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

Next Steps:

  • 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