To obtain a hard copy of this manual, please contact
the Office of College Relations at (717) 245-1373 or e-mail colrel@dickinson.edu.
Contents:
Introduction
Why Have a Dickinson Club Chapter?
Club Organization and Structure
Organizing a Local Club
Club Event Ideas
Timeframe for Event Planing
Dickinson Clubs
The Dickinson Club program provides graduates with an important social, cultural
and educational network. Club activities are initiated and organized by local
Dickinson alumni and the Office of College Relations. The clubs sponsor a wide
variety of activities which include, but are not limited to, opportunities to
meet the President of the College, nights at the theater, happy hours, museum
tours, lectures by faculty, and wine tastings. Events provide great networking
opportunities with alums in your area as well as the opportunity to keep old
friendships going and to create new ones.
For more information about the club in your area or to become a club volunteer,
please contact the Office of College Relations at (717) 245-1373 or e-mail colrel@dickinson.edu.
Dickinson Club Handbook
Dear Dickinsonian,
Congratulations on your decision to become an alumni club volunteer.
There are approximately 20,000 alumni, parents and friends of the college beyond
the old limestone walls of Dickinson.
For the majority of these constituents, the regional alumni club network
is the only connection they have with the College, therefore these events play
a major role in establishing and continuing strong bonds.
The following handbook should be used as a guide to help organize and
lead your local club in a variety of activities throughout the year. This manual
offers advice and guidance, includes important information about the College, provides
a list of staff contacts and support services, and supplies program and event ideas.
An club provides a social, cultural and educational network for Dickinsonians
in a local area by hosting a variety of activities and events. But more importantly,
the clubs help to promote the College's overall goals, support the enrollment process,
aid students and graduates in career counseling, and provide a means to recruit
new volunteers and increase participation in the College.
This handbook has been compiled by the staff members of the Office
of College Relations to exhibit their commitment to the Dickinson Club structure,
and to the volunteers that will make the club program a success. Together, working
as a team, we can ensure that the regional club network will be a great link between
our alumni, parents, friends and Dickinson College.
Regards,
Office of College Relations
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Dickinson Clubs
Why Have a Club Chapter?
As you know, there are many reasons to start and maintain an alumni
club in your region. Some of the more beneficial are:
Degree Value - Through your club's involvement in the community, your
degree will actually become more valuable because you will make the College more
visible. More people will see Dickinson as an outstanding school that produces
exceptional graduates, like yourself, who involve themselves in their community
and remain in contact with their alma mater.
Networking - As a participant in your club, you will have the opportunity
to make new friends, business acquaintances, and personal contacts with alumni
of accomplishment. Dickinson alumni are pioneers and leaders in all areas of the
business and educational world, and continued contact with each other will build
friendships and partnerships that will be extremely beneficial to all involved.
As a volunteer leader in your club, your efforts and dedication will not go unnoticed
by those within the club.
Training - Club leaders will be invited to attend special meetings
on campus, such as the Alumni Council, as well as local volunteer training sessions.
Community - By organizing a local alumni club chapter, you can enable
the alumni of your area to remain connected to one another and facilitate the bonds
that all Dickinson alumni share. In bringing together alumni from different generations
and varied fields, you will help to create that sense of community that we all
shared while on campus. Extended to other clubs around the country and through
the College, we can create a global community that can enhance the lives of all
alumni and ensure that Dickinson will continue to grow and evolve to remain one
of the nations leading liberal arts colleges.
Communication - The club will provide a vehicle for two-way communication
between the College and alumni. In this way, it will be easier for the College
to communicate it's developmental needs as well as academic progress, and alumni
will have a forum in which to express their concerns, approval or lend comments
to the College.
Personal Satisfaction - As a volunteer leader for your club, you can
take pride in what you do. Dedication to your club's success will ensure great
rewards for yourself, fellow alumni and Dickinson College.
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Dickinson Clubs
Club Organization and Structure
Club Guidance and Goals
The guidance for the club committee will be provided by the Office
of College Relations, with whom the committee should work closely to develop event
calendars and generally organize the club. The committee will be autonomous, but
will be provided with timetables, advice and overall guidance from College Relations.
Each club committee should establish a set of goals or objectives to
be accomplished in the short and long term. These goals should include the programming
objectives as well as membership and participation objectives. As stated above,
guidance for these objectives and assistance in reaching them will be provided
by the Office of College Relations.
A reasonable set of goals for a fledgling club could resemble the following:
-Establish a 5 person planning committee
-Design and distribute an event/volunteer survey
-Establish a calendar of 4 events for the next calendar year
-Increase attendance to 10% of local alumni population
Committee Structure
The key to a successful club lies in a strong leadership base of volunteers
who share the responsibilities for meeting the goals of the club. The local alumni
planning committee consists of local club volunteers who are dependable, diverse
in age and interests, and who are committed to meeting periodically to plan and
implement the club's programs.
There is no limit to the number of volunteers on the planning committee.
The size of the committee will most likely depend on the number of alumni in your
area and how active a program the club decides to plan. A greater number of people
involved with the committee translates into a greater variety of activities and
events. In metropolitan areas with a large number of alumni, the committees should
be between five and ten people. Smaller areas will have smaller committees. A planning
committee of 5 to 10 people will ensure that no one person has to devote a large
amount of time to the planning and organization of events over the course of a
year. This way, responsibilities can be delegated. An effort should be made to
have as many decades represented on the committee as possible so that there will
be a variety of viewpoints and ideas presented.
Although each club is unique, it is suggested that planning committees
meet at least two times a year to plan and facilitate events, and remain in contact
via the telephone and e-mail to keep other committee members informed as to event
planning progress. Also, it is to the benefit of the club to plan and submit a
tentative annual calendar at the beginning of each year, be present at events planned,
and remain in close contact with staff members in the Office of College Relations.
It is not necessary for planning committee members to have specific
offices, but below are some suggestions for organizing your committee structure:
Chair - (estimated hours of volunteer time: approximately 2 hours per
week)
Provides overall leadership direction.
Organize planning committee meetings.
Act as the primary liaison with the Office of College Relations.
Delegate tasks among committee members.
Produce an annual welcome letter to new constituents in the local area.
Is invited to attend meetings of the Dickinson Alumni Council and other volunteer
weekends, or may designate another committee member to attend.
Co-Chair - (estimated hours of volunteer time: approximately 2 hours
per week)
Provides support for the Chair and is responsible for the same duties
as the Chair.
Remains in communication with the Office of College Relations.
May focus attention on volunteer recruitment
Secretary - (estimated hours of volunteer time: approximately 2 hours
per week)
Record the minutes of each committee meeting and submit the minutes
to the Office of
College Relations.
Assist the Office of College Relations with correspondence between
alumni, parents,
friends and the committee.
Assist with the planning and implementation of club programs.
Additional responsibilities for committee members - (estimated hours
of volunteer time: approximately one hour per week)
Help plan and implement club activities and events, i.e. location,
food arrangements,
speakers, etc...
Plan and implement at least one service oriented project per year,
i.e. selection of
project, arrangements, correspondence with organization.
Help contact new alumni moving into the area and acquaint them with
the club's
activities.
Help promote upcoming events and club news as well as news from the
College,
through e-mail messages, newsletters, telephone calls, web pages which can be linked to
the Dickinson Web Site, and any other proper form of communication.
Recruit new planning committee volunteers.
Please note that the estimated volunteer time for committee members
is just that, an estimate. Of course committee members will put in more time during
the week of a meeting or planned event. Time donated will also depend on the amount
of programming and the number of people who are on the planning committee. Therefore,
it is to your benefit to recruit as many people who are willing to volunteer time
as possible to ensure that the club is able to organize a variety of events and
to make the planning, organization and implementation of those events as efficient
as possible.
The committee should actively seek new volunteers at all events. Membership
on the committee should be renewed periodically so that no one becomes overwhelmed
or burned out. By renewing the leadership of the club every year or several years,
new and motivated individuals can be recruited to give a different perspective
to the club and its organization, planning, etc.
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Dickinson Clubs
Organizing a Local Club
Dickinson College always welcomes new clubs so that the community of
alumni can become more closely knit. If you are interested in establishing an active
club in your area there are a few simple steps to follow.
1) Contact the Office of College Relations to discuss plans for establishing
the new club.
2) Request a roster of all alumni and parents in your club region.
3) Compile a survey to help determine if there is sufficient interest. Samples of
surveys can be found below.
4) Organize a meeting of those individuals who are interested in helping with the
organization and running of the club. Also, contact the Office of College Relations so
that a representative of the Office can attend if possible.
5) Define your goals as a group.
6) Elect officers from among those individuals interested.
7) Set a tentative schedule for future meetings and possible events.
8) Plan your first program. Make sure that it is one that will encourage maximum
participation from your constituents.
9) Meet with or contact existing club officers in other regions for information and
suggestions.
Office of College Relations Support
The Alumni Club system is the best way for alums to stay connected
with the College and to each other, network with other alumni and also to promote
the College to prospective Dickinson students. As such, the clubs can be a highly
effective means of strengthening the College and the bond between those who have
spent an important period of their lives on campus. To this end, the Office of
College Relations is willing to assist with the development and organization of
local clubs as well as the implementation of events and communication among alumni.
Club organizers and volunteers can expect the following assistance
from the Office of College Relations:
1) Act as a resource center for accurate information on alumni in the
club area, including
current mailing lists and notification of new alumni in the club region.
2) Offer advice and assistance with organizing new clubs and committees.
3) Meet with club leaders on a regular basis to assist in event planning and evaluate club
progress.
4) Assist in all aspects of event planning.
5) Assist with/or produce club invitations and correspondences.
6) Provide the following funding support:
- printing services and postage for planned events
- travel expenses for College personnel, e.g. a professor on a lecture tour.
- start-up costs for new clubs
7) Speakers, guests, or other personnel from the College as requested.
8) The College may also be able to host a club web page (see below). Contact the
Dickinson College webmaster at webmaster@dickinson.edu for more information.
In return for this assistance, the Office of College Relations asks
that you provide the following:
1) A lists of officers and members of the planning committee
2) A tentative program for the year (which College Relations can assist in developing)
3) Details of event planning progress and any changes that occur in the schedule
4) Information about club planning and decisions as well as goals and schedules
5) Follow-up reports and a list of attendees at events that a staff member is unable to attend.
Recruiting Volunteers
One function that should be a focus for your club is getting alumni
volunteers. The more help that you have in planning and implementing programs,
the less work it is for any one member of the club. In order to recruit volunteers,
you need to be active in seeking them out and asking for assistance. During club
events, ask members - especially new alumni - if they would be willing to help
on the planning committee. You can also send out mailings or stage phone campaigns
to enlist more volunteer support. Once you get volunteers, you want to be sure
to keep them, so recognition for work on an event is always welcome.
Keeping Track
Once you have enlisted the help of volunteers and you have begun to
stage some events, it is to your benefit to keep track of who is coming to your
events and how often. You should have a sign-in book at each event so that you
can keep accurate records of who is attending the programs. This way, you can create
a file or computer database that will make it easier to keep track of alumni attendance.
Those who are frequent attendees will probably be more receptive to volunteering
their time to help plan and implement events. Using a database will help you to
keep track of who is a frequent attendee, and, just as important, it will help
you keep track of which alumni seldom attend or do not attend at all. These alumni
should be given special consideration to help get them interested in club events
and get them re-connected to the Dickinson Community. You may want to give a phone
call to those alumni who have not attended an event to extend a personal invitation
to the next event, or send a personal letter. This may help in peaking their interest.
It is important to get all alumni engaged and involved in the Dickinson Community
to enrich our network and ensure that the College maintains the necessary support
to help it remain one of the nation's leading academic institutions. As mentioned
above, it is helpful to the College to have a list of those who attend alumni events.
Use Technology
In today's fast paced age, it will benefit you to use the improvements
in technology in your club. If you are able to, set up an e-mail list of all the
alumni in your area so that fast communication within the club can be maintained.
Also, you can use this list to announce functions and tentative calendars. Remember,
not everyone is "wired," so you will have to also communicate the old fashioned
way - by telephone and mail.
Another way that you can use technology to save you time is by creating
a web page for your club. A web page is an easy way to list contacts and to provide
a calendar of events that alumni can look to for information. Your page does not
have to be professionally done to be affective. It can be as simple as a list of
contacts and planned events. Later on, you can add graphics and display pictures
from programs on the page. One of the alumni in your region may be a webmaster
or work in computer design. Make use of your resources and try to enlist their
help if you do not feel qualified to create your own page. You can also work with
the Office of College Relations to create a page for your club. Once you have a
page created, contact the Office of College Relations about getting your page linked
to the College's Alumni Homepage. In this way, a greater number of alumni can access
information regarding activities in your area, and it is easier for you to communicate
with them directly. Creating a webpage takes time and effort, but the benefits
of being able to post a calendar and updates will greatly outweigh the negatives
issues. Also, writing a newsletter and placing pictures of past events on the page
may help to peak the interest of alumni, and raise attendance. Contact the Dickinson
College webmaster for details on creating and hosting webpages at webmaster@dickinson.edu.
Event Planning
The key to successful event planning is organization and diversity.
The planning committee should meet early in the year to decide what types of events
the club will sponsor for the year. Be sure to provide a mix of events that will
appeal to older alumni, younger alumni and ones that appeal to both. It is important
to include events that can be attended by children so that families can participate.
Also, make sure that you consider the cost of the event versus the benefit to alumni.
You want to set-up programs that are easily accessible to the greatest number of
people. Also, make sure to vary the locations to cover a greater area of interest
and availability. For example, in metropolitan areas, do not always hold events
in the downtown areas. An increasing number of people are living and working in
the suburban areas, and so it may be useful to hold at least one event a year in
the suburbs.
Over the course of the year, you should try to implement programs that
fall under the following categories:
Social Events
- Happy hours, holiday get-togethers, boat cruises, wine tastings, etc.
Educational Events
- Lectures from alumni and/or current and emeriti faculty, or speakers on topics
of current or local interest, or performances by students.
Community Service/ Philanthropy
- Events that raise money for or benefit a local or campus non-profit organization.
Ideas include 5K runs, work for groups such as Habitat for Humanity, etc.
Athletic Events
- Tailgates or receptions at collegiate or professional games
Cultural Events
- Take advantage of the local attractions such as symphonies, theater, and
museums
Most importantly, be creative with your programming. The more original
the event or theme, the more response you are likely to get. Below is a simple
list of events that you may want to consider, or use as a starting point to designing
your own list of ideas:
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Club Event
Ideas
A- Art show, author reading, auction, aquarium, Adopt-a-highway
B- Boat cruise, brunch, baseball or basketball game, book signing, Broadway show,
bike tour
C- Cookout, College speaker, cocktails and conversation, caroling, choir concert
D- Dessert reception, dinner theater, dinner dance, etiquette dinner
E- Election night party, exhibits, embassy tours
F- First year send-off, faculty lecture, football game, Fourth of July celebration, film festival
G- Gallery, grand opening, golf, ghost tours
H-Holiday concert, Habitat for Humanity project, house tours, hockey game
I- Ice cream social, ice skating, IMAX movie
J- Jazz concert, June event for recent graduates,
K- Kite flying in the park, kayaking
L- Lectures, literary event
M- Museum tour, murder mystery dinner, movies, mid-winter party, midnight madness
N- Networking reception, nature hike
O- Ocean, opera, open house
P- Pizza party, pool party, pub night, potluck dinner, picnic, President reception, paintball
Q- Q&A sessions, quarterly luncheons,
R- Restaurants, readings, Regional Homecoming, re-enactments (Gettysburg, etc.)
S- Service project, symphony, sports, sledding, spelunking, snorkeling
T- Tailgate party, tea, tennis, theater, TGIF party
U- You tell me
V- Volleyball, visiting a retirement home
W- Winery tour, walking tour
X- eXciting night with Dickinson alumni, X-treme sports!
Y-Your own backyard bar-b-que
Z- Zoo
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Time Frame
for Event Planning back
Committee meetings should be held at least once per year, preferably
two to three times. In the meetings, the committee should gather a list of possible
events and locations. Then, responsibilities can be delegated and the planning
taken a step further. The ideal timetable for planning and implementing an event
follows:
Twelve weeks prior to the event:
*Choose the program, purpose, location and date
*Reserve the facilities and assign a program coordinator
*Contact the Office of College Relations to give confirmation
Eight to Ten weeks prior:
*Give any special requests to the Office of College Relations, i.e. for banners,
speakers
*Finalize all details such as date, time, location and cost
*Design a postcard or flyer to be distributed to your club members and send it to the
Office of College Relations to be printed and mailed. College Relations can also help
with the design of the postcard. Flyers and postcards are usually sent via third class
postage, so be sure to allow enough time for responses.
Four to Six weeks prior:
*Invitations are mailed to the club area
*Monitor responses to flyers or postcards
*Establish a program time line - Who will offer greetings, introduce the speakers, give
concluding remarks and thank yous
Two to Three weeks prior:
*Determine whether a follow-up flyer is necessary
*Begin a phone campaign or phone chain to help increase interest and attendance
One to Two weeks prior:
*Contact committee members to ensure that enough people are planning to help with
the
program and plan an arrival time for set-up
One week prior
*Confirm a head count with the facility as well as any special requests and make
arrangements for early arrival of committee members for set-up
The Day of the Event:
*Arrive one hour prior to the event to make sure that all arrangements have been
completed and greet early arrivals
*Relax and enjoy the fruits of your hard work
Post-Program:
*Send a copy of the attendee list and event summary to the Office of College Relations
*Send thank you notes to speakers and the manager of the facility
*Forward pictures of the event to the Office of College Relations for inclusion into
Dickinson Magazine.
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