INITIATIVES IN A BOX ALUMNI EVENTS HANDBOOK
2 INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 STEPS TO A SUCCESSFUL EVENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 INITIATIVES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 SOCIAL EVENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 HAPPY HOUR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 COCKTAIL & CIGAR NIGHT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 FAMILY BBQ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 WINE TASTING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 HOLIDAY PARTY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 GAMES & SPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 CASINO NIGHT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 BINGO NIGHT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 TRIVIA NIGHT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 BOWLING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 GOLF & TOP GOLF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 SPORTS GAME & TAILGATE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 SPORTS TOURNAMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 FISHING TOURNAMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 CHILI COOK-OFF & WING FEST . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 PROFESSIONAL DEVELOPMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 NETWORKING EVENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 SPEAKER LUNCHEON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 OTHER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 FUNDRAISING GALA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 COMMUNITY SERVICE DAY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 DIFFICULTY & RETURN ON INVESTMENT BREAKDOWN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 CONTACT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 CONTENTS
INTRODUCTION
Sigma Alpha Epsilon promises friendship across the Realm throughout all stages of life. In fact, the mission statement specifically says, “to advance the highest standards of friendship, scholarship, leadership, and service for our members throughout life.”
This handbook is a resource for Area Alumni Associations, House Corporations, Province Archons, and affinity groups. Within it are event ideas that vary in complexity and formality, steps to planning successful events, and considerations, including goal setting and measuring outcomes. Whether you are an event novice working solo or a seasoned planner with a committee of volunteers, this handbook serves as your guide to create events that bring members together and meet your group’s goals.
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STEPS TO A SUCCESSFUL EVENT
1. SET A GOAL FOR YOUR EVENT
• Determine the goal of the event and decide how you will measure success.
• Any event should be:
• Well attended
• Organized
• Enjoyable for attendees
• Show the value of association membership
• Measurable outcomes can include:
• Increasing membership
• Increasing engagement
• Collecting and updating contact information
• Fundraising
• Events can also be informative, celebratory, and/or can show appreciation for members, leaders, and volunteers.
2. CHOOSE AN EVENT TYPE
• It is important to choose the right type of event for your group. Not every type of event works for every group and each event is going to interest different people.
3. SET A BUDGET
• The budget affects several aspects of your event including the guest list and the venue selection.
• Determine if the purpose of your event is to raise money or just cover the event cost to break even.
• Consider whether your event will be free of charge or if a registration fee is necessary.
• Determine the registration fee (if applicable), which can include a donation to SAE.
• Determine what the association will pay for.
4. PUT TOGETHER A GUEST LIST
• Determine the number of guests based on your budget.
• Decide whom you will extend invitations to - current members, prospective members, undergraduates from nearby chapters, etc.
• Maximum number of attendees will depend on the capacity of the selected venue.
• At a minimum, the number of attendees should cover the overall cost of the event unless the association is covering the full cost.
5. SELECT A DATE & TIME
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STEPS TO A SUCCESSFUL EVENT
6. SELECT A VENUE
• Use past attendance at similar events to guide you.
• Consider taking a survey of your membership on interest.
• Look for a venue that is easily accessible for your attendees. Make sure the venue has adequate space, parking, accessibility, ect.
• A private or semi-private space is preferable.
• If you agree to a room rental fee or food and beverage minimum, consider whether your registration fee or budget can meet this requirement.
7. EVENT MANAGEMENT
• Management of local events and programs is most successful with virtual event tools, such as Event Brite. Events can be managed through social media groups. These types of tools are accessible to members and help to manage invite lists and RSVPs. The Foundation can also help to host and track an event through their database, ChapterSpot.
• Common payment tools include PayPal, Square, and JotForm/Stripe combination. Each tool’s fees vary, but all are free to create and manage using your bank account. Transferring money to members’ personal banking is discouraged.
8. MARKET THE EVENT
• Invitations can be mailed, emailed, or included in your association’s newsletter, or posted on social media.
• Email - Suggested email platforms include MailChimp and Constant Contact
• Social Media - Facebook, Instagram, LinkedIn
• Invitations should include:
• Day, date, and time of the event
• Location name and address
• Cost to attend (if applicable)
• Dress code
• RSVP information
• Parking information
• If mailing:
• Allow enough time to order invitations.
• Factor the cost of printing, shipping, and postage into your event budget.
• Follow up with guests leading up to the RSVP deadline if they have not responded.
• Send a reminder email to confirmed guests a few days before the event.
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STEPS TO A SUCCESSFUL EVENT
9. PLAN THE EVENT’S FOOD & BEVERAGE
• The menu should match the formality of your event.
• Consider potential allergies and dietary restrictions.
• If you are going to let attendees choose an entree, then you will need to make your menu selections before you order/send your invitations.
• For plated or family style - print menus for the table.
• For buffet style - label each dish with an ingredient list.
• If you are providing alcoholic beverages, be sure to check that your venue allows for this. If underage individuals will be present, be sure to have someone check IDs and provide wristbands to those over 21.
10. STAY ORGANIZED
• Put together an event committee to assist with event planning and day of coordination.
• Delegate tasks to volunteers.
• Make a timeline for the days leading up to and the day of your event.
11. IMPORTANT REMINDERS
• Refer to Minerva’s Shield to ensure your event follows SAE’s health-and-safety guidelines.
• Be sure your event complies with all federal, state, and local laws.
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INITIATIVES
SOCIAL EVENTS:
• HAPPY HOUR
• COCKTAIL & CIGAR NIGHT
• FAMILY BBQ
• WINE TASTING
• HOLIDAY PARTY
PROFESSIONAL DEVELOPMENT:
• NETWORKING EVENT
• SPEAKER LUNCHEON
GAMES & SPORTS:
• CASINO NIGHT
• BINGO NIGHT
• TRIVIA NIGHT
• BOWLING
• GOLF & TOP GOLF
• SPORTS GAME & TAILGATE
• SPORTS TOURNAMENT
• FISHING TOURNAMENT
• CHILI COOK-OFF & WING FEST
OTHER:
• COMMUNITY SERVICE DAY
• FUNDRAISING GALA
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SOCIAL EVENTS
HAPPY HOUR SOCIAL EVENTS
DESCRIPTION & PURPOSE:
A happy hour is usually a business professional or business casual event but can be casual if a casual venue is selected. Light appetizers should be provided if alcoholic beverages are served. The purpose is to provide a valued experience for current and prospective association members to socialize and network.
DIFFICULTY (1-5): 1-2 TIMELINE: 2-3 MONTHS
CONSIDERATIONS:
AGENDA:
• 30 MINUTES FOR ARRIVALS
• 1-3 HOURS TO SOCIALIZE
• Happy hours typically take place Monday-Friday after work so choose a time that is after typical business hours and a venue in a convenient location.
• Consider providing light refreshments during the happy hour.
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COCKTAIL & CIGAR NIGHT SOCIAL EVENTS
DESCRIPTION & PURPOSE:
A cocktail and cigar night is a casual event held at a cigar lounge or an alumnus’ house. The purpose is to bring current and prospective association members together to socialize.
DIFFICULTY (1-5): 1 TIMELINE: 1-2 MONTHS
CONSIDERATIONS:
Venues
• Cigar lounge, an alumnus’ house, or a nice patio.
Food
AGENDA:
• 2-3 HOURS TO SOCIALIZE
• Serve light appetizers or mixed nuts especially if alcohol is served.
Supplies
• Cigars and cocktails available for purchase, or bring your own, or the alumni who hosts must purchase ahead of time.
Entertainment
• Music and Bluetooth speaker.
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FAMILY BBQ SOCIAL EVENTS
DESCRIPTION & PURPOSE:
A family BBQ is a casual event and typically includes traditional BBQ food, beverages, and games. The purpose is to provide a social activity for current association members and their families.
DIFFICULTY (1-5): 2-3 TIMELINE: 3 MONTHS
CONSIDERATIONS:
Venue
AGENDA:
• 1 HOUR FOR ARRIVALS AND EATING
• 1-2 HOURS FOR GAMES, TOURNAMENTS, AND SOCIALIZING
• Venues can include a public park, restaurant, alumni’s house, etc. If held at a park, determine if any special permits or documents are required to utilize the space.
Food
• Food can be catered or a community potluck. If attendees are each bringing a dish, consider having a sign-up sheet so there is a variety of food.
Supplies
• Determine what supplies are needed including coolers, ice, tables, chairs, tablecloths, centerpieces, dishware, utensils, napkins, trashcans, chafing dishes, etc. Does the venue provide supplies or do you need to rent them?
Entertainment
• Lawn games such as corn hole, volleyball, etc. If you plan to have tournaments with teams, consider handing out prizes to the winners.
• Music and a Bluetooth speaker.
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WINE TASTING SOCIAL EVENTS
DESCRIPTION & PURPOSE:
Whether you are a wine connoisseur or want to try a variety of wines, this is the event for you. This event aims to bring current association members and guests (optional) together for good wine and good company to network and learn about your cause.
DIFFICULTY (1-5): 2-3 TIMELINE: 2-3 MONTHS
CONSIDERATIONS:
Venue
• Winery, Festival, or Alumni’s house.
AGENDA:
• 2 HOURS FOR HORS D’OEUVRES AND WINE
TASTING
• 1 HOUR TO SOCIALIZE AND PURCHASE WINE
• Reserve a private room; some wineries have full menus or catering options.
• Have your event on “special event” days like wine and trivia or music nights.
• Select an event date around an upcoming Wine Festivals.
• Take a winery tour and partake in barrel tasting.
• Make the event a themed night at an alumni’s house.
Wine
• Pick wines for tasting or purchase by the glass or bottle.
Food
• Choose food from winery menu like charcuterie trays, cheese trays, etc.
Supplies
• Does the venue provide supplies?
• Tables, chairs, tablecloths, centerpieces, dishware, utensils, napkins, trashcans, etc.
• If you are hosting the tasting at someone’s home or providing your own supplies, keep in mind that you will need many wine glasses and buckets for attendees to pour out unwanted servings.
Entertainment
• Hire a band or DJ.
• Music and Bluetooth speaker.
Requirements
• Attendees must be at least 21-years-old to participate.
Miscellaneous
• Determine if you want a private room with food or just wine tasting at the bar.
• Consider transportation for the event (designated drivers gets a free bottle of wine).
• Some Vineyards donate 10% of their sales from your event to your organization.
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HOLIDAY PARTY SOCIAL EVENTS
DESCRIPTION & PURPOSE:
A holiday party can be either a formal or semi-formal plated dinner or a casual cocktail hour. The event can include entertainment, food and beverage, games, and raffles. The purpose is to provide a holiday-themed social activity for current association members and their families. Additionally, the association can use this event to celebrate successes from the past year, thank board members/volunteers, and hand out awards.
AGENDA:
DIFFICULTY (1-5): 3-5 (DEPENDING ON FORMALITY)
CONSIDERATIONS:
Décor
TIMELINE: 3-6 MONTHS
(VENUES FILL UP QUICKLY DURING THE HOLIDAY SEASON)
• 1 HOUR FOR ARRIVALS AND COCKTAILS/APPETIZERS
• 2 HOURS FOR DINNER/AWARDS PRESENTATION/GAMES
• 2-3 HOURS FOR ENTERTAINMENT
• Ask the venue what, if any, decor is included with the room rental.
• If needed, the venue can recommend outside vendors for additional decor, such as centerpieces, linen, napkins, up lighting, pipe and drape, etc.
Entertainment
• If your event has a presentation, ask your venue about the option in your space. You may need to budget for audio-visual equipment rental and support from an AV company.
• If you are booking a band or DJ to perform, dancing will require a venue that can accommodate a dance floor.
Raffles/Games
• Contact businesses in advance to gather prizes.
• Consider all necessary supplies to execute the raffles and games, such as tickets.
• Raffle winners can be announced during the event or afterward. Be sure to collect their name and phone number on their raffle ticket in case they leave before the drawing.
Miscellaneous
• Consider purchasing party favors for your guests to take home at the end of the event.
• Seating chart:
• Table numbers should be displayed prominently on each table. Ask the venue if they provide table numbers.
• If guests have selected their table when responding, be sure to communicate their table number with them in advance or use escort cards at the time of the event.
• If you are assigning tables, you will need to provide escort cards.
• If your event has several presenters and/or performers, consider providing programs.
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GAMES & SPORTS
CASINO NIGHT GAMES & SPORTS
DESCRIPTION & PURPOSE:
A ‘Pop-Up’ Casino is the best way to describe this. Current members and their guests dress up and play a variety of casino games. The association can have dealers, a cashier, etc., and hold a contest for whoever ends up with the most chips that night. Everyone’s ticket includes a set amount of chips to start.
AGENDA:
DIFFICULTY (1-5): 4 TIMELINE: 4-6 MONTHS
CONSIDERATIONS:
Venues
• 1 HOUR FOR ARRIVALS, INTRODUCTIONS, AND RULES
• 2-3 HOURS FOR GAMES AND SOCIALIZING
• 30 MINUTES TO ANNOUNCE WINNERS
• Chapter house or an alumnus’ house – even a local gymnasium.
Décor
• Decor is not necessary, but is an option. Ask the venue what, if any, decor is included with the room rental.
• If needed, the venue can recommend outside vendors for additional themed decor, such as centerpieces, linen, napkins, up lighting, pipe and drape, etc.
Food
• Should likely be an assortment of finger foods, as people will be eating at their own pace/time – rather than a sit-down meal; likely catered.
Supplies
• You will likely have to rent all the items for the event, but usually there are local companies who specialize in these events and you should be able to find one in your area.
• Poker tables, blackjack tables, roulette tables, craps table, slots, casino chips, cards.
• You will also need knowledgeable volunteers to run the tables/host the evening.
Entertainment
• Consider providing music during the event.
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CASINO NIGHT GAMES & SPORTS
Raffles/Silent Auction
• Contact businesses in advance to gather raffle prizes and silent auction items.
• Consider all necessary supplies to execute the raffles, such as tickets.
• You will need to ensure that your venue has the space to accommodate a silent auction display.
• Winners can be announced during the event or afterward. Be sure to collect their name and phone number on their raffle ticket or silent auction sign-up in case they leave before the drawing.
• Consider using a website for the silent auction (such as 32auctions.com) to make the process easier for your guests.
Attire
• It is likely that people will want to dress up for this event; however, it is not required.
Miscellaneous
• Have a defined amount of chips per ticket price and defined time for the event so you can determine ‘winners’ at the end.
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BINGO NIGHT GAMES & SPORTS
DESCRIPTION & PURPOSE:
Bingo Night brings current association members and their guests together, allows them to connect, all while playing a game that is reasonably easy to follow. Bingo Night allows attendees to have elements of community, fun, and competition.
DIFFICULTY (1-5): 2 TIMELINE: 2-4 MONTHS
CONSIDERATIONS:
Game
AGENDA:
• 30 MINUTES FOR ARRIVALS AND CHECK-IN
• 2-3 HOURS FOR BINGO
• Supplies include bingo cards, bingo chips, and a bingo generator. There are several online programs for bingo number generators.
• Prizes should be available for the winner(s).
• Contact businesses prior and see they are willing to donate prizes.
Technology
• Determine what technology equipment is needed. This includes a projector, screen, computer, microphone, speakers, music, etc.
Food
• Consider offering light refreshments. The association can cover the cost of F&B or attendees can pay cash/bring a dish to share.
Fundraiser
• This event can easily become a fundraising event if you include tickets to attend as a donation or offer each bingo card for a donation price.
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TRIVIA NIGHT GAMES & SPORTS
DESCRIPTION & PURPOSE:
Trivia Night brings current association members together, allows them to connect, all while playing a game that is reasonably easy to follow. Trivia Night allows attendees to have elements of community, fun, and competition.
DIFFICULTY (1-5): 2-3 TIMELINE: 2-5 MONTHS
CONSIDERATIONS:
Game
AGENDA:
• 30 MINUTES FOR ARRIVALS AND CHECK-IN
• 2-3 HOURS FOR TRIVIA
• Trivia can be played individually or as a team. One possible idea for trivia teams is initiate classes.
• Trivia categories include various topics like SAE, sports, movies, pop culture, history, etc.
• Trivia questions and answers need to be created in advance and displayed. Kahoot is an easy way to have a premade trivia game where everyone can play on their phones.
• Someone will need to host the trivia night and ask the questions. Someone can also create a PowerPoint/presentation with questions.
• Prizes should be available for the winner(s).
Technology
• Determine what technology equipment is needed. This includes a projector, screen, computer, microphone, speakers, music, etc.
Food
• Consider offering light refreshments. The association can cover the cost of food and beverages or attendees can pay cash/bring a dish to share.
Fundraiser
• This event can easily become a fundraising event if you include tickets to attend as a donation.
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BOWLING GAMES & SPORTS
DESCRIPTION & PURPOSE:
Bowling Event is a day or evening of bowling includes lanes, shoes, a private room, food, and drinks. This event aims to bring current association members together for a fun way to socialize, network, and learn about your cause.
DIFFICULTY (1-5): 1-2 TIMELINE: 2-3 MONTHS
CONSIDERATIONS:
Venue/Food
AGENDA:
• 1 HOUR FOR BUFFET IN PRIVATE ROOM (OPTIONAL)
• 2 HOURS FOR BOWLING
• 1 HOUR FOR SOCIALIZING
• Determine if you want a private room with food (4-hour event).
• If you are expecting a smaller group, food can be ordered to your lane(s).
• Choose a beverage plan.
Entertainment
• Reserve enough lanes to cover guests (8-10 people per lane).
• Determine the number of games or hours of play, and shoe rentals for participants.
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GOLF & TOP GOLF GAMES & SPORTS
DESCRIPTION & PURPOSE:
Golf/Top Golf is an easy event to bring together current association members who have a passion for golf. In the case of Top Golf, the event can include members who do not consider themselves golfers.
AGENDA:
DIFFICULTY (1-5): 2 TIMELINE: 1-2 MONTHS
CONSIDERATIONS:
Venues
• 15 MINUTES PRIOR TO RESERVATION/TEE TIMEARRIVALS
• 1-5 HOURS TO GOLF (TIME DEPENDS ON ACTIVITYTOP GOLF, 9 HOLES, 18 HOLES)
• 1-2 HOURS FOR FOOD (IF OFFERED) AND SOCIALIZING
• Local golf course or Top Golf. Be sure to schedule a reservation or tee time in advance.
• Top Golf: Max of 6 players at each bay.
• Golf course: Max of 4 players to a group.
Food
• Food is not required, but is available at both places. Food and beverages can be provided by the association or purchased by individual attendees.
• If you are providing a meal, consider booking a private party room to use before or after the game.
Supplies
• Venues generally provide everything that is needed. There is also the option for attendees to bring their own clubs.
Fundraiser
• Create a golf tournament style event with a buy in cost and prize for willing team or top players.
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SPORTS GAME & TAILGATE GAMES
& SPORTS
DESCRIPTION & PURPOSE:
Usually a tailgate and game are held in conjunction with each other but can be held separately as well. Games can be your alma mater or a local sporting event. The purpose of this event is to bring current association members together for an afternoon/evening of fellowship.
DIFFICULTY (1-5): 2-3 TIMELINE: 2-3 MONTHS
(THIS CAN BE LONGER DEPENDING ON THE SPORT)
AGENDA:
• 30 MINUTES TO SET-UP
• 1-8 HOURS FOR TAILGATE/GAMES
• 3-4 HOURS TO ATTEND GAME
CONSIDERATIONS:
Venues
• Parking lot outside or near the stadium for a tailgate; game would be in the stadium.
• Reserve a spot or purchase multiple parking passes to secure a large enough area for tailgate.
Food
• Food and beverages are available inside stadiums for purchase.
• Determine if food is going to be provided by the association or community potluck. If attendees are each bringing a dish, consider having a sign-up sheet, so there is a variety of food.
Supplies
• Grill(s), coolers, generator, tent, TV, tables, chairs, dishware, utensils, napkins, tablecloths, trashcans, etc.
Entertainment
• Lawn games such as corn hole.
• Music and Bluetooth speaker.
Miscellaneous
• You will need a host to be oversee everything and keep everything organized.
• If attending the game, the organizer will need to book a block of tickets and send the link or attendees to purchase tickets. If there is not a large crowd, attendees can buy tickets on their own or the organizer and purchase and distribute tickets.
Fundraising
• Create a 50/50 over under Game with the group.
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SPORTS TOURNAMENT GAMES & SPORTS
DESCRIPTION & PURPOSE:
A Sports Tournament provides a friendly, competitive environment that allows current association members to engage with other members, exercise, and have fun. The number of attendees should vary depending on the type of sport the tournament is based on. For example, a golf tournament will only need 3+ people to attend while a basketball tournament will need at least 2 teams of at least 5 players.
DIFFICULTY (1-5): 4 TIMELINE: 3-5 MONTHS
CONSIDERATIONS:
Venue/Date
AGENDA:
• 30 MINUTES FOR ARRIVALS AND CHECK-IN
• 1-2 HOURS FOR GAMES
• 1-2 HOURS FOR SOCIALIZING/AWARDS
• Choose a venue and date that is appropriate for the sport played.
Attendance
• Remember that you may need volunteers to act as referees and scorekeepers. If the event is a tournament, be sure that you have enough players to accommodate several teams. Additionally, you will need to determine the bracket.
Food & Beverage
• Since this is an athletic event, remember to provide plenty of water.
Fundraiser
• This event can easily become a fundraising event if you include tickets for members to participate in the tournament.
• Tickets can also be sold to spectators.
Miscellaneous
• Pack a first-aid kit to address any onsite injuries.
• Remember to have prizes for the winning team(s).
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FISHING TOURNAMENT GAMES & SPORTS
DESCRIPTION & PURPOSE:
A Fishing Tournament is a day of fishing, food, fun, and friendly competition among current association members and their guests. The event includes cash prizes, trophies, music, raffles, food, and drinks. This event aims to bring members and their guests together to socialize, network, learn about your cause, and raise money.
DIFFICULTY (1-5): 4 TIMELINE: 2-3 MONTHS
CONSIDERATIONS:
Venue
• Marina, Park District, Fishing Club, or boat launch facility of your choice.
• Check to see if permits are required.
• Ask about a launch fee.
AGENDA:
• 30 MINUTES FOR REGISTRATION AND CHECK-IN
• 30 MINUTES TO REVIEW RULES; I.E. 4 BASS TOTAL (2 GUY/2 GAL)
• 4 HOURS FOR FISHING
• 15-30 MINUTES FOR CHECK-IN AND WEIGH-IN
• 30 MINUTES TO ANNOUNCE WINNERS AND PRESENT PRIZES
• 2-3 HOURS FOR FOOD AND SOCIALIZING
• Verify it is ok to use grounds for registration, check-in, weigh-in, food, drinks, music and socializing after event.
• Be sure to follow your state fishing regulations for fish size and limit.
Food
• BBQ - burgers, brats, hot dogs, chips, and drinks (pop & beer).
• Catering - subway, neighborhood hot-dog stand, or location of your choice, and drinks.
Supplies
• Include utensils, serving items, condiments, etc.
• Determine if tents, tables, chairs, BBQ grill, etc., are needed for the event as per the location.
• Order trophies, if desired.
Prizes
• Cash and trophies for placement (1st, 2nd, 3rd).
• Cash and trophy for Large Bass.
• A registration fee to enter can cover the cost of the event, cash prizes, and trophies, if desired.
• Based on the number of boats, determine how much is allotted for cash prizes and the number of places to be recognized.
Entertainment
• Music and Bluetooth speaker.
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CHILI COOK-OFF & WING FEST GAMES & SPORTS
DESCRIPTION & PURPOSE:
A Chili Cook-Off or Wing Fest brings current association members and their families together and allows them to show off their cooking skills for a good cause (and allows others to take a night off from cooking). The purpose of this event is to bring members together to socialize. The event can also be a fundraiser.
DIFFICULTY (1-5): 4 TIMELINE: 3-4 MONTHS
CONSIDERATIONS:
Venues
• Public park, restaurant, alumni’s house, local gym, etc.
Food
AGENDA:
• 1 HOUR FOR ARRIVALS AND FOOD TASTING
• 2-3 HOURS TO ANNOUNCE THE WINNERS AND TO SOCIALIZE
• The contestants (who enter ahead of time) provide the food. Ensure you have enough entrants compared to number of attendees coming to eat.
• If this event is held at a park or local gym, bring beverages, which can be complimentary or purchased. If the event is held at a restaurant, the restaurant can provide beverages.
Supplies
• Ask the venue what, if any, supplies is included with the rental.
• If needed, the venue can recommend outside vendors for supplies.
• Tables, chairs, tablecloths, dishware, utensils, napkins, trash cans, chafing dishes to keep the wings warm, extension cords to allow people to plug in crockpots with chili/soup, coolers, ice.
• Need people to volunteer to be judges for the event.
Contest
• Recruit volunteers to be judges or attendees can vote on their favorite.
• Ensure you have proper supplies to execute this.
• Offer prizes to the winners. Can have different categories/honorable mentions for best presentation, etc.
Entertainment
• Music and Bluetooth speaker.
• Lawn games such as corn hole.
Fundraising
• Buy-in for the Cook-off, goes to prizes and to the association.
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PROFESSIONAL DEVELOPMENT
NETWORKING EVENT PROFESSIONAL DEVELOPMENT
DESCRIPTION & PURPOSE:
A networking event is a business professional or business casual event. It typically includes an icebreaker, time for networking, and food and beverages. Menu selections should be appropriate for the time of day and food should be served if alcoholic beverages are offered. The purpose is to provide a valued experience for your members to meet and network. Current and prospective members of your organization of various professions, ages, and backgrounds. Upperclassmen undergraduates from nearby chapters can be invited.
DIFFICULTY (1-5): 2 TIMELINE: 1-3 MONTHS
CONSIDERATIONS:
Décor
AGENDA:
• 15-20 MINUTES FOR ARRIVALS
• 15-20 MINUTES FOR ICEBREAKER
• 1-2 HOURS FOR NETWORKING
• Ask the venue what, if any, decor is included with the room rental.
• If needed, the venue can recommend outside vendors for additional decor, such as centerpieces and linen.
Entertainment
• If your event has a presentation, ask your venue about the option in your space. You may need to budget for audio-visual equipment rental and support from an AV company.
• Have the venue or AV company play background music during your event.
• Plan an icebreaker and consider any necessary supplies to execute it.
Miscellaneous
• Consider providing nametags for your attendees. Nametags can include their employer and/ or professional title.
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SPEAKER LUNCHEON
PROFESSIONAL DEVELOPMENT
DESCRIPTION & PURPOSE:
A luncheon is a business professional or business casual event that typically includes time for networking, lunch, and a keynote speaker. Additionally, a post-event meet & greet/photo opportunity with the speaker can be offered for VIP guests. The purpose is to provide a valued experience for current and prospective association members that can be educational and/or entertaining. Depending on the speaker, undergraduates from nearby chapters can be invited.
DIFFICULTY (1-5): 4 TIMELINE: 3-6 MONTHS
CONSIDERATIONS:
Décor
AGENDA:
• 30 MINUTES FOR ARRIVALS
• 1-2 HOURS FOR LUNCH AND SPEAKER
• 30-60 MINUTES FOR NETWORKING
• Ask the venue what, if any, decor is included with the room rental.
• If needed, the venue can recommend outside vendors for additional decor, such as centerpieces, linen, napkins, up lighting, pipe and drape, etc.
Entertainment
• Secure a speaker that your group would enjoy and learn something from.
• If your event has a presentation, ask your venue about the option in your space. You may need to budget for audio-visual equipment rental and support from an AV company.
• Have the venue or AV company play music during arrivals and lunch prior to the start of the presentation.
Miscellaneous
• Consider providing name tags for your attendees.
• Seating chart - If you are assigning tables, you will need to provide escort cards. Table numbers should be displayed prominently on each table. Ask the venue if they provide table numbers.
• If your speaker has agreed to take questions and the room is large, then you will need to have a microphone for guests to use.
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OTHER
FUNDRAISING GALA
DESCRIPTION & PURPOSE:
A fundraising gala is a formal or semi-formal event that typically includes a cocktail hour, plated three-course dinner, and entertainment such as a band or DJ. Additional activities include presentations, raffles, and silent auctions. The purpose is to educate association members and their guests who have a demonstrated willingness and capacity to give, make a case for support, steward donors, network with donors, and raise money. Since the planning and preparation for a fundraising gala is a long and involved process, the event should fundraise a significant amount of money for your cause in ticket sales and onsite donations.
DIFFICULTY (1-5): 5 TIMELINE: 6-12 MONTHS
CONSIDERATIONS:
Décor
AGENDA:
• 1 HOUR FOR ARRIVALS AND COCKTAILS/ APPETIZERS
• 2 HOURS FOR DINNER/AWARDS PRESENTATION
• 2-3 HOURS FOR ENTERTAINMENT
• Ask the venue what, if any, decor is included with the room rental. If needed, the venue can recommend outside vendors for additional decor, such as centerpieces, linen, napkins, up lighting, pipe and drape, etc.
Entertainment
• If your event has a presentation, ask your venue about the option in your space. You may need to budget for audio-visual equipment rental and support from an AV company.
• Consider booking a band or DJ to perform during the Gala. After dinner, dancing will require a venue that can accommodate a dance floor.
Raffles & Silent Auction
• Contact businesses in advance to gather raffle prizes and silent auction items. Consider all necessary supplies to execute the raffles, such as tickets. You will need to ensure that your venue has the space to accommodate a silent auction display.
• Winners can be announced during the event or afterward. Be sure to collect their name and phone number on their raffle ticket or silent auction sign-up in case they leave before the drawing.
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OTHER
FUNDRAISING GALA
Miscellaneous
• Consider purchasing party favors for your guests to take home at the end of the event.
• Seating Chart:
• Table numbers should be displayed prominently on each table. Ask the venue if they provide table numbers.
• If guests have selected their table when responding, be sure to communicate their table number with them in advance or use escort cards at the time of the event.
• If you are assigning tables, you will need to provide escort cards.
• If your event has several presenters and/or performers, consider providing programs. No Dinner Option
• Give your guests the ability to eat where they want, and with whom they want before the event starts.
• Provide dessert or snacks along with beverages for your guests.
• Event would end up being about 1 hour shorter because there will not be dinner.
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OTHER
COMMUNITY SERVICE DAY
DESCRIPTION & PURPOSE:
A Community Service Day is an event for current association members to give back to the community by volunteering, raising awareness of an issue or charitable organization, and raising money. Prospective members can also be invited.
AGENDA:
DIFFICULTY (1-5): 3 TIMELINE: 2-4 MONTHS
CONSIDERATIONS:
Community Organizations
• MEET AT A CENTRAL LOCATION AND RIDE TOGETHER OR MEET AT THE LOCATION
• CHECK-IN
• VOLUNTEER PROJECT
• POST-EVENT SOCIALIZING OR MEAL
• Coordinate the logistics of having people volunteer at nonprofit organization(s), including contacting each organization, safety concerns, signing waivers, etc.
• Depending on the purpose of the community service day and the number of participants, you will need to determine how many organizations you are supporting. For example, will everyone volunteer at a community center together or will you split into several groups and volunteer at different locations?
• Examples of community service include a community cleanup, food pantry, homeless shelter, animal shelter, etc.
Miscellaneous
• You may want to have attendees meet at a central location and provide transportation to and from the locations.
• Consider providing attendees with a shirt, hat, or other types of swag.
• Depending on how long the event is, consider providing food.
• Consider providing an incentive for members to attend your community service day.
• Be sure to take photos during the event to include in your newsletter.
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OTHER
DIFFICULTY & RETURN ON INVESTMENT
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33 WEBSITE sae.net/foundation EMAIL foundation@sae.net PHONE 847-475-1856 ADDRESS 1856 Sheridan Road Evanston, IL 60201 CONTACT
