ALUMNI EVENTPLANNING KIT

Phi Kappa Tau Fraternity5221 Morning Sun Road

Oxford, Ohio 45056513.523.4193--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: 513.523.4193Fax: 513.523.9325

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Special Thanks to Phi Gamma Delta Fraternity

forProviding 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

14. Event Dates14. Event Committee14. Things to Decide Now15. First Notice15. Class Agent and Reunion Coordinators16. Graduate Recognition16. Hotel Room Block16. Contract with Caterer/Banquet Hall/Hotel17. Possible Programs and Attendance Development Ideas17. Alcohol18. Event Invitation18. Keynote Speaker18. Master of Ceremonies19. Singing19. Printed Program19. Other Speakers19. Head Table20. Undergraduate Responsibilities20. 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

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responsibilities in connection with Fraternity celebrations are many. They include 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

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

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

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

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

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

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

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

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

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

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

Schedule and have the house manager coordinate an all-house clean up.

Day of the Event (Show Time)

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

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.

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:

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:

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.

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.

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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. Arranged by zip code for bulk mailings and to see who and how many are close 2. Arranged by class year for Class Agents and Reunion Coordinators3. Arranged alphabetically for creating directories, etc.4. Formatted on a disk so that you can create your own database5. 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.

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Sample Invitation

Here is a copy of an undergraduate event invitation.

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Reply Card

Return Envelope

Brother Class

Yes, I will be able to attend. Enclosed find my check of $__________.

No, I cannot attend, but please accept the

Return Envelope

Will C. Uthere100th Anniversary ChairmanPO Box 11711Manhattan, KS 66502

Gamma Chi Chapter of Delta Tau Delta Fraternityat

Kansas State Universitywould be honored by your presence at our

100th Anniversary Celebrationon the sixteenth day of April, nineteen hundred and ninety-eight

Special Guest SpeakerInternational President, David B. Hughes, Ohio Wesleyan ’61

Master of CeremoniesM. Marlin Fitzwater, Kansas State ’64

12:00 – 1:30 p.m. Luncheon Buffet at the Shelter 3:00 – 4:00 p.m. House Corporation Meeting 5:30 – 6:30 p.m. Cocktail Reception at Kansas State Union 6:00 – 9:00 p.m. 100th Anniversary Celebration Dinner

at the KSU Ballroom

We look forward to a strong gathering of Brothers for a very special evening.

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.

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Sample Class Agent Letter

Date

NameAddressCity, 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,

NameClass of 19__

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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 DeltGamma Chi ’74

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Sample Program for Your Event

MASTER OF CEREMONIESM. Marlin Fitzwater, Gamma Chi ‘64Former United States Press Secretary

For Presidents Ronald Regan and George Bush

INVOCATIONBrian Zimmerman, Gamma Chi ’90

House Corporation President

DINNER

REPORT OF THE HOUSE CORPORATION

REPORT OF THE CHAPTER

KEYNOTE ADDRESSDavid B. Hughes, Ohio Wesleyan ’61

International President

DISTINGUISHED ALUMNI AWARDSJohn W. Nichols, Oklahoma ’36

CLOSING

“DELTA SHELTER”

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Alumni Event Do’s and Don’ts

DO: DON’T:

1. Set the same weekend aside each year 1. Wait another day to start planning and for annual alumni events putting into motion the wheels of action

for your anniversary or alumni event

2. Advertise early and often and begin 2. Think that alumni will come if youat least 6 months out just send out one invitation 1 month out

3. Get alumni involved in the planning 3. Keep the details of the dinner all to of the event yourself

4. Find Class Agents and Reunion 4. Think alumni don’t want to helpCoordinators to help get brothersback for the event 5. Wait until 2 weeks before the dinner to

order supplies and certificates from 5. Decide if you will have a speaker Headquarters

and then ask him early6. Forget the small details. They can make

6. Get the House Corporation Board all the difference. and Chapter Advisors involved with the event 7. Photograph brothers with alcohol in their

hands7. 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 everyonethat attended

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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

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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 Agentsand 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 Arrange for florist

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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

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