1. About Regional Clubs Committee
About Regional Alumni Clubs Committee
The Regional Club Committee of the University of Puget Sound Alumni Council fosters and strengthens connections between the University of Puget Sound, and alumni. Each regional club aims to increase alumni participation with the Puget Sound community, via an online presence, activities and events, and contributions to the University. The expanded – and enhanced – Regional Club structure will allow for greater transparency and accountability between the University, via the Office of Alumni and Parent Relations and the regional clubs. A representative from each regional club will serve on the Alumni Council Regional Clubs Committee. Service on the Regional Club Committee is a three-year commitment.
The Regional Clubs Committee has four levels of committee membership:
The Regional Clubs Committee Chair provides oversight for all regional groups, collaborating with Regional Club Coast Coordinators and Regional Club Coordinators, and representing all regional groups to the Alumni Council. The Regional Clubs Committee chair also holds a position on the Alumni Council Executive Committee (ACEC). This position requires attendance to two (2) Alumni Council Meetings, one (1) ACEC meeting, and periodic ACEC conference calls. Monthly commitment: 7-9 hours per month.
Regional Clubs Coast Coordinators coordinate information and events for one group of Regional Alumni Clubs. The West Coast coordinator serves as the primary Alumni Council Executive Committee contact for Regional Clubs in Hawaii, Los Angeles, San Francisco, Portland, Tacoma, and Seattle. The East Coast coordinator serves as the primary Alumni Council Executive Committee contact for Regional Clubs in Chicago, Twin Cities, New York, Washington D.C., and Denver. As coordinators, these volunteers are in close contact with the Regional Club Coordinators around the country to relay information, and assist in supporting coordinators in various clubs. The volunteer role attends two (2) Alumni Council meetings, one (1) Alumni Council Executive Committee meeting, as well as periodic meetings with the chair and club coordinators. Monthly commitment: 6-8 hours per month.
Regional Clubs Coordinators are charged with directing the efforts specific to connecting alumni in a given region. Most regions are organized around major cities, and where large numbers of alumni reside. Coordinators work with committee members to organize social events in metropolitan areas to connect alumni. This volunteer role attends two (2) Alumni Council meetings, and periodic conference calls with the Regional Clubs coast coordinators. Monthly commitment: 3-5 hours per month.
Regional Clubs Committee Members assist coordinators with reaching out to alumni in the local area. Volunteers assist in coordinating events by providing help to post information about events, work with local vendors to coordinate a variety of events (happy hours, museum tours, professional sporting events, etc.) This volunteer role attends two (2) Alumni Council meetings and periodic meetings or conference calls with Regional Club coordinators. Monthly commitment: 1-2 hours per month.
As committees develop, additional roles to support the work of the committee may be helpful. Examples of these roles include:
To help you in your volunteer role please refer to the appropriate checklist below. Checklists are intended to simplify tasks that the committee is charged with, and create a strong, robust committee that is action-oriented.
All Committee volunteers are expected to:
The Regional Clubs Committee chair provides oversight for all regional groups, collaborating with Regional Club coast coordinators and Regional Club coordinators, and representing all regional groups to the Alumni Council. The Regional Clubs Committee chair also holds a position on the Alumni Council Executive Committee (ACEC).
In collaboration with Alumni and Parent Relations staff, the Regional Clubs Committee chair:
The purpose of the East and West coast coordinator is to facilitate frequent and consistent communication between Regional Club coordinators, the Alumni Council Executive Committee, and the Office of Alumni and Parent Relations. Additionally, coast coordinators will provide support for Regional Club coordinators in reaching out to alumni locally. In collaboration with Alumni and Parent Relations staff, the East and West coast coordinators of the Regional Alumni Clubs Committee:
Regional Club coordinators are the key contact for alumni locally around the country. Coordinators are critical volunteers in connecting alumni around the country to the university and activities occurring at the university. Coordinators:
Create your online presence
Each class is asked to create its own Logger Page to post information about the class, committee contact information, and news about upcoming events. Regional page should include:
Planning regional clubs events
Planning an event
Decide on the date, time, place and price of your event early—Depending on the event, two to four months would not be unusual. Please allow enough time for marketing and publicize your event at least twice.
Publicize it— Here are some steps to take to best market your event:
Create an email list of alumni in your region from using LOGGER[net]’s email system available through the admin portal. Visit the LOGGER[net] handbook to learn more. .
Send a Save the Date email to the Club area’s email list. Please include a staff member from the Office of Alumni and Parent Relations so that the office can help publicize your event.
Regularly update your website (on LOGGER[net]) as details get confirmed
Update other resources: Facebook, Google Groups, etc.
Send an email one week before the event to remind alumni of the event.
Facilitating an event
Have a “registration” table at the entrance to the event. Have someone welcome attendees as they arrive, ask them to sign in.
Use materials in the Regional Club event bag to make your event have a Puget Sound feel.
Provided in the event bag are the following items:
Ask the Office of Alumni and Parent Relations to send you replacement items for your event bag.
Please allow for ten business days for the Office of Alumni and Parent Relations to send materials to you.
Take pictures for Arches and your LOGGER[net] website. If possible, send copies to the Office of Alumni and Parent Relations.
Creating an event that requires tickets
You may want to coordinate an event for alumni to attend a baseball game, theatre production, soccer match, wine tasting, etc., in your city. The types of events often require or are best facilitated with tickets. When planning these events, take these steps:
1. Select a ticketing outlet
The registration system in LOGGER[net] allows for alumni to purchase tickets through a secure portal using the Online Alumni Community, LOGGER[net]. The funds from tickets purchases are deposited into the alumni office account at the university. To use this option, the payment that the university will make to the venue needs to be exact, so if the total bill to the venue is $352.35, the university will need to have deposited that amount. Please ensure that all taxes and fees that the university will incur are accounted for in the cost of the ticket that alumni will purchase.
b. Group Sales Office:
Regional clubs have also been successful at having guests buy tickets directly from the theatre box office or sporting event box office. This has worked tremendously well for sporting events (the sales are managed through the group sales office), and similar successes have been noted for theatre events. Check with the Group Sales office for options and discount possibilities.
c. Brown Paper Tickets (http://www.brownpapertickets.com/producers.html and the FAQ at http://www.brownpapertickets.com/faq.html#100004)
You may need to build in a little extra than what the ticket costs (to cover the cost that Brown Paper Tickets charges – it’s nominal; around five cents per transaction). However, this operates much like TicketMaster.
2. Post information about how to purchase tickets and cost in the event information on your LOGGER[net] page, Facebook page, etc.
General Planning Information
Please keep in mind the following information when planning your events:
Events should not be planned on Homecoming and Family Weekend or Summer Reunion Weekend so as to not interfere with alumni interested in attending the local event as well as Homecoming and Family Weekend on campus.
Your attendance at Alumni Council meetings helps keep the council (and you!) informed. Please mark your calendars to attend:
After the event
Send a brief summary of the event (and include, if possible the list of attendees) to the Office of Alumni and Parent Relations and the Regional Alumni Clubs Committee
Post pictures to your Logger page on LOGGER[net] and to your Facebook group.
Keeping the ball rolling
After your event (no more than 10 days), send an email to those that attended:
Thank alumni for attending the event
Include a link for alumni who attended to view pictures from the event
Include information about the general timeframe for your next club event (example: Look forward to our next event later this summer!)
Update information about the event on your Logger Page to be past tense and post pictures
I’d like to volunteer, but I’m unsure about the three year commitment. Does that mean I can’t volunteer?
Certainly not! We welcome you to volunteer to assist with a specific gathering, or for a longer period of time on the committee to build a strong calendar of events and good information sharing for your regional group. We understand that, as other volunteer roles, employment, and family demands change; your availability may change as well. Please keep the Office of Alumni and Parent Relations apprised of your availability. We strive to ensure that your volunteer experience is a positive one, and one that is manageable.
Here are some suggestions to ensure your club is successful.
What if I need to cancel an event?
If an event needs to be cancelled for any reason, be sure to contact those who have RSVP’d that they are attending at least 5 days in advance of the date that the event was to be held. Also, send a message out via LOGGER[net] and Facebook to all alumni in your area about the event change.
If possible, let alumni know when the event has been rescheduled for or when the next event will be held.
What kind of event would work best for my city?
Events that have worked well at other clubs include:
Regional Club All – Regional Coordinator Meetings
All Regional Club Coordinators and Coast Coordinators are required to attend this meeting, to be hosted by the Regional Club Chair. These meetings (in person, or by conference call) will occur three times a year:
Regional Club Coast Chair Meetings
The Office of Alumni and Parent Relations created templates to provide you with useful tools when communicating with fellow alumni and to make your work as a Puget Sound volunteer easy.
To view templates, please visit the Alumni Council Template section on the Puget Sound website.