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Regional Event Planning

The best way to engage alumni in your region is to plan a balanced calendar that offers variety with regard to timing of the events, type, and venue.  How does the planning process start?  

  • Brainstorm with the Assistant Director for Regional Initiatives about ways to foster connections among alumni and what makes the region unique.
  • Develop a calendar: outline type and number of events per calendar year (smaller regions: 2-4 events per year; larger regions 6 or more events per year).
  • Plan in advance and promote enthusiastically to attract a large number of alumni and gain momentum for your next event.

 The following are examples of the different types of events:

  • Professional networking receptions
  • Richmond speaker – administrators, coaches, professors, etc.
  • Tailgates/Pre-Games before Richmond athletic events in your region
  • Game watch parties for televised Richmond athletic events
  • Cultural events, such as trips to the theater, museum, wine tastings, etc.
  • Social events, such as family picnics, holiday parties, etc.
  • Community service events (see policy outlined below)

While regions may co-host events with non-UR alumni clubs or organizations, we strongly discourage you from co-sponsoring or seeking corporate sponsorship without the expressed approval of the Office of Alumni and Career Services (OACS).

Community Service Programming

The University has developed a policy regarding community service events offered as a part of the regional alumni program, with the aim of providing you with the opportunity to do good work with fellow Spiders in your region. OACS will collaborate with regional alumni volunteers to plan and promote community service events that comply with the following parameters: 

  • Each region may choose to participate as an alumni group in one community service project per calendar year.
  • The community service project should be a one-day event, and not an ongoing commitment.
  • The community service project should support a non-partisan, non-religious organization.
  • The community service project should be community-building in nature, and cannot involve fundraising for a charity. For example, working at a Habitat for Humanity build would be a great regional alumni activity, but putting together a team to walk in Susan G. Komen’s Race for the Cure would not since it directly involves fundraising for a charity.

Annual Traditions/Events

Repetition of successful events is the key to building regional unity. Having annual events gives alumni something to look forward to every year and helps maintain some continuity.

Examples of annual events include:

  • Welcome to the City – Events held on the same day in September in cities around the country as a way to welcome the newest alumni to their respective “home” cities. This is a great way to engage the new alumni early.
  • Spiders in Finance Networking Reception – In conjunction with the URAA Board of Directors, the New York City regional alumni group has established this as a biannual event for alumni who work in the finance sector. In addition to fostering a networking opportunity, this type of event might have an alumnus(a) as a featured speaker.

Event Giveaways

OACS often has university-branded promotional items that can be used as giveaways at events. These items (magnets, bumper stickers, etc.) are a great way to thank alumni for coming and market the University.

Timeline for Planning an Event

The regional alumni program operates on a 6 to 12 month planning calendar. OACS will work with the regional alumni volunteers to bring this to fruition. By providing a list of proposed events and estimated costs, OACS will be able to adequately plan for the overall alumni calendar in respect to finances, resources, and deadlines.  The proposed calendar can be re-evaluated and modified as necessary as the year progresses. Here is a sample timeline and an event follow up form.

Regional Initiatives Staff Contacts

Mary Alice Wallmeyer
Associate Director, Alumni Events
(804) 287-1953

Leah Downey, '14
Administrative Assistant, Alumni Events
(804) 289-8030