It is important that your board begins planning events far in advance so you have the flexibility to deal with unforeseen developments along the way. 

For most events, you should prepare a written event proposal that is reviewed by the club’s or affliate’s board, including the purpose and target audience for the event and a general budget. An example of the sample proposal form is available in the leadership toolkit. Once the proposal is approved, you should develop a detailed event task list and timeline, and recruit leaders and other volunteers to assist with planning, promoting, and hosting the event. You may also wish to solicit sponsors to underwrite some or all of the cost of your event

Consider at least the following potential expenses when planning events (including whether the expense is fixed or variable): 

• Venue fee, including set-up charges 
• A/V equipment, including microphone, speakers, projector, and computer and internet access •
• Other rental equipment, including tables and chairs, stanchions/rope, or tents 
• Food 
• Beverages, including bartender fees and gratuity • Promotional materials, decorations, and supplies, including invitations, postage, signage, programs, and fliers 
• Parking and transportation 
• Speaker fees and travel expenses 
• Security costs (e.g., if you have a high-profile guest) 
• Insurance, if some or all of the event is not covered by the Alumni Association’s policy

Please consider providing at least two types of pricing for your events: member and non-member pricing. Club activities are supported by Alumni Association membership dues, so it is important to provide pricing that encourages engaged alumni to purchase a membership. 

Please note: There is a 2 percent credit card fee owed to the credit card company for all ticket purchases made with a card. Please factor this into your pricing as this fee is deducted from club/affiliate proceeds.

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