wellesley clubs: who we are and what we do

1. Karen Kerns ’97 Sr. Assistant Director of Alumnae Groups/Shared Interest Groups Jessica Johnston ’09 Assistant Director of Clubs Wellesley Clubs: Who We Are and What We Do Welcome (see separate notes) Welcome (see separate notes)

2. One of the greatest benefits of your Wellesley education is being part of the amazing network of Wellesley alumnae. When asked why they chose Wellesley, newly admitted students often say it’s because of the alumnae network and the positive interactions they had with alumnae during their college decision making process. Jessica worked for the Office of Admission over the summer and has heard first-hand how important the alumnae network is to prospective students: Jessica – stories from Admissions At the heart of the alumnae network are our clubs. They provide the framework that allows Wellesley to extend its reach across the country and the world. One of the greatest benefits of your Wellesley education is being part of the amazing network of Wellesley alumnae. When asked why they chose Wellesley, newly admitted students often say it’s because of the alumnae network and the positive interactions they had with alumnae during their college decision making process. Jessica worked for the Office of Admission over the summer and has heard first-hand how important the alumnae network is to prospective students: Jessica – stories from Admissions At the heart of the alumnae network are our clubs. They provide the framework that allows Wellesley to extend its reach across the country and the world.

3. Our Mission The number one thing we all need to keep in mind – and remind ourselves of – is our mission. “The mission of the Wellesley College Alumnae Association is to support the Institutional Priorities of the College by connecting alumnae to the College and to each other. The Association will serve as a lifelong resource to alumnae and will encourage alumnae to contribute to the continued excellence of the College.”The number one thing we all need to keep in mind – and remind ourselves of – is our mission. “The mission of the Wellesley College Alumnae Association is to support the Institutional Priorities of the College by connecting alumnae to the College and to each other. The Association will serve as a lifelong resource to alumnae and will encourage alumnae to contribute to the continued excellence of the College.”

4. Nurture friendships among alumnae Provide a forum through which women can share career and life experiences Promote lifelong learning through educational programs Assist Admissions by inspiring and connecting with qualified high school students Enhance Wellesley’s image through community involvement Why have a Wellesley Club? “Why have a Wellesley Club?” may seem like a silly question to ask, but it’s important to remind ourselves what our clubs do: Clubs function to: * reconnect old friends and help create new ones * every club event is a networking opportunity – and this is what many alumnae are looking for in a club * promote lifelong learning through faculty lectures, tours, book groups, and discussions on current events * assist Admissions by inspiring and connecting alumnae with qualified high school students – More and more clubs are focusing on admissions and ways they can assist in recruiting the next generation of Wellesley women * enhance Wellesley’s image through community involvement This is just a few of the things that our Wellesley clubs do to extend the reach of Wellesley College and keep the network strong. “Why have a Wellesley Club?” may seem like a silly question to ask, but it’s important to remind ourselves what our clubs do: Clubs function to: * reconnect old friends and help create new ones * every club event is a networking opportunity – and this is what many alumnae are looking for in a club * promote lifelong learning through faculty lectures, tours, book groups, and discussions on current events * assist Admissions by inspiring and connecting alumnae with qualified high school students – More and more clubs are focusing on admissions and ways they can assist in recruiting the next generation of Wellesley women * enhance Wellesley’s image through community involvement This is just a few of the things that our Wellesley clubs do to extend the reach of Wellesley College and keep the network strong.

5. World Wide Wellesley There are approx. 85 active clubs and 30 key alumnae contacts around the world There are clubs or key contacts in 45 states and 32 international countries Wellesley Clubs are everywhere! All clubs are unique and operate at different activity levels, but each club is invaluable to keeping the alumnae network strong. Many of our peer institutions (sister schools) are re-evaluating their club structures – cutting back on the # of clubs they support or possibly getting rid of them. We recognize our clubs are invaluable! We want to strengthen our clubs – not cut back. Wellesley Clubs are everywhere! All clubs are unique and operate at different activity levels, but each club is invaluable to keeping the alumnae network strong. Many of our peer institutions (sister schools) are re-evaluating their club structures – cutting back on the # of clubs they support or possibly getting rid of them. We recognize our clubs are invaluable! We want to strengthen our clubs – not cut back.

6. Model A: Small, geographically diverse, and/or in temporary hibernation, or just forming Model B: Medium, urban, suburban, or a growing club Model C: Urban or suburban, mature club Model D: Large, urban club Club Models Handout: description of models and a listing of clubs by model size Many years ago, we adopted these models as a guideline for club leaders. It seemed a bit silly to tell smart women whether they are small, medium, or large clubs. But what we were trying to accomplish with these models was a way of giving leaders some guidelines – or manageable expectations. Wellesley women can be competitive by nature – taking on more, doing more, raising the bar. As a new club leader in a small club, it was daunting to come to ALC and listen to what a club like Chicago or Boston was doing and feel that you had to compete – you don’t need to! We hope you find the club models a useful guideline to structuring your club activities and relieving the pressure to do it all. Handout: description of models and a listing of clubs by model size Many years ago, we adopted these models as a guideline for club leaders. It seemed a bit silly to tell smart women whether they are small, medium, or large clubs. But what we were trying to accomplish with these models was a way of giving leaders some guidelines – or manageable expectations. Wellesley women can be competitive by nature – taking on more, doing more, raising the bar. As a new club leader in a small club, it was daunting to come to ALC and listen to what a club like Chicago or Boston was doing and feel that you had to compete – you don’t need to! We hope you find the club models a useful guideline to structuring your club activities and relieving the pressure to do it all.

7. BIG & small Largest Clubs Boston – 4573 New York – 2623 D.C. – 2138 San Fran – 1228 Los Angeles – 807 Chicago – 796 Philadelphia – 727 Smallest Clubs Reading, PA – 20 Nebraska – 38 Memphis – 41 Arkansas – 60 Winchester, MA – 63 Our clubs range from big clubs like Boston and NY to small clubs like Reading, PA and Winchester, MA. But our small clubs are just as connected as our big clubs. Just a few years ago, Reading had a change in leadership! Our clubs range from big clubs like Boston and NY to small clubs like Reading, PA and Winchester, MA. But our small clubs are just as connected as our big clubs. Just a few years ago, Reading had a change in leadership!

8. Our Club Leaders Who is leading our clubs? Looking at the data for just our club presidents, we see that alums of all ages are involved – 40s to 00s. This data also shows that young alums are involved in leadership roles. The 80s and 90s decades yielding the most club presidents – and these are the women who seem to be juggling it all – families, careers, volunteer work, yet they still find the time to serve Wellesley. It’s remarkable. Who is leading our clubs? Looking at the data for just our club presidents, we see that alums of all ages are involved – 40s to 00s. This data also shows that young alums are involved in leadership roles. The 80s and 90s decades yielding the most club presidents – and these are the women who seem to be juggling it all – families, careers, volunteer work, yet they still find the time to serve Wellesley. It’s remarkable.

9. Our Club Leaders Looking at our other club volunteers collectively, we see a similar pattern. What is remarkable about this data is the number of club volunteers. If you look at the 2000s column, you will see that we have over 100 volunteers from this decade – remarkable!Looking at our other club volunteers collectively, we see a similar pattern. What is remarkable about this data is the number of club volunteers. If you look at the 2000s column, you will see that we have over 100 volunteers from this decade – remarkable!

10. Club Life Cycle This is the club life cycle – or life “wave” – showing ups and downs and everything in between. We use this visual to know where each of our clubs stands in terms of activity and allows us to help out when clubs are nearing the bottom of the curve. It doesn’t matter how big or small your club is – all clubs seem to follow this same life cycle or wave cycle. The goal is to ride the wave for as long as possible – stay on top of that wave, not under it. Once that decline starts, it is not because of lack of interest but more often a decline in organization, enthusiasm, and positive energy. It takes strong leadership to build and maintain a club, and leadership is really what determines where on this wave your club is. But leadership isn’t the only factor determining the strength of a club, it also takes: An active membership Quality programs and Effective communications We will talk about these topics – leadership, membership, programs, and communications - in more detail in our Conversation Cafes tomorrow morning, but I will spend just a few minutes giving a high-level overview of each of these important topics so that you have a basis for more in-depth discussions tomorrow. This is the club life cycle – or life “wave” – showing ups and downs and everything in between. We use this visual to know where each of our clubs stands in terms of activity and allows us to help out when clubs are nearing the bottom of the curve. It doesn’t matter how big or small your club is – all clubs seem to follow this same life cycle or wave cycle. The goal is to ride the wave for as long as possible – stay on top of that wave, not under it. Once that decline starts, it is not because of lack of interest but more often a decline in organization, enthusiasm, and positive energy. It takes strong leadership to build and maintain a club, and leadership is really what determines where on this wave your club is. But leadership isn’t the only factor determining the strength of a club, it also takes: An active membership Quality programs and Effective communications We will talk about these topics – leadership, membership, programs, and communications - in more detail in our Conversation Cafes tomorrow morning, but I will spend just a few minutes giving a high-level overview of each of these important topics so that you have a basis for more in-depth discussions tomorrow.

11. Leadership Let’s talk first about leadership…. I love the quote on this poster – “The leader always sets the trail for others to follow.” I suppose it could also say “You first! We’ll stay back here and keep warm!” – but that’s wouldn’t help this presentation very much!Let’s talk first about leadership…. I love the quote on this poster – “The leader always sets the trail for others to follow.” I suppose it could also say “You first! We’ll stay back here and keep warm!” – but that’s wouldn’t help this presentation very much!

12. Dedicated Inspiring Builds a strong board Organized Able to listen Team player Able to delegate Warm and welcoming Has an eye on the future Characteristics of a Club Leader Most of you would not be here if you did not posses these characteristics…. All of these are important, but I want to highlight just a few: Inspiring Builds a strong board Able to delegate Has an eye on the future I’ve highlighted these characteristics because one of the themes we read about in your annual reports this summer was how to recruit new volunteers. It takes a good leader to recruit new leaders. An inspiring leader will be able to recruit other leaders more easily. Just as prospective students say “I applied to Wellesley because I met an alum who I wanted to be like”, prospective volunteers are looking to you as role models. By setting a good example and being inspiring, you are helping to recruit the next set of leaders for your club. Most of you would not be here if you did not posses these characteristics…. All of these are important, but I want to highlight just a few: Inspiring Builds a strong board Able to delegate Has an eye on the future I’ve highlighted these characteristics because one of the themes we read about in your annual reports this summer was how to recruit new volunteers. It takes a good leader to recruit new leaders. An inspiring leader will be able to recruit other leaders more easily. Just as prospective students say “I applied to Wellesley because I met an alum who I wanted to be like”, prospective volunteers are looking to you as role models. By setting a good example and being inspiring, you are helping to recruit the next set of leaders for your club.

13. A strong board is key! Leader without a strong board = burnout A strong board will help with recruiting new volunteers Board diversity – age, ethnicity, talents Recognize efforts and accomplishments Build a Strong Board Another way to help recruit new leaders is by building a strong board. Alumnae will want to be a part of an organization that has a good team in place and many hands to lighten the work load. A leader without a strong board means the club is becoming a one-woman show, and when she burn out (which will be soon without support), the club will race down the activity curve towards inactivity. Another way to help recruit new leaders is by building a strong board. Alumnae will want to be a part of an organization that has a good team in place and many hands to lighten the work load. A leader without a strong board means the club is becoming a one-woman show, and when she burn out (which will be soon without support), the club will race down the activity curve towards inactivity.

14. You don’t have to do it alone or do it all! Try co-presidents Delegation works best face-to-face Encourage attendance at meetings Delegate Responsibility To avoid burnout, effective leaders need to delegate responsibility. Give people small tasks to do – many hands make for lighter work, a more enjoyable work. If you don’t have the hands, call people! And be specific about what you need them to do. To avoid burnout, effective leaders need to delegate responsibility. Give people small tasks to do – many hands make for lighter work, a more enjoyable work. If you don’t have the hands, call people! And be specific about what you need them to do.

15. Have a plan Follow term limits Develop a mentor/shadow program Use a nominating committee Develop a Successor Lastly, as a club leader, you should always have your eye on the future – who will take over for you after your term is up? Chicago Wellesley Club has many positions in which there are two alumnae serving, but their terms are staggered. This means that in any given year, one may be in her second year of her two-year term and the other is just starting. This kind of “rolling” succession allows for mentorship and makes sure that there is always someone to take over when you complete your two-year term. Using a nominating committee is an excellent way to recruit – call people, email them individually. The personal touch goes a long way. And be very specific as to what you need them to. Lastly, as a club leader, you should always have your eye on the future – who will take over for you after your term is up? Chicago Wellesley Club has many positions in which there are two alumnae serving, but their terms are staggered. This means that in any given year, one may be in her second year of her two-year term and the other is just starting. This kind of “rolling” succession allows for mentorship and makes sure that there is always someone to take over when you complete your two-year term. Using a nominating committee is an excellent way to recruit – call people, email them individually. The personal touch goes a long way. And be very specific as to what you need them to.

16. Membership Let’s now take a quick moment to talk about membership. Again, these topics will be discussed in more detail in the Conversation Cafes tomorrow. Let’s now take a quick moment to talk about membership. Again, these topics will be discussed in more detail in the Conversation Cafes tomorrow.

17. All alumnae are members of WCAA Member of club All alumnae are members Attended Wellesley? You’re a member! Emotional component of membership Some alumnae are dues-paying members Paid your dues? You’re a member! Financial component of membership Definitions Let’s first define membership: All alumnae are members of the Alumnae Association, and by default, a member of their class of club. We consider this the “emotional component” of membership – you are a part of Wellesley’s alumnae network because you attended Wellesley. When you receive lists, labels, and directories from our office, it will include all alumnae living in your club area regardless of whether or not they are dues-paying members. We consider all alumnae to be “members” of your club because they live within the zip codes defined for your club. Alumnae can also opt to be a member of more than one club and receive mailings from their “second club interest.” The other definition of membership is whether or not someone is a dues-paying member. This is the financial component of membership. Dues-paying members are tracked by the club, not the WCAA. Another theme we read about in your annual reports was how to increase membership, especially in these trying economic times. So let’s talk about some ways to increase membership…Let’s first define membership: All alumnae are members of the Alumnae Association, and by default, a member of their class of club. We consider this the “emotional component” of membership – you are a part of Wellesley’s alumnae network because you attended Wellesley. When you receive lists, labels, and directories from our office, it will include all alumnae living in your club area regardless of whether or not they are dues-paying members. We consider all alumnae to be “members” of your club because they live within the zip codes defined for your club. Alumnae can also opt to be a member of more than one club and receive mailings from their “second club interest.” The other definition of membership is whether or not someone is a dues-paying member. This is the financial component of membership. Dues-paying members are tracked by the club, not the WCAA. Another theme we read about in your annual reports was how to increase membership, especially in these trying economic times. So let’s talk about some ways to increase membership…

18. Make the Wellesley connection! Emotional component Financial component Promote the benefits of membership “Why should I be a member of the club?” Increasing Membership 1. Tap into the emotional component – remind people of their Wellesley connection and the importance of building the network. Tell them that “Wellesley needs you! Wellesley alumnae and Wellesley students need you!” The alumnae network is a powerful tool – use it to make the connection with alumnae in your club in hopes that they will become dues-paying members. Need to see more of that emotional connection in our newsletters and emails. Once you tap into the emotional component, go into the financial component – what do my dues pay for? What’s in it for me? 2. Let people knoe why they should be a member – what’s in it for them. Here are some reasons to be a dues-paying member: Support the mission of the College and WCAA – the emotional component Contribute to and be an active member of the alumnae network Serve Wellesley, alumnae, and the community Network with other intelligent women Participate in Wellesley’s intellectual community Save money on programs – have a member vs. non-members rate Receive member-only perks (directory)1. Tap into the emotional component – remind people of their Wellesley connection and the importance of building the network. Tell them that “Wellesley needs you! Wellesley alumnae and Wellesley students need you!” The alumnae network is a powerful tool – use it to make the connection with alumnae in your club in hopes that they will become dues-paying members. Need to see more of that emotional connection in our newsletters and emails. Once you tap into the emotional component, go into the financial component – what do my dues pay for? What’s in it for me? 2. Let people knoe why they should be a member – what’s in it for them. Here are some reasons to be a dues-paying member: Support the mission of the College and WCAA – the emotional component Contribute to and be an active member of the alumnae network Serve Wellesley, alumnae, and the community Network with other intelligent women Participate in Wellesley’s intellectual community Save money on programs – have a member vs. non-members rate Receive member-only perks (directory)

19. Establish a membership goal Have a Membership Chair or Committee on your board to work towards that goal Host quality and innovative programs Target current students – they will be alumnae soon! Increasing Membership Have a goal – promote it! Challenge your constituents to help you reach that goal (Wellesley women love a challenge!) – publish it in your newsletters and emails. The percent of dues-paying members varies – some of our large clubs may struggle to reach 10%, and some of our Florida club have nearly 80% dues-paying members. The average is about 25%. Target Current Students They will be alumnae soon! Demonstrate the power of the network now while they are still on campus; show them what clubs do and the value of being part of a club Send exam or holiday cards or packages Create shadow and internship opportunities for students Let them know membership is free the first year out Have a goal – promote it! Challenge your constituents to help you reach that goal (Wellesley women love a challenge!) – publish it in your newsletters and emails. The percent of dues-paying members varies – some of our large clubs may struggle to reach 10%, and some of our Florida club have nearly 80% dues-paying members. The average is about 25%. Target Current Students They will be alumnae soon! Demonstrate the power of the network now while they are still on campus; show them what clubs do and the value of being part of a club Send exam or holiday cards or packages Create shadow and internship opportunities for students Let them know membership is free the first year out

20. Increasing Membership Lastly, When thinking about membership, we often think about recruit NEW members. Don’t forget to think about keeping the ones you have an renewing the ones you used to have. WCAB newsletter – interviewed members who have been dues-paying members for 10 years – and why they stayed loyal to the club. A very powerful article. WCAB also does a lapsed member mailing to remind alumnae they have not yet paid their dues. Lastly, When thinking about membership, we often think about recruit NEW members. Don’t forget to think about keeping the ones you have an renewing the ones you used to have. WCAB newsletter – interviewed members who have been dues-paying members for 10 years – and why they stayed loyal to the club. A very powerful article. WCAB also does a lapsed member mailing to remind alumnae they have not yet paid their dues.

21. Make the emotional connection Explain financial benefit of membership Make it easy to pay dues! Newsletters and pre-printed envelopes PayPal List members Target communications Dues and donations are tax-deductible Soliciting Dues When it comes to soliciting dues, make that emotional connection … and make it easy to pay dues. These two things will help you increase membership. Average dues are about $20 Most recent graduating class is free Young alum rate + regular rate; patron rate Always ask for donations – book awards, scholarship, or general Dues and donations are tax-deductibleWhen it comes to soliciting dues, make that emotional connection … and make it easy to pay dues. These two things will help you increase membership. Average dues are about $20 Most recent graduating class is free Young alum rate + regular rate; patron rate Always ask for donations – book awards, scholarship, or general Dues and donations are tax-deductible

22. Programs Want more members? Have good programs!Want more members? Have good programs!

23. Social Educational Faculty Speaker Book clubs Admission AAR Book Awards Networking/Career CWS Service Fundraising Types of Programs Social - wine tasting, cooking classes -- Theme: Food! Faculty Speakers Book clubs Service programs Admission programs – very popular! Great way to get young alumnae involved. Tangible way for members and potential members to see how their time and money contribute to the success of the network. Fundraising – Not necessarily looking for clubs to fundraise for the College. You can if you want, but shouldn’t be the focus. We want clubs to focus on building membership, hosting quality programs, and maintaining a club treasury that will support the club. Social - wine tasting, cooking classes -- Theme: Food! Faculty Speakers Book clubs Service programs Admission programs – very popular! Great way to get young alumnae involved. Tangible way for members and potential members to see how their time and money contribute to the success of the network. Fundraising – Not necessarily looking for clubs to fundraise for the College. You can if you want, but shouldn’t be the focus. We want clubs to focus on building membership, hosting quality programs, and maintaining a club treasury that will support the club.

24. Host fun, innovative programs Keep costs low Member vs. non-member rate Young alum rate Anchor events Sub-clubs Use decade and geographic chairs Make it easy to RSVP and pay Target young alums Use all available communication tools Increasing Program Participation The third “hot topic” we read about in your annual reports this summer was how to increase program participation. Here are a few suggestions: Keep costs low – can it be free? Anchor events – events alums know about and can count on each year Utah – annual picnic and dessert contest – voted on by an actual judge Chicago – annual meeting – predictable time of year Minnesota – annual summer benefit concert Sub clubs – is going smaller and more intimate good for your club? Targeting Young Alums: Young alums are looking for events that are inexpensive, have food, and offer career networking opportunities A good program won’t get a good turn out unless you get the word out. We will talk about communications in just a moment. But first, we just talked about membership and programs which generate revenue and also has associated expenses…..all this information needs to be reported. The third “hot topic” we read about in your annual reports this summer was how to increase program participation. Here are a few suggestions: Keep costs low – can it be free? Anchor events – events alums know about and can count on each year Utah – annual picnic and dessert contest – voted on by an actual judge Chicago – annual meeting – predictable time of year Minnesota – annual summer benefit concert Sub clubs – is going smaller and more intimate good for your club? Targeting Young Alums: Young alums are looking for events that are inexpensive, have food, and offer career networking opportunities A good program won’t get a good turn out unless you get the word out. We will talk about communications in just a moment. But first, we just talked about membership and programs which generate revenue and also has associated expenses…..all this information needs to be reported.

25. WCAA and all clubs are 501(c)(3) non-profit organizations All clubs must submit a financial report to the WCAA on a yearly basis New IRS requirement: All clubs must file directly with the IRS using Form 990EZ Reporting Club Finances So we are going to take a moment here to talk about some of the financial reporting changes having to do with non-profit organizations What does it mean to be a non-profit organization? * exempt from federal taxes * can apply for a bulk rate mailing permit * dues and donations are tax deductible to the extent allowable by law * possible exemption from state sales tax (clubs need to apply with their own state on this) Prior to 2007, all non-profit orgs earning less that $25,000 did not have to file with the IRS. THIS HAS CHANGED! Clubs now have to file their own IRS Form 990 EZ. At the end of the club year (June), we mail these forms and cheat sheet for how to fill them out to all treasurers. The IRS forms are due by November 15th and MUST BE FILED or else your club risks losing it federal tax exemption. Now…. On to club communications – the keystone to keeping your club active! So we are going to take a moment here to talk about some of the financial reporting changes having to do with non-profit organizations What does it mean to be a non-profit organization? * exempt from federal taxes * can apply for a bulk rate mailing permit * dues and donations are tax deductible to the extent allowable by law * possible exemption from state sales tax (clubs need to apply with their own state on this) Prior to 2007, all non-profit orgs earning less that $25,000 did not have to file with the IRS. THIS HAS CHANGED! Clubs now have to file their own IRS Form 990 EZ. At the end of the club year (June), we mail these forms and cheat sheet for how to fill them out to all treasurers. The IRS forms are due by November 15th and MUST BE FILED or else your club risks losing it federal tax exemption. Now…. On to club communications – the keystone to keeping your club active!

26. Communications Now that you’ve got a great board, members, and some programs planned, it’s time to get the word out!Now that you’ve got a great board, members, and some programs planned, it’s time to get the word out!

27. How do I notify Wellesley of a change to an alum’s contact info? How do I get a list, set of mailing labels, and a directory? How do I send a broadcast email? How can I use social networking sites to connect with alumnae? What are my options for a club web site? FAQs After this slide, show: Lists, labels, directories We can turn things around rather quickly, but Data on Demand is even faster After this slide, show: Lists, labels, directories We can turn things around rather quickly, but Data on Demand is even faster

28. Club Resources web page: Answers to FAQs Show how to navigate to page from www.wellesley.edu THE CLUB RESOURCES/VOLUNTEER CONNECTION PAGE IS YOUR FIRST STOP – before you pick up the phone or send us an email, check the CR page – it’s made just for you and will answer most of your questions! How do I notify Wellesley of a change to an alum’s contact info? If you receive information about a change to an alum’s contact information, we want to know about it! You can send updates directly to this email address: updates@alum.wellesley.edu, or encourage the alum to update her directory listing on the Online Community. How do I request a list, set of mailing labels, and a directory? List and labels request form format options – hard copy, Excel, Word sort options reason for request Directory is for publication, lists are for internal, board-use only So that’s how to find who’s in your area. Now what? Newsletter…. Show how to navigate to page from www.wellesley.edu THE CLUB RESOURCES/VOLUNTEER CONNECTION PAGE IS YOUR FIRST STOP – before you pick up the phone or send us an email, check the CR page – it’s made just for you and will answer most of your questions! How do I notify Wellesley of a change to an alum’s contact info? If you receive information about a change to an alum’s contact information, we want to know about it! You can send updates directly to this email address: updates@alum.wellesley.edu, or encourage the alum to update her directory listing on the Online Community. How do I request a list, set of mailing labels, and a directory? List and labels request form format options – hard copy, Excel, Word sort options reason for request Directory is for publication, lists are for internal, board-use only So that’s how to find who’s in your area. Now what? Newsletter….

29. New self-service tool Create and download your own club lists and labels Data on Demand Include in handoutInclude in handout

30. cheerful letter from president board member list with contact info club email and website board bios inspiring articles – build the network! membership information upcoming events photos and reports from past events admission info custom logo how to update one’s info with Wellesley The Club Newsletter …from CR/Lists/Labels/Directory talk Now that you’ve got your list and labels, it’s time to send something out Cheerful letter – make the emotional connection – why do you give your time to the club? Highlight: Board bios/contact info, upcoming events, WEBSITE/email, inspiring articles make your newsletter worth reading Who to send it to – ALL alumnae, not just dues-paying members How to send it electronic vs. print – do both post on website (describe edits needed if posting on a public site), email link in broadcast email …from CR/Lists/Labels/Directory talk Now that you’ve got your list and labels, it’s time to send something out Cheerful letter – make the emotional connection – why do you give your time to the club? Highlight: Board bios/contact info, upcoming events, WEBSITE/email, inspiring articles make your newsletter worth reading Who to send it to – ALL alumnae, not just dues-paying members How to send it electronic vs. print – do both post on website (describe edits needed if posting on a public site), email link in broadcast email

31. Broadcast Emails Do it yourself! Sign up to create and send your own broadcast emails using our system. It’s easy to do and it frees up WCAA staff to be able to do other things for you. Flexible on the 1st and 15th – coordination with other offices Do it yourself! Sign up to create and send your own broadcast emails using our system. It’s easy to do and it frees up WCAA staff to be able to do other things for you. Flexible on the 1st and 15th – coordination with other offices

32. Social Networking Include in handout Facebook is a great way to reach out to young alumnae in particular Notice the link to wellesleyboston.org and the Twitter info Advertise social network sites on website!Include in handout Facebook is a great way to reach out to young alumnae in particular Notice the link to wellesleyboston.org and the Twitter info Advertise social network sites on website!

33. Club Web Site Options Include in handout The website is the center of your club’s communication plan! Does your club have a website? Is your website up-to-date? Single web page Wellesley Club of Sarasota Chapter Pages – must be logged in to Online Community – for alumnae eyes only New Jersey Wellesley Club - news Chicago Wellesley Club - pictures Build it yourself, host it yourself Wellesley College Alumnae of Boston – good thing it’s up-to-date, otherwise it’s a lot of energy for nothingInclude in handout The website is the center of your club’s communication plan! Does your club have a website? Is your website up-to-date? Single web page Wellesley Club of Sarasota Chapter Pages – must be logged in to Online Community – for alumnae eyes only New Jersey Wellesley Club - news Chicago Wellesley Club - pictures Build it yourself, host it yourself Wellesley College Alumnae of Boston – good thing it’s up-to-date, otherwise it’s a lot of energy for nothing

34. E-Communications Save some green by going green! Environmentally-friendly Budget-friendly Considerations Is this the right decision for my club? Only works with valid email addresses – help us collect them! Budget-friendly Print and postage savings Print to those without email Email/web to those with email Considerations: Club demographics Mailbox vs. Inbox preference Technology comfort levels Privacy and the internet How do you find out if going “e” is the right decision for your club? Survey! Only works with valid email addresses – help us collect them! Budget-friendly Print and postage savings Print to those without email Email/web to those with email Considerations: Club demographics Mailbox vs. Inbox preference Technology comfort levels Privacy and the internet How do you find out if going “e” is the right decision for your club? Survey!

35. Club Surveys Pleasing your constituents – they elected you, ask them how you’re doing Happy members make a successful clubPleasing your constituents – they elected you, ask them how you’re doing Happy members make a successful club

36. Does Size Really Matter?A Comparison of Small and Large Clubs The overview is over! Now it’s time to hear directly from our clubs on how they put into practice all the components we have just talked about. Desiree Urquhart from the Washington Wellesley Club in DC and Catherine Merrill from the Merrimack Valley Wellesley Club here in Massachusetts will lead the next part of this workshop and discuss with you their successes and challenges. We chose these two clubs to present because they represent a large, urban club and small, suburban club. The overview is over! Now it’s time to hear directly from our clubs on how they put into practice all the components we have just talked about. Desiree Urquhart from the Washington Wellesley Club in DC and Catherine Merrill from the Merrimack Valley Wellesley Club here in Massachusetts will lead the next part of this workshop and discuss with you their successes and challenges. We chose these two clubs to present because they represent a large, urban club and small, suburban club.

37. Merrimack Valley Wellesley Club?

38. Desiree Urquhart DS’99, President wcwashingtondc@alum.wellesley.edu wwc.president@gmail.com Washington Wellesley Club?

39. Clubs by the Numbers

40. Clubs by the Numbers MVWC 1 Newsletter, 2 Postcard Mailings, 5-ish Emails 3 Events:  Faculty Speaker, CARE Packages, Museum Visit All events are free 18 Book Awards 1 President, 1 Treasurer, 1 Book Award Chair WWC 4 Newsletters, 20 Emails 1 club-sponsored event per month, often more events with interest groups Events usually $15-$45, discount for young alums 84 Book Awards 13 Members of the Executive Board

41. Dues Payers:  handwritten thank you notes, calls before every meeting Eventers:  notes at every event for those who can't attend, follow-up email with some attachment to extend the event MVWC Officers:  loads of lead time Area Presidents:  Include their events in my emails/newsletter, email them when I get their mailings Clubs Office:  Paperwork on time Madame La Presidente:  One Goal at a Time For 2009, get the newsletter, postcard and email processes documented and easy for others to follow.  Teach Mea Lea & Amy how to do it. MVWC: Take Care of Those Who Take Care of You

42. Try This For: Club Officers – Be cognizant of schedules Communication – Do it often via multiple media Events – Plan variety to attract different interests Recognition – Always thank alumnae volunteers Mentors – Seek advice from past presidents Meetings – Incorporate new technology Young Alums – Embrace their energy WWC: Leading Powerful,Busy Wonder Women

43. MVWC: Getting Helpful Help is Biggest Challenge They say 'yes' then disappear. ARRRRRGH What I Am Doing About This: Everyone who offers to help gets a teeny, tiny task.  If they don't do it, I have the data I need Prioritizing what officers I really need and trying to fill only one slot.  2009:  Vice President I'm building a pool of helpers.  I can email 15 people to help with a mailing and get 3 pairs of hands.  Folks are extremely reluctant to commit to more. Using the by-laws to move officers who aren't helping out of office (see Clubs Handbook for text) Considering extending the office term from 2 years to 3 because recruiting is such a bear 

44. WWC: Time Commitment & SpaceTwo Big Challenges When Work Trumps Club Responsibilities: Try a little bit of something old and something new!  Establish Co-VP positions to share the load Have former presidents serve at-large on board Encourage team approach to train future leaders Create electronic protocols for easy handoffs Reach out to retired and young alums for help Try virtual meetings Create Gmail accounts Take care of you, stay positive, come to ALC!!!

45. Catherine Merrill '88 Catherine.Merrill@alum.wellesley.edu wcMerrimackValley@alum.wellesley.edu (978) 470-2306 Desiree Urquhart DS’99 urquha8@aol.com WCWashingtonDC@alum.wellesley.edu wwc.president@gmail.com (202) 425-8865 (Cell) (804) 224-1915 (Home) Any Questions?  Just Ask!

46. What’s Next: Today 4:45 pm: Student Panel (JAC), Tour the Chapel, or Campus Construction Presentation (Collins Cinema) 6:00 pm: Reception and Dinner (Campus Center) Sunday 9:00 am: Admissions and CWS (FND 120) 10:15 am: Conversation Cafes (FND 126 & 128) 11:30 am: Debrief and Q&A; Tech Demos (FND 120; PNE 139) 12:30 pm: Lunch (Campus Center)