12 or More Weeks Before the Event

• Confirm the event date with Purdue Alumni and set an RSVP date.
• Outline event program, including objectives, guest speaker, etc.
• Assign responsibilities.
• Establish event budget, including facility rental, food and supplies, decorations, printed materials, A/V equipment, door prizes, gratuities, etc.
• Calculate per-person event costs. Incorporate member/nonmember pricing.

10 Weeks Before the Event

• Select and reserve location. Things to consider:
  • Is there convenient and adequate parking?
  • Is there an acceptable billing arrangement?
  • Is the room size appropriate for the crowd?
  • Is the noise level too loud to have a speaker?
  • Reserve A/V equipment, if needed.
• Set menu and arrange for bar service, if appropriate.

8 Weeks Before the Event

• Determine “staffing” needs for event, i.e. set-up assistance, a guest book/name tag table attendant, food servers, clean-up crew, etc. as needed.
• Recruit members to staff the event.
• Notify your regional liaison of any special needs for the event.

6 Weeks Before the Event

• Submit pre-event information for online for email and social media request.
• Order/purchase door prizes and other supplies.

3-4 Weeks Before the Event

• Purdue Alumni sends e-mail for event.

One Week Before the Event

• Prepare registration materials and name tags.
• Provide final count to facility managers and caterers, as needed.
• Send list of attendees to Purdue Alumni.

Day of the Event

• Arrive 1-2 hours prior to event for any set-up and to make sure facility is arranged properly.
• Recognize guests and speakers.

After the Event

• Mail thank-you notes to participants and/or helpers.
• Send post-event survey to attendees via email.

Organized by ________________________________________________________

Telephone _______________________ (daytime) _______________________(evening)

Mailing address ________________________________________________________

Email address ________________________________________________________

Event name ________________________________________________________

Purpose Target audience ________________________________________________________

Date ________________________ Time __________________________________

Location/Venue ________________________________________________________

Expected attendance ________________________________________________________ 

Admission price: $ _________ Purdue Alumni members $ _________ Non-members $ _________

ESTIMATED TOTAL INCOME: $ _________

ESTIMATED TOTAL EXPENSES: $_________

Other alumni volunteers who will assist with the event:

1)

2)

3)

4)

5)