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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 $ _________



Projected Expenses:

Facilities/room rental charges


Set-up charges/fees


Rental equipment (includes audio-visual, tents, risers, tables, chairs, etc.)






Bartender fees/gratuities


Promotional materials (signage, programs, flyers, etc.)






Transportation (includes buses, vans, parking, valets, and gratuities for drivers, etc.)


Miscellaneous (includes plaques, photos, speaker travel/expenses, and supplies, etc.)




Other alumni volunteers who will assist with the event:






Purdue for Life Foundation

Patsy J. Mellott

BS College of Health and Human Sciences, 1969
Fishers, IN

Patsy earned a bachelor’s degree in food and nutrition in business from Purdue in 1969, in addition to an MBA in food marketing from Michigan State University in 1970. She retired from Kraft Foods in 2006 after 36 years in corporate food marketing and marketing communications management.

A community volunteer, Patsy serves on the Women’s Fund of Central Indiana Advisory Board and the Purdue College of Health and Human Sciences Dean’s Leadership Council, in addition to the President’s Council Advisory Board. She is a former member of the Health and Human Sciences Alumni Board. Patsy held several offices from 2006 through 2013, including president and treasurer. She serves her community’s Discover Indianapolis Club in Fishers, holding several leadership roles for over 10 years.

Patsy has received several honors, including the Purdue University Nutrition Science Department Hall of Fame recipient in 2009 and the Purdue University College of Health and Human Sciences Distinguished Alumni Award in 2016. She also received the college’s Gold and Black Award in 2016, an honor reserved for donors who have moved the college forward by committing exceptional financial resources.

In addition to endowing two scholarships, the Patsy J. Mellott Scholarship and Patsy J. Mellott HHS Scholarship, she established the Patsy J. Mellott Teaching Innovation Award in the College of Health and Human Sciences in 2013. In 2015, she endowed the Patsy J. Mellott Women’s Tennis Coach Performance Award. She is a lead donor in the Christine M. Ladisch Faculty Leadership Award and the Purdue Women’s Network Virginia C. Meredith Scholarship for the College of Health and Human Sciences.