Lehigh University: Alumni

Event Planning Guide
    This guide is designed to give you an overview of the resources the Alumni Clubs Office can provide as you plan your event. Please refer to the Club Leader's Toolkit for in-depth information about developing and maintaining an Alumni Club.

Event Support from the LUAA Clubs Office
    All Alumni Clubs will receive the personnel support they need to make their Club event a success. This can include, but is not limited to:

    Financial support will be determined on alumni concentration in your particular region.
    Please contact us well in advance of your event to begin discussing your plans and marketing.

Annual News and Dues Letter
    All Alumni Clubs will receive the personnel resources required to make their News and Dues Letter an effective and efficient marketing tool. It will be posted to the Alumni Clubs Website in PDF format.
    There are three ways in which to communicate your information and solicit dues for program support:
1. E-mail: online PDF or text
    While this approach is the most economical and reaches the largest audience, it yields the lowest return.
2. One-page mailer to previous dues-payers and past event attendees
    The Club provides the recipient list. LUAA will cover the cost of printing and mailing.
3. One-page mailer to all alumni (or a predetermined segment)
    The Club would be required to reimburse LUAA for the printing and mailing costs of this option from dues collected.

Faculty/Staff Presentations
    Many faculty and staff are eager to present to the Alumni Clubs and are very willing to make time in their schedules. They look forward to interacting with and receiving feedback from alumni on the exciting programs in their departments and on developments at the university.
    In order to make the most effective and efficient use of their time away from students, research and their departments, the Alumni Club will be required to guarantee a minimum of 50 attendees for a speaker event.
    The Club covers the mailing costs for any paper invitations requested. The LUAA Clubs Office covers any resources needed for e-mail invitations, reminders and travel.

Sendoffs & Lehigh/Lafayette Telecasts
    The New Student Sendoffs and Lehigh/Lafayette Telecasts are the largest events undertaken by the Alumni Clubs staff and volunteers. Both events are coordinated with other internal departments in order to effectively present the university message and the event purpose.
    The Alumni Clubs Office sends out complete information to club volunteers, outlining event details and deadlines for their events, about two months prior to the event date. Please review this information thoroughly.

Marketing and Communication
    Club Officers can register their events right on-line using the Event Marketing Request form found on the Club website. It is required that there is 6 weeks lead time on all events. Once the LUAA Club Office receives the information, it immediately goes into a production schedule for an initial email invitation one month prior to the event and a reminder two weeks prior. Club Event Coordinators will also be sent an event package containing nametags, various giveaways and signs a few days before the event.