Complete Chapter Handbook

Middlebury College Alumni Association
Chapter Handbook

Dear Chapter Leader,

Welcome to the Middlebury College Alumni Association Chapters network! With fourteen established regional groups across the country and abroad, the Alumni Association offers alumni, families, and friends a variety of ways to connect with one another and the College.

By volunteering your time and energy to coordinate the activities of the local Middlebury constituency, you are playing a vital role in promoting a positive and meaningful post-Middlebury experience. Middlebury is fortunate to have you among our cadre of more than 700 volunteers who plan off-campus events, disseminate information about classmates, raise funds, plan reunion, recruit prospective students, and provide advice and leadership for the College.

This handbook is intended to help you organize successful events in your area as an adjunct to the support you receive from the alumni and parent programs office. It includes information gained from the alumni and parent programs office as well as the many alumni who have volunteered their time over the years. We hope you find it helpful. Note that you can also view and download a PDF version (188KB) of the handbook for printing.

On behalf of the staff of the office of alumni and parent programs and the extended Middlebury family, thank you! We certainly hope you will enjoy your role as an ambassador of the College.

With all good wishes,

Meg Storey Groves ’85
Associate Vice President for College Advancement

Heather Cahill
Senior Associate Director of Alumni Relations

Hugh W. Marlow ‘57
Executive Secretary of the Alumni Association

Table of Contents 

Mission

Goals

Regional Chapters

Relationship Between Chapters and APP

Event Planning

Alumni Goals

The “Right” Events For Your Area

Target your Audiences

Encouraging Attendance

Event Notification

Event Ideas

Choosing Event Date, Time

Event Staffing

Event Locations

Event Pricing

Event Planning Reverse Calendar

Sample Event Budget Sheet

Middlebury College Alumni Association

MISSION

Middlebury is a lifelong experience.

The MCAA’s purpose is to connect all alumni to each other and to Middlebury College in mutually beneficial ways- fostering a community not limited to time or place.


GOALS

1. Increase alumni involvement, through the use of appropriate means of engagement with the emphasis on suitable technology and one-to-one communication, and in so doing increase annually the number of alumni volunteers, alumni donors to the Alumni Fund for Middlebury, and alumni participants in College events and programs.

2. Develop existing volunteer efforts into a comprehensive and integrated program that includes identification, support, retention, evaluation, and recognition of alumni.

3. Nurture off-campus alumni activity as an essential component of the MCAA experience by ensuring the best possible support for regional programming.

4. Develop a plan that will use the most appropriate communications tools and technologies to increase interaction between College and extended alumni community.

5. Enhance participation of young alumni (within ten years of graduation) to increase annually the number of young alumni volunteers, donors to the Alumni Fund for Middlebury, and participants in College events and programs.



REGIONAL CHAPTERS

The purpose of regional chapters and affiliate organizations is to increase the number of opportunities for contact among alumni in their particular area; to cultivate volunteer support and alumni leadership for the College; and to ensure that the resources of local alumni are used to the best effect in carrying out the mission of this Association and the College.

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RELATIONSHIP BETWEEN CHAPTERS AND THE OFFICE OF ALUMNI AND PARENT PROGRAMS

The chapters and the office of alumni and parent programs (APP) operate as partners with a constant flow of communication among the leaders, event organizers, and the Alumni and Parent Program staff. APP supports chapters by preparing, emailing, and sometimes mailing invitations, providing background information, sign-in sheets and nametags, volunteer recruitment and training, contacts with peer institutions’ alumni groups, and contacts with faculty, administrators, and student groups.

Expectations

Regional chapters shall have at least two organizational meetings per calendar year to plan events for the chapter alumni, educate chapter alumni about the College, and encourage alumni to participate in the functioning of the chapter and to attend chapter and other College events in the area. Chapter leaders should try to provide APP with planning meeting dates and details before and after the committee meets.

Chapter presidents should invite a college staff person from college advancement (or other appropriate offices) to join at least one organizational meeting per calendar year.  Chapters should involve staff from APP, Development, Annual Giving, Admissions and Career Services. In addition, college advancement staff members are encouraged to meet with chapter leaders when visiting a chapter city The APP office will coordinate these visits.

Chapter presidents serve a two-year term, renewable for 2 more years, coinciding with the fiscal year of Middlebury College, beginning July 1. The Chapter president, in consultation with APP, should identify and appoint a vice president or co-president in the last year of his/her term. The vice president shall succeed the president at the end of the term and choose his/her own successor when appropriate in consultation with APP.

The Executive Committee of the chapter ideally should include area volunteers from career services, admissions, annual giving, and other Middlebury College organizations.

Chapters must seek approval from APP before sending out listserv announcements in order to ensure consistency, accuracy, and timing of messages, and to let APP know what is being planned. APP will send the listserv notices.

The listserv for the chapter should only be used for advertising events with a direct Middlebury connection. Political events, fundraising events, and the promotion of alumni books (unless there is an actual author appearance) should not be advertised. When in doubt, consult the APP staff.

APP asks that chapter leaders do not directly ask college professors and personnel to speak, and that requests for featured speakers be routed through the office.

Chapter presidents and all directors should communicate with area alumni about planned chapter events, College news and volunteer opportunities via newsletters through postal or electronic mail and chapter websites.

Chapter lists that are given to a Chapter president for a specific purpose at the discretion of APP, are not to be circulated and cannot be used for non-Middlebury, self-promotion, or commercial purposes.

Chapter presidents should not sign contracts from outside organizations or purchase group tickets for an event . Please consult with the APP Office.

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Suggestions

Chapter presidents and other chapter leaders should draw upon current College volunteers in the chapter area and invite them to participate in the organizational meetings and chapter events. The following offices of the College have identified volunteers in chapter areas and other regions.

Admissions -- Alumni Admissions Chairs and Alumni Interviewers

Plan receptions for accepted students and send-off parties for matriculating students with admissions volunteers; encourage alumni to participate in the alumni interview process

Alumni & Parent Programs -- Class Secretaries and Reunion Social Chairs

Plan a variety of educational and social events to bring area alumni together; encourage alumni to keep their contact information current by updating the College on residential and professional changes in address, phone numbers and e-mail addresses; encourage alumni to submit class notes to their respective class secretaries for publication in the Middlebury Magazine

Alumni Fund/Development -- Class Agents, Gift Committee Chairs and Members

Encourage 100 percent alumni giving participation in the Alumni Fund, especially by chapter leaders; communicate the progress of College capital campaigns and the Alumni Fund at chapter meetings and events; remind alumni of matching gift opportunities offered by many employers

Career Services -- Midd-Net Chairs and Midd-Net Volunteers.

Plan general and/or industry specific career nights in conjunction with the career services office for current students and alumni; encourage alumni to participate in the MiddNet service as contacts for current students and alumni who have questions about career choices, career changes, job interviews, job opportunities and identify internship opportunities for students.

Including these volunteers in the chapter organization and event planning can serve to strengthen the College communication among area alumni and encourage involvement in College and chapter endeavors on multiple levels. All college advancement offices are urged to share lists of key volunteers in chapter areas. Chapter leaders shall reciprocate by identifying volunteers and connecting them with the appropriate arm of the College advancement office and/or the current alumni volunteers for those offices in the chapter area.

These guidelines are intended to help chapter leaders further the stated purpose of the chapters and to be better volunteers for Middlebury College.

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EVENT PLANNING

Chapters plan events that help alumni, parents, and friends stay in touch with Middlebury and with each other. Events are for all constituents; however, many events target a specific audience.

Activities may be academic, cultural, community oriented or social. As a volunteer, you will discover the professional and cultural resources that alumni can offer to each other and to the Middlebury College community.

Area alumni are ready and willing to work, if asked. Each event is an opportunity to recruit new volunteers and avoid volunteer “burn out.” Find volunteers by:

· matching volunteers’ interest with proposed events
· sending emails to alumni asking for volunteers
· asking alumni to note their interests when they sign up for an event
· using the alumni office’s volunteer database

Other key volunteers include:

· alumni giving chairs / phonathon volunteers
· admissions representatives
· career services representatives
· parents’ committee chair (who raise funds from parents)
· alumni and parent programs volunteers (class secretaries, reunion social chairs)

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ALUMNI GOALS 

1. Match needs and resources of area alumni and the College. Do young alumni need several evenings a year to career network? Does the admissions office need a volunteer to attend a college fair? Do alumni who have young children need childcare at events? Is there a group that wishes to sponsor a seminar? Does the career development office need a volunteer to set up area job interviews for Middlebury seniors?

2. Diversify events. Events should appeal to a variety of alumni interests.  Consider your different audiences and vary events accordingly. Your audience may change over time so you need to re-evaluate what events have the most appeal. Avoid event “burn-out” by diversifying types of events.

THE "RIGHT" EVENTS FOR YOUR AREA 

The first thing to consider when planning an event is your target audience. An afternoon barbecue is a perfect venue for a send off party as it will attract families as well as students. But it would not work for an older crowd who want air conditioning or who are looking for something cultural. An event should have a Middlebury “hook” to make it different from what people can usually hear/see. One of the best ways to ensure a successful event is to use the resources you have right in your area – other Midd alums and parents! Ask an alumnus/a to share his/her expertise. Plan events at places where a Midd alum works and where he or she will provide a tour, lecture, etc. When choosing events, consider the following categories:

· athletic
· career and admissions supporting
· community service
· cultural
· educational
· social
· family

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TARGET YOUR AUDIENCES

Five years out from College and younger -- This group is very mobile perhaps homesick for Middlebury and the “non-real world” of academics. They are attempting to “get a life;” are interested in maintaining ties with classmates and hearing news about them. Few have young children.

Events: inexpensive, informal, social, provide career networking and housing information.

Ten years and younger -- This group has more money but less free time as alumni and are active in their community; they have settled all over the country, may have young children and family obligations; may have drifted away from College friends.

Events: more expensive, may need to have children attend the event, focus on career networking, community service, and continuing education/intellectual aspects of Middlebury life.

Fifteen years and younger -- This group may have money but no free time with career, family and volunteer commitments. They have settled down and are less mobile.

Events: Probably more expensive; offer child care; make sure children can attend the event; make sure program is as “time” efficient as possible and does not involve long travel time to a place distant from the center of the alumni population.

Twenty years and younger -- This group has toddlers to teens; are settled; and are active in their communities.

Events: Can be more expensive; encourage participation of older children; focus on the expertise of these alumni as speakers for events. Events should have educational, environmental, political, national focus.

Thirty years and younger -- Children are grown and out of the house; college tuition payments are almost finished; and they have more free time. They are at the height of their career.

Events: Use them as event resources, speakers, discussion leaders, hosts, etc.

Forty years and younger -- Some alumni begin to retire. May be out of touch with Middlebury and classmates.

Events: Focus on continuing education, and Middlebury current issues/campus life. A good pool of volunteers for community service.

Fifty years and younger/older -- Retirees. Still in contact with close friends from College, and if they are having a 50th-year reunion they are probably more in touch with College than other classes.

Events: Able to attend weekday events. Have more time to volunteer for community service projects. Events about Middlebury today.

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ENCOURAGING ATTENDANCE

1. Mailings: Printed invitations or event notifications are done only:

a) for a presidential event
b) an event featuring a faculty speaker
c) if we can put multiple events in one mailing (i.e. save the date, etc)

2. Listservs: The chapter listservs are by opt-in only. An email notification can be sent to a chapter listserv by either the chapter leader or by the alumni office. If you don’t have a large venue but expect a good response, this would be a good method to use. The advantage here is that it is going to people who have already expressed an interest in being involved.

3. Email Blasts: An email blast is on an opt-out basis. Notification would be sent to all alumni (and/or parents) in a geographical area for whom we have an email address. The bounce back rate is approximately 1 percent. The advantage to an email blast is that it is not confined to a chapter area. It can also be targeted more specifically by zip code, decade or affinity group, etc. It is important to have an ongoing effort to collect alumni emails in your area and to share them with the APP office so they will be as current as possible.

4. Websites:   Each chapter has a website at http://www.middlebury.edu/alumni/chapters/. Maintenance and updating of these sites is performed by APP. Presidents should be checking the chapter website on a regular basis to communicate about any changes that should be made. It is possible to post photos from events on your site or on our general alumni photo gallery page.

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EVENT IDEAS

Academic

• panel of alumni and parents on a specific topic
• one-day seminar on careers, finances, architecture of area, history of area, etc.
• fall luncheon, dinner meeting, or reception featuring a speaker
• a play with alumni/professor host
• film with pre/post-movie critique by an alumnus/a or professor
• planetarium visit/tour with an alumnus/a or professor
• art museum tour with an alumnus/a or professor

Admissions      

• meeting for alumni and students interested in applying to Middlebury
• incoming first year student party: this can be for first year students, parents, currents students and alumni. It could be a barbecue, picnic, softball game, bike ride or just a gathering at the home of alumni.

Athletic/Sports
 

• local event with a traveling athletic team
• “Midd” night at the ballpark to cheer a local team
• tailgate gathering
• hike
• bowling night
• group discounted tickets for a pro sports team game
• ski day

Career Services

• career networking night (usually done with NESCAC schools)
• alumni speaker from various professions

Community

• house fix up
• clean up day participation
• community service project: walk for hunger etc.

Cultural/Arts/Entertainment

• art museum tour
• outdoor music festival
• symphony performance
• arboretum tour
• garden tour
• bird watching
• historical house tour
• crafts/hobby workshop
• whale watch

Social

• evening at a comedy club
• sing alongkaraoke night
• circus
• Halloween party
• weekend getaway at an alum’s home
• lake cruise
• seasonal party
• square dance
• wine tasting
• pot luck dinner/picnic
• skating party

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1. The Alumni Office needs at least eight to ten weeks lead time for printed mailings and six weeks for e-mail notifications.

2. Most volunteers plan events throughout the year with a break during June, July, and sometimes August (when attendance drops significantly due to vacations, except for young alumni).

3. Summer events are great for recent grads. These alumni have less vacation than older alumni, and welcome a boost to get through “working” summers. Pool parties, tennis tournaments, bike trips, etc.

4. Timing around the winter holiday season is very important. The first two weeks of December or January are good for holiday parties.

5. Best dates and times vary from area to area.

6. Be alert to regional quirks and length of workdays when setting times for events. Be aware of religious holidays, school vacations, the World Series, and other national and local events likely to affect attendance.

7. Allow people commuting time to get to a weekday evening event.

8. Some cities, including Boston, D.C., and NYC have a large graduate student population. Know when fall and spring vacations are.

9. Schedule a rain date when necessary. Ask people to send day phone numbers and emails with reservation forms. If plans change, people can be alerted.

10. A popular format consists of a 5:30-6:30 p.m. reception, a guest speaker from 6:30-7:30 p.m., and dinner afterwards for those with the time, money, and inclination to stay.

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EVENT STAFFING

1. Arrive early to set up.  Arrange for volunteers to staff sign-in sheets, greet guests, and collect tickets if applicable.

2. Assign or serve as host to formally welcome the group and report generally on College news.

3. Send or fax sign-in sheets to alumni and parent programs office after event and email the alumni office with a summary of how the event went.

EVENT LOCATIONS

1. Places need to be reserved well in advance of the event.

2. Consider moving location to different area. It does not always have to be “downtown.”

3. Consider the target alumni audience, where they work, and where they live.

4. When renting a place, beware of hidden costs.

5. Ask the following questions:

• Is there a room rental fee?
• Is a deposit necessary? Refundable?
• Can we use our own caterer?
• Is all A/V equipment available? Cost?
• Is there a coatroom? Cost?
• Do they provide bartenders? Cost?
• What security measures are necessary? Costs?
• When must a final count be given?
• What parking facilities are available? Cost?
• Do we need to provide insurance?
• Do any discrimination policies apply?
• Is there a dress code (i.e. coat and tie)?

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1. Tally all anticipated expenses and divide by the total estimated attendance. This will give you the cost per person. Add more money to cover unexpected expenses.

2. When calculating expenses, remember to include less obvious ones, such as complimentary tickets for VIPs and overtime at facilities.

3. Event costs will range from a few dollars to about $30 or more. Different events, regions, and alumni age groups determine price range.

4. An event should make money or break even. The alumni office uses its budget to help volunteers subsidize presidential/faculty/administrator travel and postage costs.

5. Middlebury College covers all the costs associated with professors and other college representatives.

6. The alumni office can pay deposits to reserve tickets, facilities, etc. However, it does need a bill or receipt for the event in question.

7. Take advantage of group discount prices at theaters, sports arenas, museums, etc.

8. The College is tax exempt. We will send our own tax-exempt certificate to vendors.

9. Guests should pay for an event beforehand; often, after counts have been given, non-paying guests are no shows and the chapter has to pay for them.

10. Payment at the door should be several dollars more than the advance reservation price.

11. At the door, check-off; collect money if necessary.

12. If taking reservations, note on each reservation form the date it arrives.

13. Expect a 10 percent walk-in rate (10 percent of total signed up) and a 5 percent no-show rate.

14. Never sign a contract yourself! Only the alumni office can sign a contract.

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EVENTS THAT REQUIRE TICKETS

• Ask people to send a self-addressed, stamped envelope and mail tickets to them before the event.
• Hand out the tickets the night/day of the event.
• Have tickets held at “will call” at the box office.

2. If an alum signs up for an already sold-out event, call him/her, then return the check.

3. Have alphabetical list of all those who RSVP at the door; whether paid or unpaid.

Online Registrations - The alumni office will set up an online registration form for your event, upon request, and we will process credit card payments from Visa and MasterCard.

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ORDERING FOOD AND REFRESHMENTS

1. If it is a small event and you just want a few refreshments, it may be less expensive to ask volunteers to provide refreshments than to hire a caterer.

2. There are often hidden costs when you hire a caterer.

3. Be sure the caterer’s final quote includes all gratuities, rental costs, and overtime.

4. Make sure the caterer has a liquor license if the facility does not have one.

5. Confirm that the caterer has insurance for the employees that he/she is going to provide at your event.

6. When you call a caterer, be ready to answer the following questions: 

• How many people will attend?
• What is the price range per person?
• What type of food do you want?
• What is the age group?
• Will there be a cash bar?
• Is a kitchen available?
• Is water available?
• Are there any sinks?
• Are there any electrical outlets?
• Are vegetarian or kosher meals available?

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Notify alumni office of date/type of event 2-3 months prior to event

Secure location, determine logistics 2-3 months prior to event (menu, costs, directions, contact person, local alum to greet guests)

Invitation text emailed to alumni office for editing 6-8 weeks prior to event

If mailing, invitation to print shop/reprographics for layout,

proof, changes and corrections by alumni office 6-8 weeks prior to event

Invitation emailed to listserv 4-7 weeks prior to event

Mail date 5-6 weeks prior to event

Receive sign-in sheets, banner, nametags, pens from alumni office 2 weeks prior to event

RSVP date 2 weeks prior to event

Reminder emailed 1-2 weeks prior to event

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SAMPLE EVENT BUDGET SHEET
 
To help estimate costs and charges per person  


Type of Event

Day/Date/Time

Place

Contact Person

Estimated Attendance # of invitations mailed

Item Cost Cost per person

Room

room deposit _________
audio/visual equipment ___________
coat check fee _________
other _________

Food

wine/beer/liquor _________
cash bar ________
hors d’oeuvres _________
bar setups _________
gratuities __________
table/chair rentals ___________
linen rentals __________
other _________

Travel Expenses ________

Honorarium ______

Miscellaneous (extra supplies, tape, etc.)  _________

flowers _________

TOTAL $ ____________

(per person)

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CAMPUS RESOURCES AND CONTACT INFORMATION

Meg Storey Groves '85
Associate Vice President for Alumni Relations
(802) 443-5196 - e-mail: mgroves@middlebury.edu

Heather Cahill
Senior Associate Director of Alumni and Parent Programs   
(802) 443-5192 - e-mail: hcahill@middlebury.edu    

Glenna Emilo
Assistant Director of Alumni and Parent Programs   
(802) 443-5335 - email: emilo@middlebury.edu

Susan Levine
Alumni and Parent Programs and 50th Reunion Coordinator 
(802) 443-5777 - e-mail: slevine@middlebury.edu    
                     
Hugh Marlow '57
Executive Secretary of the Alumni Association     
(802) 443-5202 - e-mail: hmarlow@middlebury.edu                                                    
Jolene Newton
Alumni and Parent Programs Administrative Associate  
(802) 443-5183 - e-mail: jynewton@middlebury.edu    
      
Eric Ambrette '04
Young Alumni Officer
(802) 443-5672 - e-mail: eambrett@middlebury.edu

Jon Cormier '01
Assistant Director for Alumni Relations
(802) 443-3002 - email: jcormier@middlebury.edu

The Alumni and Parent Programs Office
main phone: (802) 443-5183
fax: (802) 443-2082
e-mail: alumni@middlebury.edu

Office hours: Monday-Friday, 8:15 a.m.-5 p.m. 

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