Presentation on managing Events. Presented at Alumni Relations Conference held at ISB, Mohali [India] on 29th March, 2014. Visit: www.alumnirelationsconference.in

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Events
Session Delivery: Ms. Sharan Suri & Mr. Deepit Gupta

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What are the kind of alumni events that
you do currently?

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Process of doing an Event
Identify your
stakeholder
Type of
event
Objective
of doing
an event
Planning
an event
Execution
Follow up
on post
event
formalities

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Professional
Social
Educational
Why are you doing it?
What do you want to get out of it?
Alumni
Faculty
Students
Institution
Parents & Spouses of alumni
Process of doing an Event
Stakeholders
Type of Event
Objective

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Effective team management
Dry runs
Pull off the event!
Feedback form
Thank you emails/gifts
Notice period of event given to stakeholders
Ideal time for planning
Process of doing an Event
Planning
Execution
Follow up

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Types of events according to
Stakeholders
Alumni
• External
workshops
• Alumni
Reunions
• Sports
events
• Educational
• Travel
Groups
Students
• Alumni
interactions
• Resume &
Skill building
workshops
• Project
evaluations
& mentoring
Faculty
• Faculty
development
programmes
Institution
• Curriculum
revision
workshops
• Industry
connect
events
Parents of
Alumni
• Networking
event

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Alumni Engagement Events @ ISB
Alumni-Alumni Connect Events
Lifelong learning Workshops
Industry Connect Events
Faculty Interactions
Informal Networking events
CSR events
Equinox-Annual Alumni Networking & Connect Event
Solstice-Annual Alumni Reunion Event

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Alumni-Student Connect Events
Orientation Week
Industry Knowledge Sessions
Resume Review Sessions
Mock Interview Sessions
Mentorship Programme
Alumni Engagement Events @ ISB

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Alumni-School Connect Events
Admission Interviews
Campus Recruitments
Alumni Engagement Events @ ISB

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Check List
Description Yes/No
Content
•Identifying key objectives/theme
•Identifying speakers and blocking their time
•Updating Agenda
Marketing & Communication
•Sending Invites/Publishing events details on Website
•Uploading event details on FB/LinkedIn/Alumni Portal
•SMS reminders/Telephonic follow ups
•Designing of banners, backdrops, standees

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Check List
Description Yes/No
Logistics
•Blocking Venues
•Travel & Accommodation
•F&B arrangements
•IT requirements (Registration Link/AV)
•Signage
•Printing & Stationery
Follow up
•Collect Feedback
•Event Report to be made and published
•Pictures/Videos to be shared with all participants
•Thank you mailers to be sent

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Key Pointers
Try to freeze on your yearly event calendar way in
advance
Identify human resources/teams to draw out event
planning activities
Include every small activity in your checklist so that you
don’t miss out on any little thing
Even the smallest seminar, lunch or get together needs to
be managed professionally in order to secure a positive
outcome
Ensure that you take necessary approvals on budgets

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Key Pointers (Cont).
 Share Emergency contact details with all delegates
Do not forget to attach a networking aspect to every
event
Every event must have an anchor or MoC
Feedback and Knowledge management are extremely
important

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Activity

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Divide yourselves into groups of 3
Share your story with fellow delegates
Question: What kind of unique alumni events are
done by your alumni office?
Activity

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Thank You!