Hosting a Local Alumni Event
Grinnellians who live in cities that have no formal regional alumni network often volunteer to host a local event for other Grinnellians in their area. Here’s a summary of what’s involved if you’d like to host a local event. Detailed online forms will guide you through the steps, and the Grinnell Office of Development and Alumni Relations (DAR) can work with you to help make your event a success.
DAR suggests that you start planning about 8 weeks in advance and confirm details 4 to 6 weeks before the event.
Responsibilities of the Local Planner/Host:
- Decide what kind of event you want to host; consider the number of alumni in your geographic area and your knowledge of the kind of event that might attract them.
- Select an appropriate venue and timeframe
- Provide event details to DAR
- Collect RSVPs as they come in
- Coordinate logistics locally as needed (reserve the venue, line up a caterer, enlist other alumni volunteers)
- Manage the event onsite (check the setup, greet arrivals, manage the flow of the event, clean up at the end)
- Provide DAR with a list of attendees after the event
How DAR can help:
- Provide a list of area alumni, after volunteers have completed a confidentiality agreement
- Provide advice based on experience with similar events
- Send a formatted email invitation (2-4 weeks before the event) and a follow-up reminder (2-5 days before the event or the RSVP deadline) to area alumni
- Provide Grinnell College supplies and giveaways (name tags, napkins, small logo items
- Provide modest financial assistance if funds are available
- Communicate your interest in hosting an event to Anna Halpin-Healy '13 at DAR, and she will guide you through the planning and event management process
- If you want more detail now, take a look at the Planning Guide