Volunteering for Middlebury Events

Want to help plan Middlebury events?

If so, contact Jon Cormier ’01, Assistant Director for Alumni Relations, at jcormier@middlebury.edu or 802-443-3002. Even if there isn’t a local chapter planning board in your area, Jon may be able to connect you with other active alumni and friends of Middlebury to share event ideas.

Have a specific event in mind?

Before you start planning, contact Jon Cormier ’01. He will be able to confirm if there are any other College events going on at that time that might compete against yours. Jon will also be able to advise you on when/where/and how certain types of events work best. Here is checklist of things to keep in mind throughout all stages of the planning process.

Early planning stage questions to ask:

1. What type of event would be most appropriate for my area?
2. Where can I hold this event? Venues are often the biggest obstacle to the realization of events.
3. Is the facility the appropriate size for our group?
4. Is the location easily accessible with parking and/or nearby public transportation?
5. How many alumni should I expect to attend? This is based on the number of alumni in your area—a figure that the Alumni Office will be able to share with you.
6. What is my budget for this event? The Alumni Office is not able to provide funding for events that don’t involve Middlebury faculty, and so events must be paid for by a host and/or attendees through ticket sales.
7. Are there any holidays or local events that may conflict with my event?

You’ve set a date, now what?

1. Are there any contracts that must be signed? If so, DO NOT SIGN ANY CONTRACTS, instead, send them to Jon Cormier ’01 in the Alumni Office. The Alumni Office will ensure that all contracts, paperwork, and/or terms of agreement meet compliance standards.
2. How does funding work? The Alumni Office is not able to provide funding for events that don’t involve Middlebury faculty, and so most events must be paid for by attendees through ticket sales. When a deposit or payment for an event must be made in advance to ensure a reservation, the Alumni Office can often help but cannot assume financial risk. Planning events at least one month (and preferably 6 – 8 weeks) in advance will give the Alumni Office the time it needs to prepare online registrations, and market the event effectively to ensure the best possible attendance.
3. Beware of these hidden fees:

Food and beverage minimums

Room rental fees

Other rental fees such as DJ, audio visuals, bartending, etc.

Per-person cost for food and/or beverage

Non-refundable deposits. (If we have to cancel, will we lose money?)

1. How do I publicize my event? The Alumni Office has lots of experience with this and is happy to strategize with you. The Alumni Office will send out all publicity and communications to alumni to avoid confusion and allow for one clear message. Also, there is a strict policy that prohibits the Alumni Office from releasing alumni contact info.

Crossing the finish line:

1. One week prior: Coordinate with Alumni Office to reconfirm all the details with your contact at the event location. Don’t forget to provide a the venue with a final count (if the Alumni Office is taking RSVPs be sure to come to us for a final count when you need it or let us know when we must share the final count with the venue.)! Check in with the Alumni Office and see if it might be appropriate to send out a reminder email, with any new details.

1. Day of event: Arrive to the event site approximately 45 minutes – 1 hour before the event start time to set-up and get a lay of the land (where the restrooms and/or coatcheck are, for example). As alumni arrive, have them sign in and capture their most up-to-date contact information. If appropriate, you will be provided with a registration list, nametags, and a sign-in sheet. Mingle, make friends and recruit volunteers to help you with more great events!
2. Follow up: Please contact the Alumni Office within the week of the event so we can get a final attendance list and hear how it went. Should we consider the venue again in the future? Was the program/event worth repeating again? Did you find other volunteers who offered to help with future event planning?

Your efforts are greatly appreciated by all of us in the Alumni and Parent Programs office and important to the continued success of the College. Without great volunteers like you coordinating things at the local level, we wouldn't be able to connect with so many other alumni across the globe. So thank you!