STEP 1: DECIDE

What type of event should we have?
Anything that appeals to alumni in your region or interest group is fair game—educational, social, athletic, musical or perhaps a combination of these.
Following are examples of alumni programs:
· Calvin professors speaking on their area of expertise
· Calvin music group giving a concert
· Calvin athletic team game/match (with reception following) or satellite site for The Game
· Viewing/study of a Calvin-related videotape or book
· Picnics/banquets/socials/potlucks/student send-offs
· Calvin alumni "talent night"
· Alumni business card swap/social
· Tour of museum (with a Calvin professor or alumni expert as guide)
· Interesting local alum presenting a topic of interest

STEP 2: PLAN

How do we schedule an event?
A chapter starts planning an event by contacting the Alumni and Public Relations Office at 616-526-6142 or chapters@calvin.edu.

If the chapter would like a professor to visit their area, refer to Calvin's Resource Guide to Speakers and Programs. (One booklet is sent to every chapter in the Fall.)

STEP 3: INVITE

How do I go about contacting the alumni in my area about chapter events?
Chapters that are actively involved (recognized) by consistent programming in the Seven Service Areas (programs, admissions, scholarships, careers, development, service and representation) can count on a large amount of help from the Alumni and Public Relations Office.

A chapter leader needs to get event information to our office approximately 5-6 weeks before the event date. There are many ways this can be done (via email, fax, phone) to make the transfer of information most efficient. Call the office, 616-526-6142, or email chapters@calvin.edu to find out how it works best for you. The office then sends the invitations to your chapter by printing a postcard or letter, addressing it to your area alumni and mailing the invitations from Grand Rapids.

STEP 4: ADVERTISE

How do we get the word out about our event?
After a mailing has gone out, we strongly encourage word of mouth advertisement for all chapter events. A personal reminder of the invitation is best. A quick telephone call or email to people in the chapter is also effective to remind people about the upcoming date. (Some email addresses are currently available for alumni and can be obtained from the alumni office.) If there are Christian Reformed or other supporting churches in the chapter area, we suggest publicizing the event in church bulletins. (The Alumni Office provides this service in West Michigan with appropriate notification.) Be sure to follow up the request for a bulletin announcement with a call to reinforce the importance of their help. Local school and community publications are great publicity, too.

If your chapter is really organized, you are welcome to publicize upcoming chapter events in the alumni magazine, too! Spark is mailed second-class and may take up to two weeks to reach its destination. Plan your publicity accordingly:
· Winter issue covers mid-December through March events
· Spring issue covers mid-March through June events
· Summer issue covers mid-June through September events
· Fall issue covers mid-September through December events

All chapter events are listed on the alumni calendar. Alumni chapter leaders should check the website often for current events and information and refer event-goers and fellow alumni there, also.

STEP 5: PREPARE

Are there any Calvin items that can be sent to us for our event?
The office will provide the following upon request:
· Calvin napkins and balloons
· Alumni vehicle stickers
· Copies of the latest Chimes
· Admissions or other Calvin brochures and information · Alumni stationery and envelopes
· Postage-paid Calvin return envelopes
· A "surprise package" of Calvin door prizes (books, tapes, t-shirts, mugs, etc.)
· Videotapes of Calvin events
· Calvin banner or tablecloth for your "registration" or "supply" area Chapter Support Funds
· Special requests will be honored, if possible; ask!

We want a chapter event to be a success—at no charge or expense to the chapter leaders and with no headaches over little details, too! Check with the office staff to clear extra expenditures and to see if our office can provide any services that will help avoid further expense or bother for the local chapter.

There are limits to what the Association can finance and what the Alumni Office can accomplish with 30+ chapters actively operating. The Association guarantees the financing of one Calvin speaker per year, and the Office guarantees the support of two mailings per chapter per year. Any requests beyond this must be negotiated with the Executive Director (and please be aware of the demands made on the Office from week to week!). The Alumni Association Board has allocated dollars into a special account entitled "Chapter Support." New chapters may request up to $300 in start-up funds by writing the Executive Director of the Alumni Association in care of the Alumni and Public Relations Office and documenting any specific uses that are known at the time of the request. Established chapters may also make use of this fund by detailing the specific uses of the money to the Executive Director. The Executive Director of the Alumni Association is empowered by the Alumni Board to act promptly on each request. Any questions about these Chapter Support Funds can be answered by emailing chapters@calvin.edu.

STEP 6: REPORT

The event is over. Now what?
The Alumni and Public Relations staff intends to call a chapter leader around the time of each chapter event,but it is very helpful for the office to receive a written follow-up report of your event. When it is included in Spark visibility of your event will cause interest in your chapter to grow; it also spurs other chapters on with new ideas and suggestions for programs and projects.

Chapter Activity Report forms are available for online submission. Pictures (with captions identifying the persons in the photos) of chapter events are strongly encouraged. A photo increases the possibility that your chapter event will be covered in Spark magazine. We accept color or black and white photos; digital images emailed to us are also accepted and appreciated. Any pictures sent may also appear on the alumni website. Deadlines for Spark issues are listed as follows:
· October 15 for the Winter (December) issue
· January 15 for the Spring (March) issue
· April 14 for the Summer (June) issue
· July 15 for the Fall (September) issue