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WELCOME LETTER | GETTING STARTED | HOW TO GET THE BALL ROLLING
| PLANNING EVENTS AND ACTIVITIES | ESTABLISHING GROUP STRUCTURE
| COORDINATING EVENTS AND ACTIVITIES | EVENT PLANNING TIMELINE
| SO WHAT CAN WE DO? | A LITTLE BRAINSTORM
| GUIDELINES FOR COMMUNICATION | AFTER YOUR EVENT
| ANNUAL REPORT FORM | OTHER INTERLOCHEN LEADERSHIP GROUPS
Dear Interlochen Alumnus,
Welcome! With this booklet in hand, you have probably already established yourself as an Interlochen alumni leader. You have examined your relationship with Interlochen and have decided to play a leadership role in preserving the heritage of Interlochen and in building its future. You have probably asked many times, "What can I do to help?" It is our hope that this handbook will answer some of those questions, whether you are in a metropolitan area, with several hundred other Interlochen alumni, or whether you are in a small community, and are contemplating building alumni activity on your own or with a few other alumni.
One factor that makes Interlochen unique is also what makes alumni relations challenging. We are a diverse population, numbering over 80,000, with representation across the world. Many came to Interlochen as children and now, having furthered our education and moved into disparate careers, we are a broad and diversified population that struggles to find a common voice.
Our missions in alumni relations are four-fold. We strive to honor the achievements of our alumni, whether through spreading news of job placements, marriages and births, or through recognition programs and awards. We work to bring alumni together to share their experiences, whether through reunions on campus or community-based gatherings. We renew the lifeblood of the institution, assisting in student and camper recruitment and encouraging employment opportunities at Interlochen. Lastly, but perhaps most important, we all endeavor to ensure the longevity of Interlochen through our support, whether financial, or by contributing service and time.
Our regional activities depend on volunteers like you. Though our office is small, our energy and belief in the mission of Interlochen is strong. So please read, enjoy, and let us know what you think of this publication! We are here to help everyone succeed!
Sound the Call!
Anne Shoup
Director of Annual & Alumni Giving
Sally Zeits
Department Assistant
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GETTING STARTED
Perhaps the hardest challenge in building alumni activity is getting started. The first step is to become aware of others in your area who may have already expressed interest in being alumni volunteers or perhaps connecting with alumni in your community who you may know, but may not have been aware of. Many times, people are surprised to discover that another Interlochen alum lives just down the street or works at a company that you already do business with. Following is a suggested timeline for getting organized:
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HOW TO GET THE BALL ROLLING
STEP 1. 8-10 weeks before approximate date of first meeting
Contact the Interlochen Alumni Office
We will:
Identify potential "leaders" within your region Provide lists and contact information for alumni in your region Create and distribute invitations to alumni & friends in your region (after date is confirmed) Arrange for Alumni Director or Communications & Events Coordinator to attend your kick-off (when possible)
STEP 2. 6-8 weeks before meeting
Select and Contact 5-8 Leaders from the region and arrange a "leaders" meeting Determine date, time, and location for the first meeting (share information with the Alumni Office) Delegate planning responsibilities amongst leaders, including: Reservation of meeting location, contact with potential attendees, programming, and publicity, etc.
STEP 3. Create an agenda
Include ample time for:
Reminiscing and Introductions Electing officers, appointing committee members, or assigning responsibilities Determining the goals and objectives of the group Setting the date for next meeting/event
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PLANNING EVENTS AND ACTIVITIES
One challenge of establishing regional alumni groups is deciding how many activities should be planned. It is far better to start with two or three events during the year, spreading them out, with plenty of time to plan, than to attempt monthly meetings or a strict structure. Below are some suggestions for which opportunity to serve and remain involved with the institution and its constituencies, while taking into account varying levels of resources. Each model provides structure while offering flexibility. Always take into account your group's resources in terms of volunteers, time, money, and energy!
MODEL A
Characteristics: Newly formed, newly restructured, and/or small, geographically diverse group
1 Newsletter/Mailing
1 Event with broad alumnae appeal *
1 Targeted event with specialized appeal**
and/or
1 Admissions event or activity
MODEL B
Characteristics: Growing, medium, and/or urban group
1-3 Newsletters/Mailings
1-3 Events with broad alumnae appeal *
1 Targeted event with specialized appeal**
1 Admissions event or activity
MODEL C
Characteristics: Mature, large, and/or urban group
3-4 Newsletters/Mailings
2+ Major events with broad alumnae appeal *
1 Community Service project or Community event
1-3 Targeted event with specialized appeal**
1-3 Admissions event or activity
* Broad based events a
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