Presentation on managing Events. Presented at Alumni Relations Conference held at ISB, Mohali [India] on 29th March, 2014.
Visit: www.alumnirelationsconference.in
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Process of doing an Event
Identify your
stakeholder
Type of
event
Objective
of doing
an event
Planning
an event
Execution
Follow up
on post
event
formalities
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Professional
Social
Educational
Why are you doing it?
What do you want to get out of it?
Alumni
Faculty
Students
Institution
Parents & Spouses of alumni
Process of doing an Event
Stakeholders
Type of Event
Objective
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Effective team management
Dry runs
Pull off the event!
Feedback form
Thank you emails/gifts
Notice period of event given to stakeholders
Ideal time for planning
Process of doing an Event
Planning
Execution
Follow up
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Types of events according to
Stakeholders
Alumni
• External
workshops
• Alumni
Reunions
• Sports
events
• Educational
• Travel
Groups
Students
• Alumni
interactions
• Resume &
Skill building
workshops
• Project
evaluations
& mentoring
Faculty
• Faculty
development
programmes
Institution
• Curriculum
revision
workshops
• Industry
connect
events
Parents of
Alumni
• Networking
event
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Check List
Description Yes/No
Content
•Identifying key objectives/theme
•Identifying speakers and blocking their time
•Updating Agenda
Marketing & Communication
•Sending Invites/Publishing events details on Website
•Uploading event details on FB/LinkedIn/Alumni Portal
•SMS reminders/Telephonic follow ups
•Designing of banners, backdrops, standees
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Check List
Description Yes/No
Logistics
•Blocking Venues
•Travel & Accommodation
•F&B arrangements
•IT requirements (Registration Link/AV)
•Signage
•Printing & Stationery
Follow up
•Collect Feedback
•Event Report to be made and published
•Pictures/Videos to be shared with all participants
•Thank you mailers to be sent
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Key Pointers
Try to freeze on your yearly event calendar way in
advance
Identify human resources/teams to draw out event
planning activities
Include every small activity in your checklist so that you
don’t miss out on any little thing
Even the smallest seminar, lunch or get together needs to
be managed professionally in order to secure a positive
outcome
Ensure that you take necessary approvals on budgets
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Key Pointers (Cont).
Share Emergency contact details with all delegates
Do not forget to attach a networking aspect to every
event
Every event must have an anchor or MoC
Feedback and Knowledge management are extremely
important
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Divide yourselves into groups of 3
Share your story with fellow delegates
Question: What kind of unique alumni events are
done by your alumni office?
Activity
AlumniExternal workshops – Doing events where alumni can benefit directly (Sharan can share about ISB doing such events). IIM B hosts industry stalwarts and invites alumni to attend those seminars/workshops.Parents of alumni – Inviting parents along with the alum for social events on campus can help increase chances of contribution. More than 45% of colleges have data of parents of alumni in a survey conducted by Primary Research Group (Findings in their book called College Alumni Relations Benchmarks)
Division can happen based on the seating plan. Each table can discuss among themselves (Can be done on the spot).Ask some of them to share!