BEFORE PLANNING AN EVENT, YOU SHOULD DO THE FOLLOWING:

• Contact HAO (Coordinator of Reservations) to determine possible date conflicts with UH or HAO pre-existing events. Also, check with your community and board members' calendars for conflicts.
• Plan an annual activity calendar to submit to the HAO.
• Have a commitment from each board member to support and attend the programs and bring at least two alumni or special guests. (If boardmembers are not committed to the project, do not proceed).
• Select event sites that reflect the quality of an outstanding University and its alumni. o Be sensitive to "room psychology." Do not arrange a function for 50 alumni in a room designed for 200.
• Offer a variety of programs and activities to reflect the differing interests of alumni. Do not try to plan one event that appeals to all alumni.
• Seek input from the board and, whenever possible, the general membership to learn the type of program activities alumni would enjoy. (Brief telephone, mail, and e-mail surveys work well).
• Always prepare a written agenda for each program or activity, including starting and ending time.
• For functions that require payment by alumni for a dinner or reception, add a small surcharge to ensure that the group's expenses are covered.
• Alumni should be encouraged to reserve in advance (especially if there is a cost involved).
• Attendance is not the sole measure of success. The quality of the event and what is said about the University is more important. Over time consistently good functions should attract increasing participation.

RESERVATION CHARGES
The most significant expense that alumni consider when deciding whether to attend an event is their time. Charges for a dinner or a nominal fee to offset the costs of a reception do not deter attendance if it is perceived to be worthwhile and of value. You may consider different charges for HAO members vs. non-members, i.e., $15 for the HAO members and $20 for non-members.

EVENT SUGGESTIONS
Creative and well organized functions are at the core of every successful alumni group. One good activity is much better than three or four poorly planned and executed functions. All programs and activities should be a justifiable use of the group's resources and should be meaningful and fun.

THE FOLLOWING ARE EXAMPLES OF PROGRAMS AND ACTIVITIES:

EDUCATION
Educational Excursion
Historical Excursion
Educational Seminar
Cultural Experience
Graduate Testing
Lecture Series
On-Campus Open House
Legislative Advocacy

SOCIAL
Athletic Events
Membership Campaign
Community Service Projects
Happy Hours
Speaker Series
Reunions
Homecoming Activities
Frontier Fiesta Activities
Awards Dinners
Singles Mixers
Cultural Engagements