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 volunteer leaders to request an event listing and/or registration form be published for their event. Your liaison will request the appropriate information be created based on the information you provide.
Get more information about Calendar Listings & Registration Forms
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.