Regional Clubs Committee Information

1. About Regional Clubs Committee

2. Checklists

3. Frequently Asked Questions
4. Annual Calendar
5. Templates

 


 

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About Regional Alumni Clubs Committee

Committee Charge

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.

Ongoing Committee Duties

  • Serve as ambassadors for the University of Puget Sound, representing the university to alumni, parents, and students in key regions.
  • Create a Puget Sound presence in key regions through the planning and implementation of programming that engages alumni, parents, and students in these areas.
  • Organize and maintain regional club leadership structures and broad volunteer networks in each key area to help implement the work of the club.
  • Assist in promoting participation in signature on-campus programming-i.e. homecoming & fall family weekend, reunion weekend.

Specific Committee Projects

  • Create and manage a repository of best practices to be shared among regional club volunteers.
  • Create and manage communications about upcoming events
  • Create and manage pages on LOGGER[net].

Regional Alumni Clubs Structure

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:

  • A communications expert to manage email, social media outreach, and webpages for regional clubs;
  • Newsletter coordinator, creating a quarterly newsletter to be distributed to alumni locally about upcoming news and events happening in the area;
  • Event lead or coordinator to provide support for regional club gatherings.

View the Regional Clubs Committee organizational chart.

 


 

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Checklists

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:

  • Sign a confidentiality agreement and return it to the Office of Alumni and Parent Relations.
  • Register for LOGGER[net], Puget Sound’s online Alumni Community.
  • Ensure their addresses (email and mailing address) are up-to-date with the university.

 

Volunteer Roles: Regional Alumni Clubs Committee Chair

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:

  • Provides orientation and coaching for committee members and regional volunteers.
  • Develops an annual calendar of programs and events to be staffed by alumni volunteers.
  • Plans agendas for and facilitate committee meetings.
  • Sends out regular updates to the Alumni Council Executive Committee.
  • Is available by phone or e-mail to answer questions from current and prospective volunteers.
  • Develops and leads an evaluation process to ensure effective, informed program development.
  • Assists in the creation and administration of operating guidelines for new and existing regional clubs.
  • Helps market and increase awareness of the University of Puget Sound in regions of strategic importance to the university.
  • Works with Admission and Career and Employment Services committees to coordinate regional activities.
  • Assists in assuring that alumni and parent information is current and accurate.
    • Conducts periodic review of regional alumni and parent lists to ensure accuracy.
    • Captures contact information updates at regional activities and report them to the alumni and parent relations office.

Volunteer Roles: Regional Alumni Clubs Coast Coordinator

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:

  • Facilitate an exchange of information between Regional Club coordinators and the Office of Alumni and Parent Relations.
  • Maintain at least monthly contact with Regional Club coordinators.
  • Send out regular updates to Regional Club coordinators, noting news from
    • Alumni Council and Alumni Council Executive Committee.
    • Office of Alumni and Parent Relations.
    • University of Puget Sound.
  • Manage and coach regional coordinators to communicate with alumni in their region and provide feedback to the Regional Alumni Club committee chair about the effectiveness of Regional Club coordinator efforts.
  • Be available by phone or e-mail to answer questions from current and prospective volunteers, as well as Regional Club coordinators.
  • Develop an annual calendar of programs, events, and ways the committee can grow, with the consultation of the Regional Clubs Committee chair.
  • Plan agendas for and facilitate committee meetings with Regional Alumni Club coordinators corresponding to coast responsibilities.

Volunteer Roles: Regional Alumni Club Coordinator

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:

  • Work with a core group of active alumni to identify a minimum of two (2) self-sponsored events for your region annually.
    • Regularly communicate via email with committee members.
    • Lead a minimum of three (3) meetings for your Regional Club committee.
  • Create and manage communication tools for you Regional Club:
    • a Facebook Group Page.
    • LOGGER[net] page (Club pages are called Logger Pages).
      Contact the Office of Alumni and Parent Relations should you need assistance with updating your Logger Page.
  • Maintain communication with the Regional Clubs Chairperson on the Alumni Council Executive Committee (ACEC).
    • Participate in 4 meetings with other Regional Club coordinators per year.
    • Prepare semi-annual updates for the Alumni Council Executive Committee.
  • Help the University Alumni Office with the school sponsored events
    The University hosts alumni events in regions every 18 – 22 months. The office will do all of the footwork, but often call on Regional Club Coordinators for assistance in identifying a venue, caterers, entertainment, etc.
  • Maintain regular communication with the Office of Alumni and Parent Relations (send updates about the club activities at least twice per year).

Volunteer Roles: Regional Alumni Club Committee member

  • Attend Regional Club committee meetings
  • Communicate with coordinator  (or co-coordinators) about events
  • Attend at least one of the two sponsored events that your Regional Club hosts
  • Assist in communication efforts to alumni in your area
  • Work with the chair to post information on LOGGER[net]
  • Post new information on the club’s Facebook group wall to keep information fresh and build interest for alumni to check the page frequently
  • Attend two (2) Alumni Council meetings each year
    Meetings are held one day before Homecoming & Fall Family Weekend (Fall) and one day before Reunion Weekend (end of May/beginning of June).

Committee Tasks

  • Attend Alumni Council meetings
  • Host planning meetings for regional club events with local club committee members
  • Create quarterly newsletter for alumni regionally
  • Send updates to Alumni and Parent Relations about regional programs and events
  • Plan and create invitations for alumni to attend Regional Club events, and assist the Office of Alumni and Parent Relations in coordinating events for your region.

 


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Helpful How-To's

Create your online presence

LOGGER[net]
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:

  • Welcome paragraph describing the regional club, introducing the regional club committee and coordinator, and a call for volunteers
  • Contact information for the Regional Cub  Committee and individual regional club committee members, including E-mail address links
  • Information about upcoming local events, including Homecoming and Family Weekend, Reunion Weekend
  • Photos from club events
    For detailed instructions about maintaining your Logger Page, please refer to the LOGGER[net] section of Tips and Tools.

 Facebook

  • Create a group for your regional club.  Please name your group University of Puget Sound Regional Club [XXXX].
  • Post an “about us” paragraph to describe the group
  • Link the group to your Logger Page
  • Post upcoming event information and pictures

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:

  • Regional Alumni Club banner/table cloth
  • Name tags and markers         
  • Puget Sound give-away items (post it notes, decals, etc.)
  • Sign-in sheets and self addressed stamped envelopes (to send registration sheets back to the alumni office)
  • Materials about LOGGER[net]
  • Information about upcoming events

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

a.    LOGGER[net]:
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:

  • Meetings (to be attended in person or via conference call)
    • May/early June (in coordination with Summer Reunion Weekend)
    • October (in coordination with Homecoming & Family Weekend)

 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

 


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 Frequently Asked Questions

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.

  • The club have a page on LOGGER[net] and keep the information up-to-date.
  • The club reaches out to the widest possible age range of participants.
  • The club chair contacts the Office of Alumni and Parent Relations at least twice a year to check in and provide updates.
  • A club representative attends at least 3 of the 4 Regional Alumni Club committee meetings.
  • The club hosts at least two events annually.
  • The club cultivates new volunteers and leadership.

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:

  • professional or semi-professional baseball/soccer/basketball games
  • concerts/sporting events of Puget Sound groups when in your area
  • happy hours, art museum tours, or wine tastings   
  • networking nights, theatre outings, barbeques and picnics

 


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Annual Calendar

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:

  • January: This meeting will be used as the kick-off meeting to begin the calendar year. 
  • June:  This meeting takes place during the scheduled Alumni Council meeting, held in conjunction with Summer Reunion Weekend. All Regional Club Coordinators need to attend these meetings. All Regional Club volunteers are also invited to attend these meetings.
  • October: This meeting takes place during the scheduled Alumni Council meeting, held in conjunction with Homecoming & Family Weekend. All Regional Club City Coordinators need to attend these meetings. All Regional Club volunteers are also invited to attend these meetings.

 

Regional Club Coast Chair Meetings 

  • Two separate meetings/conference calls organized by the East and West coast chairs, will take place three times per calendar year. Exact dates are TBD.
  • All regional club coordinators are required to attend the meeting that is associated with their coast.

 

 


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Templates

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.