Chapter Name

Event

  • Location rental fee
  • inside
  • rain plan if outside
  • permit needed?
  • tent needed?
  • restroom facilities available?
  • Seating (what kind and how much)
  • Tables
  • size and how many needed
  • clothed and skirted
  • Head table / reserved table?
  • Parking if applicable
  • Confirm food menu and service, (form of payment__________________)
  • Entertainment confirmed if applicable, (form of payment_________________)
  • Podium and microphone
  • Consider the podium and audience arrangement, set up so if guests need to leave
  • room it doesn’t disturb speaker
  • Chapter banner or flag to be hung
  • Other audiovisual needs
  • Electrical outlets
  • Air-conditioning / heating (pleasant temperature)
  • Registration
  • sign in table / sign in forms
  • greeters / treasurer / cash for change
  • nametags, membership list and forms, pens, tape, scissors
  • doorprize or raffle tickets if needed
  • program or handouts
  • Doorprize or raffle procedure and volunteers to help
  • Agenda for presenters if there is no printed program
  • Information to introduce speakers, recognize special guests and outline for your comments
    (keep comments positive, refrain from negative comments regarding chapter or attendance unless appropriate)
  • Officers know when and what to report on (scholarships, student recruitment, upcoming or recent events, treasurer’s report)
  • Recognize any special donations or help from community or specific persons
  • If presenting awards – certificates, plaques, a script, someone to take pictures or assist if needed
  • Gift for speaker or speaker’s fee check placed in a nice card (if appropriate for situation, consult Chapter Development Office with questions or help, standard fee is $150, some speakers not employed by UA may charge more)

Promotion of Event

  • Brochure/flyer/postcard done 5 to 6 weeks prior
  • mailed by chapter or alumni office
  • Mailed to all good address list / national actives only / potential students & their parents
  • included local members or other special guests
  • Email notice to all email addresses in NAA database and chapter database (all Alumni Office for NAA list)
  • Press release, radio, TV, Alumni Magazine, Alumni and Chapter WebPages, other advertising
  • Contacted district or regional vice president
  • Calling committee called all local members
  • Alumni Calling Center called / send in script with details if using this service – contact Chapter Development Office well in advance if you want this service, may not always be possible
  • Contacted other community organizations about chapter event