ALUMNI EVENT
PLANNING KIT
Phi Kappa Tau Fraternity
5221 Morning Sun Road
Oxford, Ohio 45056
513.523.4193--phone
513.523.9325--fax
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Alumni Event Quick Facts
Event Date
Caterer’s phone #
Banquet Hall & phone #
Chapter Advisor’s phone #
Chapter President’s phone #
Speaker’s address & phone #
Chapter Founding Year ________
Event Committee Members’ Names and Phone Numbers:
Phi Kappa Tau Executive Offices
Phone: 513.523.4193
Fax: 513.523.9325
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Special Thanks to
Phi Gamma Delta Fraternity
for
Providing major portions of
This Event Planning Kit.
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Table of Contents
Introduction………………………………………………………………………………………. 5
How to Use This Kit…...………….……………………………………………………..………. 6
Responsibilities of the Chairman………………………………………………………………….7
Getting Started……………………………………………………………………………………. 8
Proposed Alumni Event Time Line………………………………………………………………. 9
How to Get Your Alumni Back…………………………………………………………………. 13
Ideas to Help you PLAN a Successful Alumni Event………………………………………. 14-20
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Event Dates
Event Committee
Things to Decide Now
First Notice
Class Agent and Reunion Coordinators
Graduate Recognition
Hotel Room Block
Contract with Caterer/Banquet Hall/Hotel
Possible Programs and Attendance Development Ideas
Alcohol
Event Invitation
Keynote Speaker
Master of Ceremonies
Singing
Printed Program
Other Speakers
Head Table
Undergraduate Responsibilities
What Services are Provided by the National Fraternity
Sample Invitation to Alumni……………………………………………………………………. 21
Class Agents and Reunion Coordinators……………………………………………...…………22
Sample Class Agent Letter……………………………………………………………………… 23
Sample Reunion Letter………………………………………………………………………….. 24
Sample Program for Your Event……………………………………………………….……….. 25
Alumni Do’s and Don’ts……………………………………………………………….……….. 26
Alumni Event Action Plan……………………………………………………………………….27
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Anniversary and Alumni Event Planning Kit
Introduction:
This is a special and exciting time to be a member of Phi Kappa Tau. Every facet of
programming and services to members indicates that our great Fraternity is reaching out
to meet the challenges of the 21st Century. Even though the Fraternity is ever changing to
meet the needs of its members, our commitment to the values on which we were founded
in Oxford, Ohio remains the same. Our basic goal of building tomorrow’s leaders is an
example of that commitment.
You have been asked to help the Fraternity tell her story and to help both undergraduate
and alumni members reflect on our heritage with pride and to remind us of our obligation
to continued loyal service. There is no better way to tell the story than through a
successful anniversary celebration or alumni event.
It would be difficult to give you a hard and fast pattern for any alumni event. There are,
however, some portions of the planning that will cause you more difficulty than others.
It is our goal to combine the knowledge of what has proven successful along with the
resources of the Executive Offices to help you in that planning. You will want to tailor
these suggestions to fit your own particular plans and needs.
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How to Use This Kit
This planning kit is designed to help you plan and conduct a successful anniversary or
alumni event. We have taken all the resources at the Executive Offices and combined
them into one publication for easy and quick reference. Many of the examples of letters,
invitations and programs are taken directly from undergraduate chapters. Hopefully, you
can improve on any idea in the kit without having to reinvent the wheel.
This planner will give you an outline for your event. It is up to you and your event
committee to come up with some additional ideas to expand your plan. Remember this is
your chapter’s BIG alumni event. Therefore, make it personal and characteristic of your
chapter’s good taste. One way to do that is find out what your alumni want to do,
observe when they return to the chapter, and then tailor your plan accordingly.
Begin organizing by studying the proposed time line in this kit beginning on page 8.
This will show you how easy it is to set up the whole event in manageable steps. Read
through the entire manual for ideas and to identify possible long-term projects. Now go
back and fill in appropriate dates for your event on a copy of the time line. Start with the
event date itself and work backward to today’s date. Now begin to add in your own
tasks, remove those that don’t apply to your chapter, and begin to accomplish the tasks or
assign them to a competent brother.
To help you develop your chapter’s plan for the event, an outline of an Action Plan is
provided for your use and completion on pages 27 to 29. This step-by-step checklist with
the time line can be used as a functional tool in both planning and executing a successful
anniversary or other alumni events.
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Responsibilities of the Chairman
As Chairman your responsibilities are wide ranging. You are the coordinator, organizer,
motivator and overseer. You should recruit other alumni to help you get the work done.
Coordinator
It is your responsibility to plan and guide each aspect of the event within the game plan
and time line. Recruit alumni to serve on the steering committee to help get each step or
task within the game plan accomplished. Follow-up is the key to success. After
assigning or turning a task over to a committee member, you must follow up regularly
with them to see if they need help or are having problems. Proper follow-up means that
you can see the work in action. Don’t wait until the last moment to see the finished
project, because it may be done incorrectly or not at all.
Organizer
Without a doubt, proper organization of the event helps to insure its success. You must
develop a game plan and time line by which to work. An alumni event is a big project,
and it is best organized by breaking it down into manageable steps. An example is
provided for you. Use alumni and undergraduates around you as resources for
brainstorming ideas. Keep a calendar and notebook for the planning of the event. You
can pass this on to the chairman of the next major event.
Motivator
Alumni and undergraduates need to get excited about the event as well as understand the
importance of alumni relations. Keep the brothers informed as to the plans for the event
and how the game plan is progressing. Get them involved early, so they know the
importance of the event. “People tend to support what they help to create,” is the old
saying. The easiest and best way to motivate people is to show them how good or easy it
will be to have a GREAT event. This should show through in your game plan and time
line. Motivate by being organized and showing leadership.
Overseer
This means that you coordinate and keep a watchful eye on all the tasks of the event. For
example, the chapter should not plan a big party right before the event because the house
may be dirty. You should check with the executive committee on all planned chapter
activities for the proper timing.
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Getting Started
Review the following time line and checklist and enter your plan of action beside the
monthly agendas. Work back from the event date itself to today’s date. This will give
you an indication of how much work you have to do in the next six months to a year.
Read all the entries to understand what projects are listed. An Action Plan is provided for
you on page 27.
It is recommended that you begin planning and notifying graduates of the
anniversary or alumni event date and any reunions planned a year in advance. This
proposed time line begins 7 months out and represents the latest possible time you
should start work on your event. The earlier you begin planning and notifying
brothers of the date, the more time you allow graduates to plan to attend. Announce
early, list the names of the graduates you know are coming, and continually promote the
event throughout the year in every chapter publication and chapter newsletter.
The Event:
There are many kinds of celebrations, but they usually can be categorized into three
general types.
1. The Noon Luncheon – This will be the most popular function for alumni working in a
major metropolitan area. It provides a welcome break from the daily routine, and
offers a chance to gather without infringing on personal or professional time. The
usual schedule is lunch from 11:45 p.m. to 12:15 p.m. with a program from 12:15 to
12:45. It will be important to follow this schedule closely if you plan a luncheon, in
order to allow people the opportunity to miss as little work as possible.
2. Receptions – This is the most versatile type of celebration. It can be held before or
after a sporting event; it may be conducted in conjunction with the undergraduate
chapter, at the chapter house; it may even be built around a program to honor
distinguished alumni. Receptions may take more time and effort to plan, but they
provide a more informal and relaxed atmosphere for your event.
3. Banquet Dinner – This is the most formal but also, the most impressive type of
Fraternity celebration. Advanced planning is the key to your success here, so you
will want to use a planning committee to accomplish all of the details that will make
this a truly memorable event. Attendance should be by advance reservation. A
formal program will feature a speaker who represents the National Fraternity or other
notable alumni.
Each type of event presents its own peculiar problems, and it would be advisable to select
the type of event you wish to have as soon as possible so you can start to plan. The
responsibilities in connection with Fraternity celebrations are many. They include
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arranging a program, arranging for speakers, obtaining satisfactory facilities in which to
hold an event, handling publicity, making hotel arrangements for out-of-town visitors,
and a host of other duties. You may wish to include members of the local undergraduate
chapter in the planning, if necessary.
The following timeline is written for a banquet event but may be adapted to a luncheon or
reception format:
Proposed Alumni Event Time Line
12 Months Out
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Graduate Council selects competent event chairman
Event date established
Alumni notified of date for calendar purposes
Inform Executive Offices of event date
7 Months Out
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Hold an event-planning meeting with your committee, chapter advisor and executive
committee (See Things to Decide Now, page 14).
Reserve the dinner location in writing and group of rooms at a local motel for
brothers and wives spending the night (See Motel Room Block, page 16).
Order a printout of your chapter’s graduates by class year from headquarters.
Order a printout of brothers from other chapters who live in the immediate area.
Order a set of mailing labels (if needed) from headquarters.
Put the event date on the chapter’s master calendar.
Begin promotion of class reunions: 10-20-25 years, for example. (See Class Agents,
page 15).
6 Months Out
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Finalize your keynote speaker and confirm him in writing to speak.
Send first notice of event date, time and place to your alumni and those in the
immediate area. (See Event Dates and First Notice, pages 14 & 15).
Begin search for class agents (find 20) and reunion coordinators. (See Class Agents
and Reunion Coordinators job description, page 15).
Begin to brainstorm ideas and programs for the event. (See Possible Programs,
page 17).
Publicize event in the chapter newsletter.
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5 Months Out
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Send to all class agents a copy of the printout of their class mates, the year before
them and year after them. (See example Class Agent letter, page 23).
Begin looking for your Master of Ceremonies with counsel of other alumni.
Catch up on any work not completed.
Ask the House Corporation if there are any house improvement projects that will
need to be scheduled and finished before the event. Let them do it.
4 Months Out
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Continue to advertise the event in all chapter publications sent to your undergraduates
and those in the immediate area.
Communicate with Reunion Coordinators and class agents. How are they doing?
3 Months Out
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Keep Reunion Coordinators and class agents up-to-date with any details that have
developed.
Check the alcohol policy of your school and the Fraternity. How will you assure that
these policies will be followed at the event by all brothers? (See Alcohol, page 17).
Create your invitations and have them printed. (See Event Invitation, page 18).
Order mailing labels for invitations from headquarters if needed.
2 Months Out
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Send invitations to graduates formally announcing the event. (See Event Invitation,
page 18).
Get the chapter’s composites and scrapbooks in order so that they can be displayed at
the event.
1 Month Out
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Have the event programs finalized and printed.
Reconfirm by letter and telephone with the speaker and the Master of Ceremonies the
dates and any details they need to know for the dinner. (See Speaker and MC,
page 18).
Get the undergraduates excited and ready for the event.
Assign undergraduate responsibilities if needed. (See Undergraduate
Responsibilities, page 20).
Have any awards engraved that you will be giving out.
Discuss back-up plans and potential problems with committee members.
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Work with the House Corporation to see that all scheduled repairs, painting and
improvements projects are completed and on time for the event.
Final seating and head table arrangements with the hotel including hanging of
Fraternity flags and chapter banners.
2 Weeks Out
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Send the keynote speaker’s biography to the Master of Ceremonies. Have a back-up
copy of the biography at the dinner in case the MC forgets his.
Arrange for a photographer to take pictures throughout the entire event and an
alumnus to write an accompanying article for The Rainbow.
Arrange for head table flowers.
1 Week Out
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Give the final count of the dinner to the caterer.
Put up composite class photos and other displays.
Prepare nametags for those you know are coming.
Make sure someone is scheduled to serve as host for the speaker, including providing
transportation if needed.
Day Before the Event
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Schedule and have the house manager coordinate an all-house clean up.
Day of the Event (Show Time)
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Have nametags (prepared in advance) available for all alumni and guests.
Have a sign-in table for nametags, collecting money not already received in advance.
Collect business cards and get current mailing addresses for sending thank you notes
and photos. Send the business cards and a copy of the addresses to the headquarters
for address updates.
Make sure the head table microphone works and the podium is correctly placed.
Have the programs and Foundation material placed at each place setting.
Make sure the person in charge of photography is taking pictures of what you want
Have a copy of the keynote speaker’s biography handy.
Have all awards and certificates at the event. Predetermine who will present them.
Have a small gift for the speaker as a thank you from the chapter and alumni.
1 to 2 weeks After the Event
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Send thank you letters to all alumni who attended.
Send thank you letters to your Chapter Advisor, House Corporation, Chapter leaders
and committee members.
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Hold a final meeting of your committee to critique the entire experience. Examine
the highs and lows.
Finally, write a summary of the things you did, including the time line, for the event
chairman for the next event. Make certain this information is placed in the house
corporation files for future reference.
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How to Get Your Alumni Back
…just sending an invitation won’t work.
Without alumni, your anniversary, homecoming or Founder’s Day will be just another
chapter event. Remember this rule of thumb: Alumni are more likely to return if asked
by a brother they know. Here are some suggestions that if implemented properly and in a
timely manner will help to bring the alumni back for any anniversary or alumni event.
1. Begin advertising next year’s event at this year’s event. Make the same weekend
each year the event weekend. (For example, the third weekend in April is always
Founder’s Day). Make the date for alumni events a tradition. Promote in every
chapter newsletter and publication.
2. Begin advertising the day & date, time and location at least six months before the
event. Use the chapter’s newsletter or a special bulk mailing to all alumni informing
them of the date. If you are conscious of cost and do not have access to bulk mail,
use postcards, as they require less postage.
3. Find a graduate brother from every class year or groups of class years (groups of
3 years) who is willing to act as a class agent. His responsibilities will be to write and
call all brothers in his class or era and invite them to the event. (See Sample Letter
and Class Agent Responsibilities, pages 15 & 23).
4. Send notices and invitations to brothers from other chapters who are living in the
immediate area of the chapter.
5. Ask all members of the House Corporation and Chapter Advisors and any other
alumnus associated with the chapter to call his classmates and invite them to the
event.
6. Hold reunions for specific class years. Typically, reunions are held for graduates
who have been out of school for 5, 10, 15, 20, 25, 35, 50 and 60 years. Find a brother
from each class who is willing to be a reunion coordinator for his class year. His job
responsibilities will be to write and call graduates celebrating these personal
anniversaries and personally invite them to return for reunion weekend.
7. If the chapter is having an anniversary of 5, 10, 15, 20, 25, 30…50…75…100…100+
years, this tends to get the attention of graduates and the turnout is usually higher.
Use this to your advantage and advertise this extensively. These years are wonderful
times to plan for reunions of specific class years. Take advantage of any activities the
school might have planned the same weekend.
Remember, every graduate brother who is communicating with other graduates about the
event will help to get graduates to return. What other things can you do to get graduates
back?
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Ideas to Help You PLAN a Successful Alumni Event
Event Dates
Set your event date as early as you can. In reality, the date should be set one year out and
the announcement made at the previous alumni event. If that is not possible, then set the
date between 7 and 9 months out.
Many chapters have a traditional date for Founder’s Day or Homecoming. (For example,
at Kansas State it has always been the third weekend in April). This enables graduates to
anticipate participation and plan accordingly. This is a highly recommended
suggestion for your chapter.
In determining your date, consult with the chapter Executive Committee and Chapter
Advisor to insure there are no conflicts. Be cognizant of school events and school
vacations, holidays, religious holidays, NCAA playoffs and finals, and other major
sporting events. Once the date is set and you have advertised the date to your graduates,
avoid changing the date of the event. You send a strong message that you are
unorganized if you change the date of the event, in addition to losing brothers who had
planned to attend on the first date.
Every time you advertise the event date with your graduates include the day of the week,
the date of the month, time, place and price of the dinner/luncheon/reception. If you
know the day, date and time, but not sure of the location and cost, then advertise the day,
date and time first. You can send more details in your next publication or in the
invitation.
Announce the event in your chapter newsletters, on all correspondence to alumni, at
meetings of the House Corporation and Chapter Advisors, in The Rainbow, chapter and
Fraternity website, and in special mailings to the alumni. The goal is to get the word out.
Event Committee
Your committee should consist of the key alumni and undergraduate brothers that will
assist in the planning and implementation of the event. Competent brothers should be
selected to serve on the committee. The more alumni involved in the planning and
producing of this event, the more other graduates will participate and attend. Also, make
certain potential candidates for next year’s chairman are on this committee. We learn by
doing.
Things to Decide Now
As the time line shows, 6-7 months out the Chairman should hold a planning meeting
with the Event Committee, Executive Committee and Chapter Advisors. Among other
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things, here is a list of items that should be decided immediately, because all your
planning will revolve around these key decisions.
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Day, date and time of the event.
Location and approximate cost per brother.
Chapter budget for the event.
Will there be a speaker? Who?
Will you hold reunions and for what class years?
Will there be any house improvement projects between now and the event?
Also, review the notes from last year’s committee. What ideas do they have?
First Notice
The first notice that you send out to your graduates either in the chapter newsletter or a
special mailing should include as much general information as possible. If you inform
them early, they can determine how important it is for them to attend and therefore they
can schedule to be there. Here is what you should let them know if you are confident that
the information will not change:
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Day, date, time and place
Cost (The event cost should not reflect any fund raising, but cover the cost of the
meal plus minimum overhead).
Speaker
Who to call if they have questions
List any reunion years planned
Encourage brothers
If you are not sure about some of the details listed above, do not let that hold up mailing
the notices for any real length of time, unless, of course, the date is in question. You can
always send more information. For example, if you are not sure who your speaker is, that
is all right. You can announce the speaker later. Send a copy of the notice of the event
to the Headquarters.
Class Agent and Reunion Coordinators
Class Agents and Reunion Coordinators serve to inform and invite to the event brothers
from class years closest to their own. A graduate is more likely to attend the event if he
is invited by a brother he knows. Find as many (20) graduates who are willing to be
Class Agents and send them a copy of the class years closest to theirs. You can order a
printout of graduates arranged by class year from the Headquarters. This approach is
your best bet at getting graduates back.
Also, find a brother to serve as class agent for brothers from other chapters who live in
the immediate area. This can be another group of brothers to invite to the event.
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Some chapters organize the class reunions by pledge class. Do what works best for your
chapter.
The Class Agent and Reunion Coordinators responsibilities include:
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Calling all brothers in their class and inviting them to return for the event or reunion.
Letting the event Chairman know who is coming so that the Chairman can plan
accordingly.
The Reunion Coordinator might want to schedule a dinner the night before or the
night after the event for everyone to get together and spend more time together. This
is something he can do on his own.
Graduate Recognition
It is logical to recognize graduate brothers at alumni events for their service and interest
in your chapter and Delta Tau Delta. This is both helpful in improving alumni relations
as well as deserved appreciation. The Fraternity has available Citations for Distinguished
and Exceptional Service. A chapter may present two of these per year. These can be
ordered from Headquarters. Frame as many of the certificates as you can. This is a nice
gesture of your appreciation.
It is appropriate to recognize brothers who have given financially to the Delta Tau Delta
Educational Foundation. A list of donors from your chapter appears in the Autumn issue
of The Rainbow. If you are unable to locate a copy, just call the Foundation office
(317-818-3050) and request a listing.
Motel Room Block
If your alumni need to stay overnight for the event weekend, it is a nice gesture on your
part to find a quality motel with inexpensive rates for them. Seven months out call a
motel and block a number of rooms. Usually, the motel will hold these rooms for you
until 30 days prior to the event. Any rooms not reserved at that time by individual alumni
will be released at no cost to you. Advertise the room block, motel name, phone number,
address, cost, cut off date and the name the rooms are reserved under in all event
advertisements. Encourage graduates to call the motel and make reservations for
themselves.
Contract with the Caterer/Banquet Hall/Hotel
Any contracts that will be signed for food and location should be reviewed by you and
the House Corporation Treasurer or graduate brother who is an attorney. This can protect
both you and the chapter from unnecessary costs and from going over budget.
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Possible Programs and Attendance Development Ideas
During the event festivities there are several things that the chapter can do to enhance the
graduate’s experience. Let your imagination run with these. Remember, your goal is to
make this a weekend that alumni will fondly remember for years. Listed below are some
ideas for you.
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Find out the oldest living brother of the chapter and get him back for the event.
Hold class reunions for World War II veterans.
Produce and show a video history of the chapter. Use old pictures and photo albums.
Hold class reunions for the following years: 5, 10, 15, 20, 35, 40, 50, 60. Find Class
Agents for any classes that show an interest.
Write to and hold a reunion for all Fraternity Big & Little Brothers, Fathers & Sons.
Hold special recognition for them and a photo session.
Hold a reunion for all former Chapter Presidents. Get a photo of the group.
Get all the composites fixed and on display for alumni.
Get all the scrapbooks in order and on display for alumni.
Hold a family program separate from the event for any wives or children who may
come.
Hold a golf tournament or provide for scheduled rounds of golf.
Get tickets for any school basketball, hockey, football games, etc., that are scheduled
for the weekend. Advertise and sell them to graduates.
Hold a reunion for all 1930s and/or 1940s class years. Find Class Agents and get
photos.
Give every brother who attends a directory of chapter members. Include the cost in
the event dinner/luncheon/reception cost. You can get a disk from Headquarters and
then format it on your own computer for easy printing.
Hold photo sessions for all classes and reunions. Send copies free of charge to the
brothers pictured. Nice way to follow-up with the thank you letter. Photos can be
used in the next newsletter. No pictures of alcoholic beverages in the pictures.
Have a list of lost brothers and ask alumni to help find them.
Hold an alumni/undergraduate softball game.
Alcohol
Drinking during the dinner disrupts the affair and promotes unruly and ungentleman like
conduct. A cocktail party may precede the event if it complies with all laws, college
regulations and the Fraternity’s Risk Management Policy, but it should last no more than
one hour.
If you have arranged for a cash bar for the alumni, it should close during the dinner. It is
considered inappropriate for people to get up to go to the bar when the keynote speaker is
delivering his speech.
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The Fraternity’s Risk Management Policy states that the chapter cannot purchase alcohol
for any purpose. This applies to this event. If alcohol is allowed at your event then you
should arrange for a cash bar staffed by the banquet hall owner.
Event Invitation
The invitation is the formal notification to the graduates of the event. Mention the day,
date, time, place and cost. A response device can be enclosed. A copy of a good
invitation with response card is provided on page 21.
The time line indicates you should create and print your invitations 3 months out. The
goal is to have the invitations in the mail between 1½ to 2 months before the event. But,
remember the graduates should have already received notice of the date of the dinner
months in advance.
Keynote Speaker
Although most alumni events include a featured speaker, you do not have to have a
featured speaker to have a great event. However, if you want to have a speaker, a good
one can be found if you start looking early. Begin by first asking your involved
graduates if they know of a good speaker. Many times a good speaker is only one
graduate brother away from you. Ask around. If this does not produce results, speakers
are available from the Fraternity. This will most often be an Arch Chapter member.
Remember, all good speakers’ calendars fill early, so invite him at least six months out.
If a speaker is requested from the Fraternity, write to the Executive Vice President with a
specific date. The Executive Vice President will confirm availability of individuals and
necessary arrangements.
Some chapters will not have just one speaker. They will find 2 or 3 graduates from
different eras and ask them to talk about one or two chapter topics for 10 minutes. The
topics usually relate to things that they experienced as an undergraduate member. This
can go over well if you find good speakers who can tell a story quickly. Be aware that
when you give someone the microphone, you have lost control of the dinner. Find the
right brothers for this type of speaking engagement.
Master of Ceremonies
One key to an interesting event is an effective Master of Ceremonies who is well
prepared and keeps the meeting moving. A graduate brother should be asked to serve in
this role. Keep in mind that it may have been years since a graduate has attended an
alumni event. Allow time for you to go over the program before the dinner begins.
Carefully choose your MC and give him a biographical sketch of the speaker at least one
week before the dinner, so he may be adequately familiar with your speaker. The MC
should be instructed that the dinner should be free from rude or vulgar language. Check
with him prior to the dinner to insure his remarks will be appropriate.
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The podium should be well lit and have a working microphone system, which you should
check in advance of the dinner. The speaker should begin no later than 8:30 p.m.,
preferably much before this hour.
Singing
Delta Tau Delta has always been known for its singing and it should be encouraged at
alumni events. You should make certain undergraduates know and can sing at least the
two most basic songs at the dinner: “Delta Queen” or other sweetheart song and “Delta
Shelter” to close the dinner. A good song leader is invaluable in implementing this
important fellowship activity. The words for “Delta Shelter” should be included on the
program. A complete CD of Delt songs and a songbook may be ordered from the
Headquarters.
Printed Program
A printed summary of the event program distributed at each table can be an excellent
dimension to the dinner. It need not be expensively produced as long as it is helpful and
functional for dinner participants.
Other Speakers
There will be other brothers present who will need to give reports or update the audience
on things happening within the chapter or House Corporation. Allow for these speakers
within your program and follow-up to see that they will be prepared for their speaking
role. Some examples are: Chapter President – How the chapter is doing, House
Corporation Report, Presentation of Distinguished Service Awards, etc.
Head Table
A head table is optional for the guest speaker, Master of Ceremonies, Chapter Advisor,
Division President, House Corporation President, Chapter President and other
distinguished guests. While it tends to formalize the dinner, it may also inhibit
fellowship for those graduates who must sit apart from their classmates during the dinner.
As an option, some chapters provide a speaker’s podium at the front of the room.
19
Undergraduate Responsibilities
There are a few items that the undergraduate brothers should be responsible for during
the alumni event. Listed below are a few:






Have upperclassmen responsible for greeting graduate brothers. The pledges should
meet graduates, but they should not be the primary greeters.
Have the treasurer collecting event fees at the door to the dinner. He should be ready
to make change and accept checks. He should also have a list of prepaid graduates.
If there is an undergraduate who is a good photographer, have him taking pictures
throughout the dinner. Group photos of class years, Chapter Presidents, Big Brothers
and Little Brothers can be taken. Pictures can be sent to the graduates later and used
in the chapter newsletter. Instruct the photographer to ask brothers to not display
alcoholic beverages in the photos.
There should be a brother responsible for having a list of lost brothers and asking the
graduates to look through the list and see if they know their location. The list of lost
brothers can be ordered from the Headquarters. Do this for the entire event except
during the speaking parts of dinner.
Have a brother responsible for getting the composites and scrapbooks in order. These
are always a major display at anniversary and alumni events.
Have a brother responsible for transporting the speaker to and from the airport, hotel,
or any other place he needs to go. (If he doesn’t have a car)
What Services Are Provided by the Fraternity?
There are several services that the International Fraternity provides that can make your
job a little easier in planning and holding a successful alumni event. Here are the
services we can provide if requested in a timely manner:

Printouts in a variety of formats:
1.
2.
3.
4.
5.



Arranged by zip code for bulk mailings and to see who and how many are close
Arranged by class year for Class Agents and Reunion Coordinators
Arranged alphabetically for creating directories, etc.
Formatted on a disk so that you can create your own database
Mailing labels for mailing invitations, newsletters and event notices
Event speakers (See Keynote Speaker & Master of Ceremonies, page 18).
Special Graduate Recognition Award Certificates. (See Graduate Recognition
Awards, page 16).
Free advice over the telephone for consultation.
20
Sample Invitation
Here is a copy of an undergraduate event invitation.
Gamma Chi Chapter of Delta Tau Delta Fraternity
at
Kansas State University
would be honored by your presence at our
100th Anniversary Celebration
on the sixteenth day of April, nineteen hundred and ninety-eight
Special Guest Speaker
International President, David B. Hughes, Ohio Wesleyan ’61
Master of Ceremonies
M. Marlin Fitzwater, Kansas State ’64
12:00 – 1:30 p.m.
3:00 – 4:00 p.m.
5:30 – 6:30 p.m.
6:00 – 9:00 p.m.
Luncheon Buffet at the Shelter
House Corporation Meeting
Cocktail Reception at Kansas State Union
100th Anniversary Celebration Dinner
at the KSU Ballroom
We look forward to a strong gathering of Brothers for a very special evening.
Reply Card
Brother
Return
Return
Envelope
Envelope
Class
Yes, I will be able to attend. Enclosed
find my check of $__________.
No, I cannot attend, but please accept the
following gift. $ _________.
No, I am unable to attend.
Will Will
C. Uthere
C. Uthere
th
100th100
Anniversary
Anniversary
Chairman
Chairman
PO Box
PO 11711
Box 11711
Manhattan,
KS 66502
Manhattan,
KS 66502
Please return by April 4, 1998.
21
Class Agents & Reunion Coordinators
Guidelines and Procedures for Class Agents and Reunion Coordinators.
1. The chairman should make sure all class agents and reunion coordinators have a
printout of their class years with phone numbers.
2. Give the agents and coordinators the complete schedule of events with times and cost,
so they can publicize the event for the chapter.
3. Encourage the agents and coordinators to phone call all his classmates and any other
chapter brothers he knows.
4. Impress upon the agents and coordinators to write a follow-up letter to the brothers
that they call reminding them of the activities for the weekend.
5. Reserve a place for a class reunion dinner for the evening preceding the event for all
those coming.
6. One final call to all those who said they are coming to reconfirm.
7. Be sure to share the names of the graduate brothers who have indicated they are
coming with Class Agents, Reunion Coordinators, Advisors, House Corporation, etc.
This will insure that all your key graduates area aware of who is coming and will give
them another important reason to join their brothers at the event.
Be sure that the Class Agents and Reunion Coordinators have a printout of their class
year, schedule for the event, cost of the event, and any other information that will help
them to communicate effectively with their brothers.
22
Sample Class Agent Letter
Date
Name
Address
City, State Zip Code
Dear First Name,
In the last several months you have probably heard from or received something from the
undergraduate members of <<your chapter>> regarding the 100th Anniversary scheduled
for Saturday, April 16, 1998.
I have volunteered to be a reunion chairman for our class. I want to encourage you to
attend this celebration. The plans look great and the only thing missing might be you.
This letter is to plant the seed that you could have a great day at <<school name>> at
good ‘ole <<chapter name>> if you attend.
I will be calling you to catch up on how things are going and to encourage you to attend.
The details of the event are enclosed (you can list the details here if you wish). This
event will only be successful if you return. For those of us who can attend, I think you
will be surprised at what great fun it is to see old friends again.
Enclosed is a list of brothers who are in the class years close to us, in case you want to go
ahead and call me or any other brother on the list. Let’s encourage each other to turn out
and make this event a great time to see each other.
Fraternally,
Name
Class of 19__
23
Sample Reunion Letter
Class of 1974
Mark your calendars now!
Plan Ahead!
Contact A Brother!
All right boys, here it is! You have been asking for it and we have finally gotten a few of
us together to plan the Class of 1974’s reunion. The only thing needed now is you!
The weekend chosen is April 17-19, 1998. We will assemble on Friday evening at the
Holiday Inn for an informal get-together. We will then proceed to dinner at one of the
fine restaurants in the City.
Saturday we will have golf in the morning for those who desire to do so. In the
afternoon, a tour of the new Technology Center on campus will be in order. For those a
little more daring, we have reserved the skeet and sporting clay fields for a little
shooting. Bring your own shotgun and shells.
I know that many of you will bring your wives. My wife is coming and has promised (it
is going to cost me) to organize a luncheon for the ladies while we are at the Saturday
events. Some of our wives know each other well and this will make for a great weekend
for both of you. At the event, we will receive 25-year certificates, which means we have
been members of Delta Tau Delta for 25 years. Can you believe it? We are also going to
have our class photos taken for the undergraduate newsletter.
The following brothers have said, “I’ll be there.” Bob Dale, Kevin Conway, Mike
Riordan, Scott Hesse, Don Harvell, Sam Parker, and even Zeke Moore said yes. This
will be his first time back since graduation.
If you have questions, call me at 321.123.4321. You will get a more detailed schedule in
about two months. Expect a call from Scott or me. Also enclosed is a printout of
everyone in our class. Give some of them a call and get them to the reunion. Don’t miss
the fun.
Fraternally,
Ima Delt
Gamma Chi ’74
24
Sample Program for Your Event
MASTER OF CEREMONIES
M. Marlin Fitzwater, Gamma Chi ‘64
Former United States Press Secretary
For Presidents Ronald Regan and George Bush
INVOCATION
Brian Zimmerman, Gamma Chi ’90
House Corporation President
DINNER
REPORT OF THE HOUSE CORPORATION
REPORT OF THE CHAPTER
KEYNOTE ADDRESS
David B. Hughes, Ohio Wesleyan ’61
International President
DISTINGUISHED ALUMNI AWARDS
John W. Nichols, Oklahoma ’36
CLOSING
“DELTA SHELTER”
25
Alumni Event Do’s and Don’ts
DO:
DON’T:
1. Set the same weekend aside each year
for annual alumni events
1. Wait another day to start planning and
putting into motion the wheels of action
for your anniversary or alumni event
2. Advertise early and often and begin
at least 6 months out
2. Think that alumni will come if you
just send out one invitation 1 month out
3. Get alumni involved in the planning
of the event
3. Keep the details of the dinner all to
yourself
4. Find Class Agents and Reunion
Coordinators to help get brothers
back for the event
4. Think alumni don’t want to help
5. Decide if you will have a speaker
and then ask him early
6. Get the House Corporation Board
and Chapter Advisors involved with
the event
5. Wait until 2 weeks before the dinner to
order supplies and certificates from
Headquarters
6. Forget the small details. They can make
all the difference.
7. Photograph brothers with alcohol in their
hands
7. Get the undergraduates involved
8. Send out invitations on time
9. Send a special letter to your
Chapter’s Fathers and Sons
10. Send thank you letters to everyone
that attended
26
Chapter: __________________________
Alumni Event Action Plan
A Step-by-Step checklist for planning and implementing your successful Alumni Event
Step I: ____________ One Year Out
(Date)
 Set Event and Date
 House Corporation Selects Chairman
 Inform Headquarters of date
Step II: ____________ Seven Months Out
(Date)








Planning meeting date
Reserve dinner location
Order Alumni printout(s)
Order mailing labels
Order other brothers printout
Date on Chapter’s calendar
Begin reunion promotion
Reserve graduate hotel rooms
Step III: ____________ Six Months Out
(Date)





Identify/write speaker
Mail first notice
Begin Class Agent search
Brainstorm program ideas
Publicize in newsletter
Step IV: ____________ Five Months Out
(Date)




Send Class Agent printouts
Search for Master of Ceremonies
Check uncompleted steps
Review house improvement project schedule
27
Step V: _____________ Four Months Out
(Date)
 Advertise in Chapter publication
 Communicate with Class Agents
and Reunion Coordinators
Step VI: ____________ Three Months Out
(Date)
 Update Class Agents
and Reunion Coordinators
 Review/plan alcohol policies
 Create invitations and print
 Order additional mailing labels
(if necessary)
Step VII: ____________ Two Months Out
(Date)
 Mail graduate invitations
 Order Event supplies
 Locate chapter composites
and scrapbooks for display
Step VIII: ____________ One Month Out
(Date)







Program finalized and printed
Reconfirm speaker and MC
Talk event “up” with undergraduates
Assign undergraduate responsibilities
Engrave/personalize awards
Review plans/problem areas with committee
Check scheduled house repairs
Step IX: _____________ Two Weeks Out
(Date)
 Send speaker’s biography to MC
 Double check arrangements
 Arrange for photographer
28
 Arrange for florist
Step X: ______________ One Week Out
(Date)




Check final dinner count
Display composite class photos
Prepare nametags
Select host for speaker
Step XI: ______________ One Day Out
(Date)
 Coordinate chapter house clean-up
Step XII: _____________ Day of Event
(Date)










Prepare graduate nametags
Set up sign-in/collect money table
Check podium/microphone
Place programs at tables
Double check photographer
Double check florist
Confirm host for speaker
Speaker’s bio available (extra copy)
Awards/certificates at dinner
Have speaker gift (if desired)
Step XIII: ______________ Event Follow-Up
(Date)






Send graduate thank you letters
Deliver award/certificates
Thank Advisors & House Corp
Thank Committee members & Chapter leaders
Thank Speaker & MC
Hold final critique meeting
With Committee members
 Write summary of meeting
29