Warwick Alumni Network
Ambassador Toolkit
The various parts of the toolkit can be found via the links below. Please note that only the points flagged
in green are absolutely essential, the others are guidance and ideas which you may wish to use.
3 easy steps
Your first committee meeting
Example committee structure
Example agenda
Setting up a
group
•
Creating an annual plan
Event checklist
Ideas for events
Example event emails
Registration list template
Group activity
planning
•
Attracting group
members
Legalities
the date of the event.
the date of the event.
Promoting your alumni group
Website content form
Forthcoming event form
Post event form
MoA process
Example MoA
Example introductory email
Best practice tips and links
The University of Warwick Data Protection Policy
Contact
details
Warwick Business School - Alumni Network Team
University of Warwick - Development and Alumni
Relations Team
University of Warwick – International Office
University of Warwick -International representatives
Useful links
WBS online brochures
University of Warwick online brochures
Online donation form
Frequently asked questions
Latest Warwick news
Warwick logo and brand guidelines
Warwick Business School logo and brand guidelines
Full printable pdf version of this toolkit
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010
How to set up a group - 3 easy steps
Dear Alumnus/Alumna
We are delighted that you are interested in setting up a Warwick network in your country, city or
professional interest area.
Setting up an Alumni Network group in your city, country or professional interest area is as easy as
following the 3 steps below.
To support you in setting up a new group, forming a committee of volunteers and organising events
and activities, we have put together a Warwick Alumni Network Ambassador Toolkit which contains
a lot of extra information and ideas, which you may wish to adopt.
Should you wish to go ahead and set up a group, please email us at wga@warwick.ac.uk and one of
the team will be in touch.
We look forward to hearing from you.
With kind regards
Claudie and Alison
Claudie Combelas, Head of Alumni Engagement, University of Warwick
Alison Bond, Head of Alumni Relations, Warwick Business School
•
Read the Warwick Alumni Network Ambassador Toolkit and contact us at
wga@warwick.ac.uk to let us know you would like to establish a network and we will
help you get started
•
Organise your first event and invite fellow alumni in your city/country along; we can
help you do this. Let us know your suggested time, date and venue. Ideally we need
this information 4-6 weeks before the event
•
At the event, identify alumni who are willing to help you form a committee and arrange
your first meeting to:
• Form the committee and arrange a meeting
• Allocate roles
• Sign the Memorandum of Agreement (MoA) which enables your group to have
access to contact data for alumni in your area and lays out the code of conduct
for all group members
• Discuss ways of taking the group forward
• Establish your annual plan
• Receive your Warwick welcome pack
Step1
Step 2
Step 3
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010
First committee meeting
Ideas
As well as the suggested
ideas in this toolkit, feel
free to contact other
existing Warwick Alumni
Network Ambassadors
directly via their individual
web pages
Invitees
University of Warwick
Alumni representative
Agenda
Click here for a suggested
sample agenda for use at
this meeting
Any UoW alumni and
current students who have
indicated they would like to
be involved in the
committee
Legal
Group Name
In some regions it is a legal
requirement to register any
formal groups and ensure
they follow local authority/
government protocol. Don't
forget to research this prior
to your first committee
meeting
Each network requires a
formal name. We
recommend: Warwick
alumni(name of your
region/country/professional
interest group) aumni
network
MoA
Annual Plan
Once committee members
are established, each
individual member will need
to sign a Memorandum of
Agreement and return it to
wga@warwick.ac.uk See
MoA Process for more detail
This needs to be
established, not only to give
the committee clear
strategic goals, but also to
forward plan and encourage
as many new members to
join the group as possible.
See 'Creating an annual
plan' for more detail
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010
Roles
Each network requires a
formal committee. See:
* Committee Structure
* Existing international
committee structures via
existing ambassadors
Welcome Pack
Once you have sent your
first committee meeting
minutes to us we will send
your lead ambassador a
welcome pack containing:
*Branded laminated signs
*Branded name badges
*Hard copy of the manual
*Welcome letter
*Business cards for the lead
ambassador
*Event registration forms
*Any current branded
literature
Committee structure
Please note this is only a suggestion for how you may like to structure your committee to ensure all areas
are covered. Click here for ideas and examples of existing groups’ committee structures on each individual
network page as each differs.
Warwick Alumni
Lead Ambassador
• Responsible for overseeing all group
activity, main point of liaison between
UoW and group and storage/use of data
Secretary
• Responsible for arranging committee
meetings, providing minutes of meetings
and feeding back to wga@warwick.ac.uk
Marketing,
Publications &
Communications
• Management and storage of alumni data
and all external group communications
Event
Coordinator
• Responsible for planning, delivering
and follow up for all external events
Corporate Liaison
Officer
• Responsible for all corporate liaison
between organisations and UoW
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010
Sample agenda
Date & time of meeting:
Attendees:
Apologies:

Welcome and introductions

Establish the name of the group (ie: Warwick Spain Alumni Network)

Establish committee roles

Establish your annual Activity Plan

Each group member to sign the MoA

Set up group on social network (Facebook, Linkedin, Twitter or similar)

Set up group email address (ie: Warwickalumnishanghai@gmail.com)

Establish whether the new group needs authorisation by the local authority/government
(if applicable)

Complete template for group web page

Any other Business
 request business cards
 request welcome pack

Set the date of the next Committee Meeting
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010
Warwick alumni annual activity planning
Creating an Annual Activity Plan
Each group is encouraged to establish an annual activity plan for their committee. This will ensure that the
committee focus follows its strategic objectives and has an activity plan to inform the University of Warwick
on plans for the year ahead.
To help you do this we list below ideas and suggestions for you to consider for your committee’s plan.
These may be more relevant to some committees than others:
Supporting alumni (see ideas for events)
Annual event to be held between September –December to welcome back returning alumni to the
area. This could be organised around a special time of the year
Act as a support and information network for alumni
Organise a programme of smaller social events
Supporting the recruitment process
Identify Committee members to act as recruitment ambassadors
Offer informal advice to candidates about Warwick
Attend recruitment events
Supporting current students
Support the University in providing an international experience for current students
Offer projects and internships to students
Corporate profile-raising
Identify list of approachable organisations based in your region/interest area
Identify any alumni working in these organisations
Execute publicity campaign, including letters and brochures (via alumni where possible)
Organise corporate event to raise profile
Networking with other alumni organisations
Identify other country-based UK alumni organisations to work with (this may include the British
Alumni Club)
Networking and professional development – social, business and academic
Developing a range of seminars and other events to showcase academics and business leaders and
facilitate business networking
Supporting charities and scholarships
Consider developing a scholarship opportunity for a University of Warwick Student or working as a
group on behalf of a charity.
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010
Event checklist
Please note this is a guide only and not all tasks will be relevant to every type of event.
Task
Planning:
Set event goals and objectives
Establish theme and format for event
Source venue and visit to ensure good accessibility
Establish date (ensuring nothing to stop attendees coming)
Sponsorship
Identify potential sponsors (room or money)
Approach potential sponsors
Secure potential sponsors (request listing of event on their website and
newsletters if event open to public)
Speakers
Identify potential speakers
Approach potential speakers
Confirm speakers and obtain presentation title, synopsis, profile and photo for
marketing the event
Contact speaker to obtain any PowerPoint or other aid
Send letter of thanks to speaker
Invitations
Identify target audience
Identify extra guests
Create invitations/letters
Send out invitations / letters
Monitor number of registrations
Send reminder email if numbers are low
Send confirmation email with final details to all registered
Marketing/advertising
List event on group web page
Email information to wga@warwick.ac.uk to list on alumni on-line events
calender and my.wbs for current students and Facebook groups, eNews and
eEvents if timed right
List on any professional local events free listing websites
Contact local papers to make aware if high profile event (only if event open to
public)
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010
Who
Completed
Task
Preparation on the day
Ensure PowerPoint and other aids work prior to speaker arriving
Ensure the room is laid out to maximise networking opportunity
Ensure hand outs are available
Set up the registration desk and have registration list ready
Know your registration list – are there any 'key' alumni attending?
Ensure all prep work done before speakers and guests arrive so you can spend
time with the speaker and introduce him to 'key' alumni
Take a camera – we often produce follow up articles to events on our news
page and in nexus magazine, but only with photos!
Post event
Send thank you letters to speakers, venue and sponsors
Fill out event evaluation form and email with the final attendee list and photos
to wga@warwick.ac.uk
Send out any further/follow up information ie PowerPoint (with permission) to
delegates
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010
Who
Completed
Ideas for events
Below are some suggestions for events. These are just suggestions; we appreciate that some will be more
appropriate for some groups than others.
Monthly
Frequency
Type of event
Social evening
Additional comments
Informal drop in session for
anyone in the area
Quarterly
Formal presentations/seminars
By alumni, external speakers or
visiting academics
These would be directly after
January and July graduations
(February and August), May
and November. The idea may
be to welcome new graduates
to meet alumni. It is also a
good opportunity to invite new
members on to your committee
Business network event
Annually
Annual dinner
Additional suggestions
Careers workshops
Cultural events
Sporting events
Family events
This could be organised around
a special time of the year
Museums, art galleries,
concerts
Skiing holiday
Walking adventure
Team building
Football (watch or play)
Golf
Rugby
Rounders
Volleyball
Horse racing/polo
Motorbike racing
Cycling
Picnic in the park
Tip: To help with event registration you may wish to use a free online application such as www.eventbrite.com
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010
Example event emails
(Sent to all registrants 6 weeks prior to event)
~This email is being sent on behalf of the University of Warwick to all Warwick alumni living or working
in Shanghai~
Dear Friend
Alison Bond (Deputy Director, WBS Development & Alumni Relations), myself (Ian M Oades, Warwick China
Alumni Network Ambassador), and Marco Yang would like to invite you to join them at a Warwick alumni
drinks event to be held in Shanghai as follows:
Date:
Saturday 10 April 2010
Time:
3.00 - 6.00 pm
Venue:
O'Malleys Irish Pub and Restaurant
Direction: Tao Jiang Road, just off Hengshan Road
Website: www.omalleys-shanghai.com
Telephone: 86 21 6474 4533
Alison will update you on all of the recent news and developments at Warwick, as well as letting you know
how you can stay in contact with us as your Alumni Association grows and develops. It is also our desire,
with your help, to develop and strengthen our alumni networks across China. This is your opportunity to
meet up with old friends from Warwick and to make new ones!
Alison, Marco and I really hope that you will be able to join them for drinks and snacks. If you wish to join
us please email us at wga@warwick.ac.uk - please put 'Warwick Shanghai Alumni Event’ in the subject of
your email.
We will be happy to buy you drinks (free-flow soft drinks and 2 drink coupons) and snacks at the event.
With best wishes
Ian
Ian M Oades
Warwick China Alumni Network Ambassador
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010
Example Event Confirmation Email
(Sent to all registrants 1 week prior to event)
~This email is being sent to Warwick and WBS alumni who have registered to attend the Warwick and
WBS alumni event in Beijing~
Dear Friend
Alison Bond, Yao Xue and I are delighted that you are able to attend the forthcoming Warwick alumni
event, and we are pleased to announce that we have received a really good response for the afternoon
which is being held on:
Date:
Time:
Venue:
Direction:
Website:
Telephone:
Saturday 3 April 2010
2.00-6.00 pm
Ben's Bar @ 4th floor of Reign Wood Center City Club, Reignwood Center
No.8 YongAnDongLi Jianguomenwai Ave Beijing 100022 China
Tube line 1 Yonganli station, exit C, towards south for 100 meters
http://www.reignwood.com/center.asp
86-10-85288528
Alison, Yao and I look forward to meeting you, and please don't forget to bring your business card with you
to share with others.
Best wishes
Ian
Ian M Oades
Warwick China Alumni Network Ambassador
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010
Event registration list
Event name
Event date & time
Event venue
ID
Eg: A012345
Title
Miss
Firstname
Jennifer
Surname
Young
Alum/Student/Guest
Student DLMBA
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010
Email Address
Job title
Organisation
Jennifer.young@wbs.ac.uk
Office & Events coordinator
Warwick Business School
Attracting new group members
Once your group is established the next step is to attract new members to the group. Here are a few ideas
you may like to use to get you started. Don’t forget to get in contact with existing network ambassadors to
find out what works for them too and join the Linkedin Alumni Ambassador group
Target Audience:
Warwick Alumni
living or working
in your group's
area
Existing Warwick
groups in your
group's area
Area University
representative
(if one in your area)
Current
Warwick
students
Methods of Engagement:
Social Networking
Set up a group on
Facebook
(eg: Warwick New
Delhi Alumni Network)
Set up a group on
Linked in
(eg: Warwick Russia
Alumni Network)
Twitter your group’s
latest news
(www.twitter.com)
When setting up online social networking groups please ensure you send claudie.combelas@warwick.ac.uk
an invitation to join the group and also please make Claudie an administrator for the group.
Warwick/WBS website
Once your group is formally established we will create a dedicated page on the WBS website as well as a
group profile on the University of Warwick site. The updates have to be implemented centrally here at
Warwick so we have created the following forms to help you to provide us with the correct information for
creating and maintaining your pages.
Website Content Form
Forthcoming Event Form
Post Event Form
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010
Face to face engagement opportunities:
Other Warwick
Networks
Recruitment
Fairs
Other UoW
Events
•
Engage with other Warwick networks such as :
• Warwick Student Societies
• Professional Interest Groups and other existing UK and
overseas groups.
• Social networks eg: UoW website, Linkedin and Facebook.
•
Represent your group by talking to prospective students at
University of Warwick Recruitment Fairs.
• To find out more about these events contact the
International Office at the University of Warwick
•
Find out about other events in your area you can attend and
represent your group.
• Click here to see the current UoW calendar of events
• Or here for Warwick Business School specific events
Tools:
Business Cards:
The lead ambassador of the newly formed network will receive a Warwick University business card. To
enable us to create these for you please ensure you have provided us with the following information:
Full Name (as it will appear on the card)
Your Warwick qualifications, graduation year and ‘class of’ year
Telephone number (inc international code)
New Warwick network group email address (gmail)
Handling enquiries:
Group Email Account
Each network needs to create a group email account through google mail. Please ensure the email address
is . . . name of network)@gmail.com (e.g. warwickalumnikolkata@gmail.com) and grant other committee
members access to this account to ensure it is still maintained in the event of holidays or sickness.
Funding:
Self Financing
All Warwick groups are self financing. Please keep this in mind when organising activities and events.
Sponsorship
Sponsorship for activities and events may be sought. However, the University has existing links to some
organisations which may help you, so please contact us at wga@warwick.ac.uk with your suggestions prior
to contacting potential sponsors.
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010
Website content form
If you are requesting the creation of your Warwick Alumni Network specific group web page then please fill
in the form below and email to wga@warwick.ac.uk
Introduction
Please enter approximately 25 words that describe group history and objectives.
Network Committee Members
At this stage we want to restrict this to the key members who are running the group and are willing to act as
contacts. These names will link directly to the WBS directory of members so please ensure your details are
up to date on line by clicking here.
Network Committee Member Name
WBS Alumni or Student ID Number
Info updated
online Y/N
Online Social Networking
If you have set up any online networking groups to which you would like to link from your specific page then
please list these below:
Application
Eg: Facebook
Link to group
http://www.facebook.com/group.php?gid=51839148214
Group Email Address
Each network needs to create a group email account through google mail. Please ensure the email address
is ……(name of network)@gmail.com (e.g. warwickalumnikolkata@gmail.com) and grant other committee
members access to this account to ensure it is still maintained in the event of holidays or sickness.
New Email
address:
Date set up
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010
Committee members with access
Other Groups
If you think your group has some natural partner groups you can advertise them on your specific page.
Name of group
Nature of group
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010
Link to group website
Forthcoming event form
If you wish to add a forthcoming event to the following places:
Your specific web page
WBS and University of Warwick Alumni event calendars
WBS eNews (if lead time allows)
WBS eEvents (if lead time allows)
WBS Facebook, Linkedin and Twitter accounts
my.wbs (for current WBS students)
Please fill in this form and email to wga@warwick.ac.uk 4-6 weeks prior to the event.
Date:
Time:
Venue:
Venue website:
Copy of communication you have
sent to alumni (summary and
details)
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010
Post event form
To enable us to monitor the success of events, share ideas, run follow up features in our alumni communications,
keep our alumni records up to date and add to previous events on our web page, please fill in the form below post
event and email to wga@warwick.ac.uk along with photos.
General Information
Event Name
e.g. Warwick Bangalore Alumni Event: Social Gathering
e.g. Warwick Bangalore Alumni Event: Annual Dinner
Event Date
Event Time
Event Venue
Speakers (if applicable)
Sponsorship details
(if applicable)
Host details
(if applicable)
Organised by (your name)
Event Format / Agenda
Attendee Information
Number invited
Number registered
Number actually attended
Names and ID of attendees
Please attach Excel spread sheet using the following headings:
Name
Alumni/Current Student/Guest
ID
Email address
Organisation and position
Event Summary (please word appropriately for inclusion in Nexus, eNews, WBS and University web pages etc)
No more than 100 characters
So that we can keep our alumni database up to date please email this form to us and attach:
Photos of the event
Final list of attendees (Excel spreadsheet)
Any PowerPoint presentation you want us to put on the website
(with permission from the owner)
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010
MoA process
To allow alumni ambassadors to have access to contact data for alumni in their area and to ensure everyone
adheres to certain legalities, especially data protection, there are certain processes which must be followed:
• The Ambassador signs the Memorandum of Agreement (see link below)
Ambassador • Scan and return to wga@warwick.ac.uk or fax to 02476 523719
Signs MOA
• An email is sent to all UoW alumni in your group's area introducing the ambassador
and new alumni group.
UoW sends
intro email
• Any alumni with mailstops/opt outs on RE are removed from the list and the final data
list is encrypted and sent to the ambassador via email, enabling them to contact local
Data sent to
alumni directly.
Ambassador
Updates to
data
• Ambassador emails spreadsheet monthly with any updated alumni details highlighted
in red. Once received, database is updated and refreshed lists are encrypted and sent
to each ambassador 4 times per year (Feb,May,Aug,Nov). Sheets to be emailed to
wga@warwick.ac.uk
Important Information
At any time alumni may contact wga@warwick.ac.uk requesting that they do not receive emails from their
ambassador. This should then be recorded on the alumni database and notification sent to the ambassador.
One notification is received the ambassador must no longer contact that individual or they will be in breach
of data protection.
It is imperative that all best practices and the University’s Data Protection Policy are adhered to at all times.
Below are some links to crucial information to assist ambassadors with this:
Memorandum of Agreement
Best practice tips and links
UoW data protection policy
Example opt out email
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010
Example Introductory email
** You are receiving this email as an Alumnus/Alumna of the University of Warwick living or
working in Spain**
Dear Alumnus/Alumna
We are delighted to announce that one of your fellow alumni, Elena Martinez-Alvarez has agreed to act as
an ambassador of the University of Warwick to coordinate alumni networks and activity in your country. She
will be helped in this task by a committee of fellow Warwick alumni.
The support of local volunteers is instrumental in helping us to plan more events and activity in your region
which are tailored to your needs, to grow the Warwick community, raise the profile of Warwick in Spain and
help develop our international alumni support network.
Elena and the committee of fellow alumni will be taking on this role with immediate effect and you should
hear from them directly within the next few weeks.
To enable your new group to contact you, we will be passing over your contact details to the ambassador
who is working on behalf of the University. Please note that each member has signed an agreement with us
and thus is only legally permitted to contact you concerning University of Warwick activity. They have
formally agreed that your details will be kept safely and will not be passed to any other individual or
organisation in conjunction the University’s data protection policy. If for any reason you do not wish to
receive emails from your group’s ambassador you can email us any time at wga@warwick.ac.uk entering
'OPT OUT Ambassador Emails' in the subject line and including your full name. Once this group has been
formally set up you can keep up to date with events via the group’s web page.
We hope you will recognise the wealth of benefits this new departure will bring. We are extremely grateful
to Elena and fellow alumni for taking on this role. If you would like more information on how to join the
alumni group in your area, please contact the Alumni Relations team at wga@warwick.ac.uk
Kindest regards
Claudie
Claudie Combelas
Head of Alumni Engagement
Development and Alumni Relations
PS. We are delighted to announce the Warwick Spain Alumni Network's inaugural social event which is
supported by Audi Accesorios Originales.
This event is being held on Saturday 2nd October in Barcelona. For more information or to reserve your
place please visit http://www.wbs.ac.uk/events/2010/10/02/Warwick/Spain/Alumni
Development and Alumni Relations Office
University of Warwick
Tel: +44 (0)24 7657 4036
Fax: +44 (0)24 7657 4363
wga@warwick.ac.uk
www.warwick.ac.uk/alumni
Warwick Alumni Ambassador toolkit - wga@warwick.ac.uk © 2010