Planning an event? We can help!
Pre-event prep: branding
Leveraging the strength of the Indiana University brand is vital to the success of your event and consistency is key! When planning the marketing strategy for your event, your IUAA alumni communities liaison can help ensure that you follow the IU brand guidelines within the marketing materials for your event (invitations, emails, registration forms, signage, nametags, etc.).
Contract negotiation
Your event may require negotiating a contract with a venue and/or vendor. We realize this may be a first for some volunteers, so be sure to check out the contract policy.
Guest speakers
Consider a prominent alum or an alum with specific expertise to add an interesting dimension to your event. If you have a speaker, it’s important to make him or her feel comfortable and provide all the information he or she will need before the event takes place.
Consider the following when booking a speaker for your event:
- Speaker contract, if applicable and/or Payment; or Reimbursement
- On-site handling (someone to greet the speaker and attend to their needs during the event)
- Audio-visual needs
- Speaker gift (IUAA has gift options available; ask your liaison)
Catering
Working with a catering service can streamline the meal or appetizer portion of the event and take one thing off your plate.
Here are some things to consider when booking a caterer for your event:
- Ask for references in the area and/or ask for a tasting
- Ask what your caterer provides (e.g., linens and centerpieces)
- Ask about the alcohol policy/set-up (liquor license, bartender fees, etc.)
- Become familiar with the Food and Alcohol Sales, Serving, and Conduct Policy and the Alcohol Policy.
- Vendor contract (know who can sign it and be aware of deposit/payment expectations and deadlines; understand cancellation policies, etc.)
- Review day-of event schedule (arrival, food service, departure) and on-site contact information
Swag, promotional items, and signage
If your event requires IU or IUAA swag for your participants, contact your alumni communities liaison a minimum of two weeks before your event and choose from a list of options.
Request a calendar listing and/or registration form
Forms are available for volunteers to request an event listing and/or registration form to be published for their event.
Select an IU Day Campaign or Community Engagement Campaign to begin
On-Site Check-In
Tracking attendance is an important part of hosting a successful event, and IUAA offers a couple of easy options depending on the size and format of your gathering.
For larger or less structured events (such as game watches), guests can use your Wingman QR code to both register and mark themselves as attended. This QR code will be shared with you prior to your event, and many hosts find it convenient to print and display it on tables throughout the venue for easy access.
For smaller or more structured events, we recommend using the Remote Check-In feature to track attendance more directly. If you plan to use Remote Check-In, please reach out to your staff liaison in advance so they can ensure you have the appropriate access set up before your event.
Using Remote Check-In in AlumnIQ
AlumniQ is our web-based event platform, and the Remote Check-In feature can be opened and used via a web browser on any phone and/or tablet with good Wi-Fi at your event. In case of technology problems, it is best practice for registration staff to print a paper check-in sheet of all registrants to have on hand.
Access the Remote Check In site using the link provided to you by your staff liaison. This URL should remain private. Once on the Remote Check-In site:
- Search for and select your group’s event and/or the activity you want to check in attendees for.
- To check someone in, you can manually search for registrants on the “Check In” tab or scan the registrant’s QR code (received in their email confirmation) with your phone or tablet under the “Scan” tab.
- Using the “Check In” tab:
- Search for registrants by last or full name and click Check In.
- Search for all registrants by typing %% into the search bar.
- View all checked-in registrants under the “Here” tab.
Nametags
IUAA branded nametags should be used at all IUAA-sponsored events.
Standardized name badge templates have been created to help you with your next event or meeting. Select one of the following to begin creating your nametags. You will have the ability to create an account as well as save and edit templates.
Post event satisfaction survey
If your event was awarded an IUAA Alumni Communities Grant, your liaison will work with you to send a satisfaction survey to your alumni attendees. Your liaison will share the feedback with you shortly following the close of the survey.
Request alumni data lists
Email your IUAA liaison to request data lists such as alumni contact information, alumni counts, community research, etc.