Planning an event

Scheduling
Sources of Funding
Inviting Guest Speakers
Seeking Corporate Sponsorship
Involving Alumni
Club Reimbursement Process
Custodial Services for Club Events

The most important aspect of Event Planning is making sure that all relevant people are kept "in the loop" from the outset. To find out who needs to know about your event, check with Rebecca Udler in the Office of Student and Academic Services. This should be done as soon as you begin thinking about any kind of event -- that way we can ensure the success of your event.

Scheduling

• Check Master Calendar for conflicts, then email Mary Ann Green with the event title, day, time and preferred room(s).
• Send note to staff or faculty you would like to attend this event.
• If you would like the Dean to meet with a speaker, talk to Rebecca Udler.
• If you will be needing custodial service for the event, complete and submit a Custodial Service Request.
• If you will be needing on-campus AV equipment, reserve it by emailing AV Reservations at least 2 weeks in advance of the event.
• If you will be serving food at this event, contact one of our local caterers, Donaldson, or Yale Central Catering, or other catering company. This needs to be done well in advance of the event.

Sources of Funding

Club Central Bank

• Complete a Club Central Bank Funding Request form -- available in SAS, or in Public Folders.
• Submit the Club Central Bank Funding Request to the Club Steering Committee mailbox.
• Club Central Bank Funding Request

Enterprise Learning Credits
The Fund sponsors students' attendance to Case Competitions and Conferences outside SOM.

• Send an e-mail to Rashayla Brown with the event name, date, cost and description prior to the event

Fundraising/Corporate Sponsorship

• If you will be seeking corporate sponsorship, begin planning at least 6 months in advance. Meet with Rebecca Udler to review event and discuss funding needs.
• Develop sponsorship materials and prospect list (materials may include cover letter, proposal/project description, sponsorship benefits and budget).
• Review sponsorship information with Rebecca.
• Forward information to Adrienne Gallagher in the SOM CFR Office for approval of prospect list and solicitation materials. Allow one week for review of prospect lists and proposals.

Inviting Guest Speakers

• Before extending invitations -- check with Rebecca Udler in SAS to see if a potential speaker has any prior relationship or special connection with SOM.
• Send confirmation letter to speaker outlining the nature of the event, her/his role in the event, and the time, travel, food and lodging arrangements.
• Send copy of this confirmation letter to Rebecca Udler in SAS.
• Coordinate with your group's members to arrange a host for the visitor.

Seeking Sponsorship for Club Events

Steps for Seeking Corporate Sponsorship for Club Events

1. Review the Corporate Sponsorship Information handbook which contains information about the sponsorship process and sample solicitation materials.
2. Begin planning at least 6 months in advance – some funders allocate their resources a year in advance and some consider requests for financial support only a few times a year. You give yourselves a greater chance at success with a longer lead time.
3. Make an appointment with Rebecca Udler in the Office of Student and Academic Services to determine how much you will need to raise to support your event.
4. Prepare the sponsorship materials which may include a cover letter, proposal/project description, and budget. In the materials describe event/project: topic/purpose, place, date, keynote speaker, number of attendees expected and why funds are needed. It is important to describe why this is a good opportunity for the company: interaction with students; recruitment possibility; heightened on-campus awareness; or intersects with corporate need, interest or marketing objective. Depending upon the event, you can offer a company sponsorship benefits which include recognition in promotional materials; recognition on site at event; and opportunities to participate – including sending representatives, distributing corporate materials.
5. Compile a list of the organizations you wish to approach for funding. To research and identify potential corporate sponsors, use a variety of search methods including online databases such as Hoover’s “Build a List” feature, and the Foundation Center’s Foundation Directory Online (link for Yale community), corporate websites, and analyze funders of peer student clubs.
6. Meet with Rebecca Udler again once you have developed the prospect list and sponsorship materials.
7. Contact Adrienne Gallagher in the SOM CFR Office for approval of prospect list and solicitation materials. All prospect lists must be approved by the Yale SOM CFR office before any solicitations can happen and solicitation of SOM and Yale alumni as individuals is not permitted. Allow one week for review of prospect lists and proposals.
   
   Other notes:
   • Mass mailings rarely work – make contacts and personalize solicitations
   • Thank the donor upon receipt of commitment
   • Involve in event and keep informed of progress
   • Acknowledge at event
   • Send letter after the event thanking for sponsorship support and providing short recap of success of event
   • Send copies of all correspondence to Adrienne Gallagher in the SOM CFR Office

Yale SOM CFR Contact Information
Adrienne Gallagher
Associate Director, Corporate & Foundation Relations
Email: adrienne.gallagher@yale.edu
203-432-0207

SAS Contact Staff
Rebecca Udler
Associate Director, Office of Student and Academic Services
203-432-7501

Betsy Dailinger
Deputy Director, Office of Student and Academic Services
203-432-6005

Involving Alumni in the Event
If you are planning an alumni event — such as a Yale Club Alumni/ae Reception — contact Rebecca Udler in SAS as soon as you beginning thinking about having this type of event. We will walk you through the procedures for obtaining mailing labels, getting invitations ordered, dealing with places such as the Yale Club. There are a number of procedures that must be followed to the letter when including alumni in your event.

Steps for Involving Yale SOM Alumni in Club Events
The Office of Development and Alumni Relations is ready to help you involve alumni in your Club events and projects. We ask that you notify us as soon as possible after your plans are in place. Contact Cindy Charlesworth for additional information.

Invite Alumni to Your Event
The most up-to-date alumni contact information is available through the University's database which is updated daily based on changes provided by the alumni themselves. We cannot emphasize enough the importance of relying on this central database for your mailings. Please do not use Excel spreadsheets that may have been prepared months ago. These databases quickly become stale.

There is a two-week lead-time to order the customized address file from the University. You may target your mailings by a number of criteria including geography, class or industry. You may order mailing lists and/or address labels for a nominal fee. You also may choose to prepare the mailings yourselves or to pay RIS to do it for you. Their fees are very reasonable so it is worth considering.

Steps to Send Mailings to Alumni

• Prepare the invitations. We have a lot of experience with invitations and letters. Please send the draft to us via e-mail so that we may review for you. Once it is finalized, RIS can reproduce it for you for a nominal fee.
• Order the address file. Identify your target audience and e-mail the selection criteria to us. We will order the file which will be prepared by Alumni Records and shipped to RIS if they will be coordinating the mailing or you may be notified to pick it up.
• Decide what output you want from the address file. You may order a printed address list or mailing labels. Electronic versions are not yet available.
• Decide whether you want RIS to prepare and send your mailing or if you want to stuff envelopes yourselves. 
  

Publicize Your Event to Alumni
Our office generates a number of communications to alumni and maintains an electronic Alumni Events Calendar. When possible, we will be happy to include information about your event, provided that you have a confirmed date, funding, and a brief description of your event or project.

Inform other Yale University Departments and Alumni
The Office of Alumni Affairs often receives calls from alumni and from other university departments. We will be happy to inform them about your projects or events when appropriate.

Contact Staff
Rita Chepulis 
Associate Director of Alumni Relations
203-432-6831

Club Reimbursement Process
Go to the Forms page for parameters and instructions.

Custodial Services for Club Events
Yale Custodial Services must be used if any alteration of the room's normal style setup is needed and for post-event cleanup. As part of your planning, you must contact Georgetta Sheppard (Office: 203.432.6511; cell: 627-4222) our custodial supervisor at least 2 weeks before your event, to discuss any special setup required. Provide Georgetta with a Custodial Service Request form.