Event Planning Guide & Checklist
The purpose for Alumni events
1. Engage Alumni – ALL Alumni in your area
2. Connect Sun Devils back to the University and with each other
3. Enhance each Sun Devil’s personal ASU network and community
 Provide a welcoming and inclusive environment
 Engage socially, intellectually and professionally
How to start
1. Elicit and utilize ideas and feedback
 Allows for creativity in event ideas and helps gauge the potential turnout
 Check the Online Toolkit for available resources
2. Steal an Idea – ASUAA will share!
 Maroon & Gold Mixers
 Sun Devil Generations (Family Events)
 Young Alumni
 Speaker Series
4. Utilize the Annual Plan process to create a calendar of events
 Ensure a balance of events based on type, audience and location
5. Be aware of constraints
 Budget
 Human capital and resources
 Time of year and other local (possibly competing) events
 A weather back-up plan is a necessity
6. Consider partnering with other existing groups and events
Budgets
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Leverage your name and your numbers
Use allocation from ASUAA to make money for Holding Funds
Attempt to secure group pricing whenever possible
Offer member pricing
Be prepared to make necessary payments up front
Where to next?
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Work backwards
o 8 weeks out – This is a good time to send a save the date with the 5 W’s (who, what, where, when
and why)
o 5 weeks out – Request, test and distribute internally your registration page
o 4 weeks out – Start to market your event – e-newsletters, web, social media, flyers, etc.
Keep an ongoing calendar of events. Share it early and often and keep it up to date. (Any mailed marketing
pieces should begin production 8-10 weeks out, and should arrive no later than 3-4 weeks out)
Day-of Check List:
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Sign-in sheet
Name tags
Banner and signage
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Giveaways
Drawing prizes
Membership forms
Camera – TAKE LOTS OF PHOTOS (with a real camera – not just Smartphone pics). Candid and posed. With
and without the pitchfork. Without alcohol.
Event Duties:
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Host a registration/check-in table
Utilize your board and other volunteers to personally welcome all guests
If the event program/agenda allows, address the crowed with a welcome, information, thank you,
announcement of upcoming events and raffle prizes
If it is a networking event with an appropriate size group, allow for personal introductions (limit to 30
seconds each – think “elevator speech”)
Don’t leave them hanging!
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Follow-up to say thank you and inform participants of upcoming events
o Use photos in your thank you and recaps
Send a recap and photos to ASUAA
o Submit information for the next ASU Magazine
Wrap up all budgetary obligations
o Check Requests & Invoices/Reimbursements to pay
o Program Report to ASUAA
ASU Alumni Chapter – Event Planning Checklist
ENTER EVENT NAME HERE:
DATE
TIME
LOCATION
OVERVIEW
PURPOSE
GOAL OR OBJECTIVE
THEME
TARGET AUDIENCE
ESTIMATED ATTENDANCE
CONTACT PERSON
STAFF
VOLUNTEERS
GUEST LIST
INVITATIONS
RSVPs
PROGRAM
SPEAKERS
ACTIVITIES
BUDGET – AVAILABLE
BUDGET – REVENUE
BUDGET – EXPENSES
BUDGET – NET
ATTENDANCE FEE
EVENT SPONSORS
SPACE TO BE RESERVED
CATERER
BEVERAGES
DÉCOR
ENTERTAINMENT
EQUIPMENT (tables, chairs,
risers, podium, etc.)
A/V
PR
DRAWING/AWARDS/GIFTS
TAKEAWAYS (brochures, etc.)
SECURITY
PHOTOGRAPHY
PARKING
SIGNS
NAMETAGS
SETUP
ITINERARY
OTHER