Lehigh University Alumni Association

1. Lehigh University Alumni Association Charting The Course: Strategic Club Planning 2001 - 2002

2. Lehigh University Alumni Association Mission Statement To maintain and cultivate among its members a sentiment of regard for one another and of affection and attachment to Lehigh University and to support and promote in every way the interests of Lehigh University. National Club Conference January 19, 2002

3. Lehigh University Alumni Club Network Mission Statement The primary objective of every Club should be to promote the relationship and involvement between our alumni and the university. All club members, therefore, should share in the responsibility of attracting and increasing the personal participation of alumni through cultural, educational and social programming. National Club Conference January 19, 2002

4. The Captain, First Mate & Crew The basic framework of the Club consists of four officers and a Board of Directors to coordinate the Club activities. • PRESIDENT- Oversees responsibilities of all Club volunteers, guides the Club's calendar of activities and serves as the primary liaison with the Alumni Office. The President should keep an up-to-date Club Log of past actions/events, tips for doing things effectively and sample letters and forms. The Club Log can then be passed on to the incoming officers. • VICE PRESIDENT- Presides in the absence of the President and assists in the timetable for Club meeting details. The Vice President may be asked by the President to serve as a Program Chairman. National Club Conference January 19, 2002

5. SECRETARY- Keeps minutes of all meetings and sends reports on meetings to the Alumni Office. The Secretary advises the Alumni Office of all address, e mail and phone changes for alumni, as well as any changes in the slate of Officers and the Board of Directors. • TREASURER- Maintains Club checking account, records dues and pays all Club bills. • BOARD OF DIRECTORS– Clubs form operating committees (Alumni Admission Outreach, Communication, Young Alumni, Membership, Care Network.etc…) and appoint Chairmen/women and should gather once a quarter to plan the Club's events. Notify the Alumni Office and Regional Vice President for advice and/or attendance. National Club Conference January 19, 2002

6. CHAIRS & COMMITTEES • Alumni Admissions Outreach – Chairman/woman will be an active and current volunteer within the AAO Network and willing and able to take a leadership role within AAO and the Club • Book Awards • Scholarship • Holiday Receptions • Patriot League • Communication – Includes electronic and web-based communication • Young Alumni/Membership • Event Marketing – Phone and e mail trees • CARE Network • Cultural Events • Family & Athletic Events • Parents Liaison National Club Conference January 19, 2002

7. REGIONALVICE PRESIDENTS • Your Regional Vice President can help out when special organizational or other problems arise. All Regional Vice Presidents have served as Club volunteers. • The primary responsibility of your Regional Vice President is to: • Assist you in advance to plan attractive and well-attended events. • Arrange for a trouble-shooting team from a successful Club to help get a Club revitalized. • Attend a Club meeting and make comments on Club or Association activities. • As an elected member of the LUAA Board of Directors of the Alumni Association, he/she attends meetings and makes a written report of the progress of each Club. He/she is a volunteer who has experienced some of the same kind of problems you might experience, so don't hesitate to contact him/her. National Club Conference January 19, 2002

8. A well organized Club structure supported by many volunteers builds a successful Club. Avoid the "one man show" syndrome. Your Club structure should generate active participation involving different people on a regular rotation. Conduct elections at 1 to 3 year intervals (2 is ideal). Keep former officers involved in an advisory capacity as possibly a Board member. Plan "Board of Directors" meetings 3-4 times a year. These meetings will be beneficial in establishing fresh ideas for future Club events. They will also provide the opportunity to discuss the successes of the activities and how to improve upon them in the future. National Club Conference January 19, 2002

9. Navigational Support:LUAA Clubs Staff Contacts Jill Anderson ’91 Director of Alumni Clubs 610-758-4418 jill.anderson@lehigh.edu Monica Timar Assistant Director of Alumni Clubs 610-758-3136 Mat1@lehigh.edu Theresa Butler Graphics Designer 610-758-5113 Thb3@lehigh.edu National Club Conference January 19, 2002

10. Support System National Club Conference January 19, 2002

11. Hierarchy of Club Programming National Club Conference January 19, 2002

12. Officer Meetings – Once a Month Board Meetings – Once a Quarter E mail and/or phone Officers/Directors with date, place and time of meeting. E mail and/or mail an Agenda prior to the meeting. Have copies of the Agenda available at the meeting for those who may not have received it. Items for Discussion: Calendar of Events Past/Upcoming/Potential Events New Business Next Meeting Date and Time Start meeting on time – End meeting on time. Secretary of Club should take notes for distribution of minutes at a later date. Follow the Agenda as closely as possible in order to maintain a reasonable time schedule. All new business should be discussed at the end rather than disrupting the entire Agenda. Before adjourning, designate the date, place and time for the next Board meeting. Charting the Course:Steps To Insure A Successful Club Meeting National Club Conference January 19, 2002

13. Gold Club Freshmen Send-off Lehigh / Lafayette Telecast Fall Cultural / Educational Event AAO Holiday Event / Activity Spring Cultural / Educational Event Family Event / Professional Sporting Event Joint Activity With Other Alumni Associations Young Alumni Networking Event Community Service Annual News / Dues Letter Annual Nomination Of Club Volunteer-of-the Year Book Award National Club Conference January 19, 2002

14. Silver Club Freshmen Send-off Lehigh / Lafayette Telecast Fall / Spring Cultural / Educational Event AAO Holiday Event / Activity Family Event / Professional Sporting Event Young Alumni Networking Event Annual Nomination Of Club Volunteer-of-the Year Book Award National Club Conference January 19, 2002

15. Bronze Club Freshmen Send-off Lehigh / Lafayette Telecast Fall Or Spring Cultural / Educational Event Annual Nomination Of Club Volunteer-of-the Year Book Award National Club Conference January 19, 2002

16. The Journey Begins:Club Activities When planning your Club events be sure to consider your target markets and offer a variety of events which appeal to the various groups of alumni – young alumni, senior alumni and alumni with families. The Club should be sure to offer cultural and educational events. National Club Conference January 19, 2002

17. Possible Routes of Passage • FAMILY OUTINGS Trip to the Zoo, Amusement Parks, Children's Museums, Circus and Family type Picnics • EDUCATIONAL EVENTS Wine Tasting at a Vineyard or Restaurant, Art Museum Exhibits, Historical Tours, Luncheons and Dinners with Guest Speakers • OUTDOOR EVENTS Boat Cruise, Beach Party, Local Sporting Events, Golf Tournaments and Softball Games (all of which can be arranged with other Patriot League schools) • COMMUNITY SERVICE Habitat for Humanity, Highway Beautification Projects, Soup Kitchens/Food Drives, Holiday Shopping with Underprivileged Children, Make A Wish and Dream Come True National Club Conference January 19, 2002

18. Why So Many Choices? • By offering a variety of activities your Club has a better chance of attracting many different alumni and helping them become more involved with the Club. These attendees could be your future officers and Board members! • There are many reasons why some alumni are reluctant to attend Club events. Please invest both your time and the Club's treasury to attract new faces with as much innovation as possible. DON'T be tempted to settle for satisfactory attendance among "the regulars". National Club Conference January 19, 2002

19. The Keys To The Treasure • Seek convenient settings, especially in larger Club areas. For example, plan a luncheon at the headquarters of a major company that employs a large number of LU alumni in your area. • Rotate event locations within your Club area (downtown or suburbs) as well as alternate the day of the week. • Offer discounts on dinner prices for special classes (i.e. young alumni). or try targeting a particular decade or grouping of classes. • Contact new people. Recent graduates appreciate friendly contacts (Senior Holiday Welcome). • Recognize and warmly welcome everyone to the Club event. • Promote Young Alumni activities. • Phone and E mail Tree!!! Utilize communication committee to remind alumni of the date of the next event. Ask the alumni that you contact to call three alumni that they know in the area and encourage them to attend the event as well. • Communicate to alumni that their attendance is greatly appreciated by the Club and the Alumni Association. National Club Conference January 19, 2002

20. Planning The Expedition • First and Most Importantly!!!!When deciding on an event ALWAYS keep in mind that the Alumni Association will need details at least 6-8 weeks prior to the event to prepare and mail the invitations! • A download for mailing has to be generated. • A flyer has to be designed. • The University's Mailing and Printing Department takes over from there. Other university projects might hold up our Club job hence . . .WE NEED 6-8 WEEKS ! ! ! National Club Conference January 19, 2002

21. Planning The Route • Club Officers decide on type of activity (speaker event, happy hour, athletic event, museum trip, theater event, etc.). • Appoint an event coordinator. The event coordinator MUST be in attendance to help assist in the set-up and, more importantly, be there to meet and greet the alumni. • Determine any special needs (i.e.. audio/visual, microphone, photographer, etc.). Confirm with the location that they can either provide or work with an outside source to meet our needs. It may be necessary to contract in writing with the locations regarding the availability or compatibility of equipment. All needs must be addressed prior to the final preparation of the mailing. National Club Conference January 19, 2002

22. Guidelines ForA Successful JourneySpeaker Events • Determine desired speaker or topic (please have 3 choices). • Determine location and select appropriate, quietroom for the speaker's needs. The ideal situation is a separate room for the event. Inquire in advance the maximum capacity of the room. • Select date. Consider the university calendar when requesting professors as speakers. Please supply 3 possible dates. • Contact the Alumni Association with the campus speaker choices, dates, times and location. These details are important when requesting the services of a campus speaker. Often an event will be part of a speaker's travel schedule in a Club area, so these details are crucial for scheduling purposes. National Club Conference January 19, 2002

23. Courtesy to speaker – offer to meet at the airport or hotel and take to the meeting place. • Keep business at the meeting brief, allowing time for the Alumni Association representative to make brief remarks. • The Club President or event coordinator should introduce the speaker. The LUAA staff will provide biographic information on speaker. Allow time for question and answer period at the end of the presentation. Be prepared with a few questions to keep the discussion flowing. • If the speaker is arriving with a member of the Alumni Association staff, please confirm directions and advise on possible construction, road closings, traffic patterns, etc. • Test audio/visual equipment with guest speaker before the group arrives. • After the event, follow-up with a thank you note to the speaker. National Club Conference January 19, 2002

24. Happy Hours • Determine location, date and time. Keep in mind the facilities of proposed location. • Is there an area for an alumni sign-in sheet? If someone will be collecting money, is there an appropriate place to do so? • In an open bar situation, is the offering worth the cover charge? Is there a guarantee? If so, is the Club able to cover any costs not raised by the cover charge? • If there are multiple floors, will alumni be able to locate the event? • How crowded is the location on a typical night? • Is the Club event prior to the time the usual crowd arrives? • Is there time to return from work and change or will alumni be coming right from work? • Special/Offerings - what is the bar offering? Are any specials the same as offered to all patrons or is it Lehigh specific? • Is the bar providing munchies and at what cost to the Club? • Who is responsible for paying the bar? National Club Conference January 19, 2002

25. Special Events • Location, date and time are usually determined by the show, athletic event or special event. • Contact the organization for tickets. What are the policies for group sales? Will there be a discount? Is it possible to return unsold tickets or acquire additional tickets? When is the last date to return tickets or acquire additional tickets? • What is the policy for last minute reservation? What is the risk involved if tickets are not purchased? Consider the worst case scenario and be prepared to cover the costs. • How will tickets be distributed to alumni? Will they be mailed or is there a location to meet prior to the event? Is it possible to pick tickets up at the Will Call window? • How will the Club accommodate paid no-shows? Unpaid no-shows? • Is it necessary to distinguish members of the group from the general public? Will the location provide bracelets, pins, etc. or is this up to the Club? • If the Club members are participating in an organized event that will involve a large number of people, how will Lehigh people recognize one another? Is it possible to hang a Lehigh sign or provide other marketing material at a meeting place? National Club Conference January 19, 2002

26. Telecast Parties • Develop venue for the Lehigh/Lafayette Telecast by October 1. • Confirm with the bar/restaurant that they have the capability to receive the game and the capacity to support the crowd. • Try to keep the cost of the event to a minimum. Order-from-the- menu/Cash-Bar deals work best. • Contact the Alumni Office with details of the event such as location, cost, etc…by October 7 to allow appropriate lay-out and mailing time. • This is the largest event involving the most Clubs at one time… Be aware… First Come, First Serve! National Club Conference January 19, 2002

27. The Course Has Been Set:Development Of The Crew • Contact the Alumni Association with the final details - date, place, time, cost, directions and contact person. • Each mailing should include the name and contact information of a person from the Club for questions or reservations. • Allow 2 weeks for the Alumni Association and University Mail Room to print and send. National Club Conference January 19, 2002

28. 1-2 weeks prior to the event... • Phone/E mail Tree! Make phone calls and send e mails to alumni to encourage attendance and provide a personal touch. • Contact the location to confirm all the details. • Review and confirm any audio/visual needs and supplies such as nametags, bracelets, pins, signs, etc. National Club Conference January 19, 2002

29. Destination . . . • At least one officer arrives early to check details, hang banner and set up the table for nametags and Alumni Association materials. • Have nametags prepared in advance if possible. • Have a list of attendees. • If it is a dinner meeting, have a list of attendees and their entree selections. • GREET ARRIVALS! It is very important to have Club members greeting alumni as they arrive. National Club Conference January 19, 2002

30. Evaluation Of The Journey:Within 1 Week • Return the report forms with the names of those who attended to the Alumni Association. • Also include any change-of-address information which have been included with the reservations. • If it was an event with a speaker, send a "thank you" note. National Club Conference January 19, 2002

31. As Alumni Volunteers, you are one of the many reasons why Lehigh University is the place we still call home and our fellow alumni family. Thank You!!! LEHIGH! National Club Conference January 19, 2002