In-Person Programming

Scheduling

Be mindful of:

• W&M Signature Events, including Charter Day, One Tribe One Day, Traditions Weekend and Homecoming & Reunion Weekend.
• Holidays, including religious and federal holidays.
• William & Mary Alumni Association (WMAA) contract review timeline (10 business days).
• Marketing and communication timeline (6 weeks in advance of event).
• Time of day – choose the time of day of your event based on who you want to attend.

Location

Consider a location that appeals to a broad demographic, such as a museum or nature preserve. Talk to leadership team and network leaders to see if anyone has a membership or can sponsor your network at a particular facility to reduce costs. Even consider a network leader’s home, as appropriate. Especially in larger metropolitan areas vary engagement opportunity locations. This will ensure that everyone can attend at least one engagement opportunity that is convenient to their home or office. When choosing a venue, make sure you are aware of parking, sitting/standing room, cost and catering (some venues require you to use their caterers). These little details can sneak up at an engagement opportunity and dramatically change costs, so be sure to ask ahead of time.

Hosted Events

When considering an engagement opportunity in someone’s home, consider the same criteria as when engagement opportunities are hosted at a public location. Confirm there is adequate parking, seating, tables, standing space, etc. Always consider the context of a hosted engagement opportunity. All WMAA hosted events are covered (for covered causes of loss) on the WMAA Insurance policy.

Financing Events

The WMAA operates on a July 1-June 30 fiscal year. Each July, networks receive an allocation from the WMAA. Your Alumni Engagement staff liaison will let you know your network’s specific allocation each year. The allocation should be spent down each fiscal year. Alumni Engagement staff liaisons can provide historical spending information to give networks a clearer vision of what engagement opportunities cost.

Event Pricing

Place value on your engagement opportunity. Even a small charge can add value to an engagement opportunity in the eyes of the attendees, and even a small financial transaction can help reduce “no shows” and increase attendance. When considering pricing for an engagement opportunity, think about what you’re trying to accomplish. If charging feels appropriate, then consider adding a fee to help cover costs for the event.

Welcome Table

A welcome table ensures all guests are greeted and checked in prior to the engagement opportunity starting. We recommend including nametags at a welcome table and staffing the table with a few leaders to make introductions and/or conversation with guests. 

Registration Lists

Your Alumni Engagement staff member will send you a final registration list prior to the engagement opportunity. If your event is a paid event, the list will include payment information. If a guest is not registered or paid, but shows up to attend, your alumni engagement staff member can follow up with them after the event. Please collect email address and phone number of the guest for your alumni engagement staff member. Network leaders should coordinate with staff to send an event reminder or know-before-you-go email to all registrants one to two days prior to the event.

Risk Management

Contracts

All contracts must be reviewed, approved and executed by the WMAA. Please work with your Alumni Engagement staff member. This process typically takes 10 business days.

Alcohol Policy

To ensure legal and responsible service and use of alcohol at the event, be sure that attendees who would like to consume alcohol provide proper identification. Use a licensed bartender to identify those of legal age. For hosted events, request a Certificate of Insurance (COI) from the catering company or bartender naming the homeowner as well as the WMAA as an additional insured with a waiver of subrogation.

Certificate of Insurance

If a Certificate of Insurance (COI) is required by the venue, please work with your Alumni Engagement staff member.

WMAA Insurance Policies

Network Leaders are included in the policy definition of who is an insured under WMAA’s General and Excess Liability policies. These policies would provide coverage for claims resulting from covered causes of loss for such things as allegations of negligence, bodily injury, and/or property damage.