Organizing a Bryn Mawr Event

When planning an event, be sure to consider the following factors and action steps

Goals

• What should this event accomplish? (It could be simply to bring alumnae/i together, or to help promote networking among alumnae/i.) 

Leadership

• How many volunteers will be needed to run the event?

Venue

• Choose a location that minimizes travel for most potential participants.  

Date

• Check the calendar for significant events that may conflict with the date you have in mind for your event. 

Communications

• Contact the Alumnae Relations and Development Office (ARD) to develop a communication plan. 

Budget

• With the assistance of your Club treasurer, draw up a budget for the event. 
• Set a reasonable price for the event that will cover your costs, and perhaps leave a cushion in your treasury.  

Food and Drink

• Many events rely on alumnae/i to bring food and drink, or for an alumna/us to host the event. 
• Sometimes you can find a restaurant to donate food and drink in exchange for a mention in the invitation and program.  
• If you hire a caterer, plan arrangements three to six months prior to the event regarding dates, menus, approximate counts, and prices. Make sure that the caterer is insured to serve wine and alcohol.

Materials

• Remember nametags, pens, tape, signage (if permitted), Club information, and membership sign-up forms, single $1 bills for change and tips, printed handouts, audio visual equipment.

Follow-Up

• Write thank-you notes to all involved.
• Summarizes event/meeting with the ARD Office (include attendance list and photos).