Host Duties / National Networking Day / Westminster College

Alumni Host Duties

Pick a location that would appeal to a wide range of ages.
Set a reasonable start time, i.e., 5:30 PM has been suggested. Anticipate the event to run approximately two hours.
Select a venue that serves both food and alcohol.
Reserve a table/tables for 15 people which can be adjusted as attendance is confirmed. If possible, attempt to be placed in an area not in the center of the restaurant/bar but is secluded enough to promote positive networking connections. (Note – Reserving a private space would be ideal but there is no budget to cover this expense.) Many locations will accommodate semi-private spaces like a portion of a patio, bar or loft free of charge, just ask!
Permit the college to use your name as the host in its event marketing.
Help publicize the event by sharing your specific event link to your Facebook page and alumni social circles.
Make a personal effort to reach out to local alumni to invite them to the gathering at least two weeks prior to the date. Names/contact information will be made available to the host:

Emails
Phone calls
LinkedIn – Visit the alumni function of LinkedIn to identify alumni in your area, and send them a LinkedIn invitation to the event.

Be sure you have received your event supply box from the Alumni Engagement Office one week prior to the gathering.

Welcome alumni/guests and make note of check-ins for those registered and not registered to get an accurate list/contact information for all attendees.
Assume responsibility for providing welcoming remarks and an update on the College (20 minutes after start time; information will be provided).
Encourage participants to provide business cards upon entry.
Facilitate a Professional Conversation Starter Game if the venue, style and size of the group promotes such an option.
Facilitate conversations; circulate among the participants and make introductions among the attendees.
Notate any feedback from participants for sharing with the College. Take both candid and group pictures and submit them to the Office of Alumni Engagement.
Provide closing remarks thanking participants for their attendance and encouraging them to attend future events (15 minutes prior to the end of the event).

Pack up remaining College materials, and return them to the Office of Alumni Engagement. Prepaid shipping labels are provided (if not returned with a staff member).
Submit attendance information, photographs, and feedback electronically.

Orchestrate alumni-wide promotion and marketing.
Manage all alumni registrations.
Provide event supplies including name tags, alumni materials, hand-outs, a check-in list, and talking points.
Provide an allocation of funds for a first round of appetizers. All other food orders and drinks will be the responsibility of each participant.
Provide post-event wrap-up communications and links to public photos.
Depending on event turnout and resources at any of the given locations, College IA staff may be assigned and travel to various locations and can assist with all event duties.