- Define your event purpose and goals.
- Determine if you will be managing the project planning internally or need assistance from the Division of Philanthropy and Alumni Engagement (DPAE).
- All event communication and outreach is managed by DPAE communications regardless of event team assistance.
- Our division’s ability to assist varies based on capacity and strategic fit. The levels of involvement we may consider include:
- Consultation Only: We are available to provide guidance on event planning, vendor recommendations and best practices.
- Limited Logistical Support: We may offer assistance with vendor contacts, event checklists and marketing toolkits.
- Strategic Partnership: Full event team collaboration is considered only if the event strongly aligns with our mission and we have the necessary resources. Approval for this will come from division leadership.
- Funding Support: Financial contributions will only be considered if our division is involved in the planning process from the outset and it aligns with institutional goals.
- Sponsorship Plans: DPAE will work with your team to develop sponsorship levels and materials.
- If assistance is needed, complete this. All requests must be submitted at least six months prior to requested event date.
- Once the form is submitted, the request will be reviewed by DPAE leadership within two weeks to see if the requested event aligns with our institutional goals, priorities and staffing.
- Identify an internal events manager/point person.
- Contact your DPAE Project Manager and Philanthropic Advisor.
- Build a budget and timeline.
- Pro tip – ensure you have the budget available to fully cover your costs while maintaining fiscal priorities.
- Develop a guest list and/or target audience (DPAE Comms assists with this).
- Work with project manager on event communications plan.
- Plan the program.
- Promote the event (DPAE Comms assists with this).
- Execute the event.
- Follow-up and thank the guests and collect post-event surveys (DPAE Comms assists with this).
- Evaluate success and key metrics (gifts received, donor engagement, feedback).
- Share all guest information with your DPAE project manager for Banner record updates.
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