Alumni Volunteer Resources
Event checklist The checklist has been compiled by the CARO Events team to provide support to Groups when preparing to run an event. While this list is by no means exhaustive we hope it will give you some suggestions for good practice.
Alumni Volunteer Resources
Event Checklist Proposal • Draft a proposal for the event, including a budget and timeline for key tasks and deadlines Date • Discuss proposed dates internally and with key stakeholders including VIPs Venue • Research possible venues • Agree upon a suitable venue Finances • Create a budget document to keep track of suppliers and invoices Speakers • Research speakers. See the additional ‘Find a Speaker’ information sheet provided • Send formal invitation to speaker with details of event • Ensure the speaker is kept aware of all timings and arrangements for the event VIPs • Identify and invite any VIPs you want to invite Guest List • Compile the proposed guest list and circulate to relevant parties Invitations • Send invitation and accompanying information wording • Monitor replies
Publicity • Send event details to CARO for publicity on your Alumni Group page and the CARO website • Use social media sites such as Facebook/ LinkedIn Audio/Visual • Agree audio and visual requirements such as projectors and screens Staffing • Decide on the tasks for your Group volunteers Parking • Reserve parking at venue • Check details for disabled parking Room Dressing • Consider decorations such as flowers, banners and table cloths Risks • Complete a risk assessment • Consider what you will do if the event is cancelled (eg. Venue cancellation charges, ticket refunds) • Be sure that key volunteers are aware of emergency procedures • Decide if you need insurance or licences (eg, alcohol, entertainment) Post-Event • Thank speakers and VIPs • Collect feedback from attendees/send survey
Please note: CARO can email local alumni as part of an annual recruitment email for your Group. We are unable, however, to provide this service for each event your Group holds
alumni.cam.ac.uk/groups