject to change
  • 2012 Cats for a Cause: Oct. 5 – Oct. 14
  • 2013 DanceBlue letters: due Jan. 25
  • 2013 Derby party: details due by the end of February
  • 2013 Student Send-off details due by mid-June, unless hosted in Spring (due mid-March).
  • 2013 Club Leadership Training – TBD