The WKU Alumni Association will help your organization coordinate alumni reunions and events. The information below is intended to be an outline for planning. For additional information, contact the WKU Alumni Programming Office at 270-745-4395 or firstname.lastname@example.org.
STEP 1 - SELECT AN EVENT DATE
Set your event date 6-12 months in advance. It is always best to check your date on other community calendars to assure there are no conflicts. Once the date is set, place the date on the master WKU calendar. To post an event on the WKU master calendar, contact the Office of Campus and Community Events at 270-745-2497 or email@example.com.
In planning a special reunion, many are successful around a football game in either September or October. Homecoming is often the most chaotic in planning but often produces the greatest attendance. In planning a Homecoming reunion, remember to coordinate your activities around traditional Homecoming events. For a list of Homecoming activities, visit www.alumni.wku.edu/homecoming.
STEP 2 - EVENT LOGISTICS
Who is invited? Determine who you want to invite. The Alumni Association can request an invitation list for your invitation group. Be specific. If planning a reunion for a certain major or department, all active and historic major codes are needed. Major codes can be obtained from the department’s office coordinator.
What is the purpose of the event? Determine what you are celebrating. It can simply be a reunion because the group hasn’t been together in years or it can be the celebration of a certain milestone or special event. Ex: 25th anniversary of Spirit Masters, 10th anniversary of Kappa Delta, etc. If the event is a fundraiser, strategically think about the desired outcome and develop a financial plan. For cost estimates on facilities, food, entertainment, etc, contact Alumni Programming.
Where will your event be held? After selecting your event date, make your facility reservations. The availability of facilities could determine your planning date.
- Kentucky Museum, Faculty House, Diddle Arena, Topper Club – Contact Campus and Community Events at firstname.lastname@example.org, 270-745-5416.
- Knicely Center or Augenstein Alumni Center – Contact Erin Holderman at WKU Conferencing and Catering at 270-745-1908.
- Sloan Convention Center, call 270-745-0088.
What time of day will your event be held? Events are often centered around meals. If you are charging for your event, remember that dinner is more expensive than lunch/brunch.
What is your program? Some events need nothing more than “fellowship time." However, if you are planning entertainment- such as a DJ, band, guest speaker, continuing education component, etc. Plan and budget that portion of your program prior to setting a registration fee and mailing invitations.
STEP 3 - PRE-INVITATION
Utilize Social Media! It’s free, easy, and a great way to spread the word about your event! Via Facebook/Twitter page for your organization, send a “save the date” message immediately after the event is scheduled, at least 4-6 months prior to the event.
STEP 4 - INVITE/MARKET YOUR EVENT
The WKU Alumni Association will assist you in inviting guests to your event. The group must be an official WKU organization, the audience must be found in WKU’s alumni database, and the requesting group must be able to pay for printing and a 5% credit card processing/service fee.
Printed Invitations– If a printed invitation is requested, the Alumni Association can produce simple invitations if the information is provided at least one month in advance of the mail date. Along with the exact text requested for the invitation, the following information is needed to create a job ticket:
Coordinating Person: ______________________________________
Billing Account #:_________________________________________
Type of Project Request:
- Printed Invitation (specify size if requested)_________________
- When do you want the invitation mailed?____________
- Mass Email
- When do you want to send the email?______________
- Online Event Registration
- Do you plan to charge for your event?______________
- If yes, specify amount and any details needed for the invitation.
- Do you need a Website/Event Link on Alumni Association Events Page?
Online Registration/Payment – Your organization may use the Alumni Association website to collect registration and event payment. A 5% processing fee will be subtracted from the total proceeds. The WKU Foundation will process a check to your organization within two weeks of closing the event.
STEP 5 - OTHER LOGISTICS
Tailgating Tent – A popular reunion activity is tailgating. When you rent a tent, a specific number of tables and chairs will be included in the rental fee. Tailgating locations can be requested, but they cannot be guaranteed. To reserve a tent for your organization, contact Rachel Goodman, Campus and Community Events, email@example.com, 270-745-2497.
Campus Catering – Groups hosting events on campus (other than athletic facilities) must use WKU Catering for their food needs. Contact Tiffany at firstname.lastname@example.org or 270-745-5242.
Athletic Facility Catering - If using Athletic Facilities, Centerplate must be used for catering. Contact Michelle at 270-745-8980.
Table Decorations – If you would like to use the “Big Red Alumni Association” table tents, you can contact Alumni Programming at 270-745-4395. Table tents must be returned following the event.
Nametags – If you need assistance making nametags for your group, contact Alumni Programming at 270-745-4395. Nametag requests must be made at least two weeks prior to the event date.
WE CAN HELP!
Ginny Hensley ‘97
WKU Alumni Programming
Tracy Morrison ‘85
WKU Alumni Programming
WKU Alumni Programming