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Planning and Promoting your Event

Good planning is essential to good event promotion and it will lead to better attendance. Even if people can’t make it to your event, hearing that your chapter is active will increase the likelihood that they’ll participate in future.

5 essential steps to getting the word out:

  1. Heads-up!
    As soon as you have decided that you will host an event, contact the Alumni Office. The more notice we have, the better—ideally three or more months. This time allows us to help you locate a venue, invite guests, promote the event, produce material, etc.

  2. You’ve got mail
    Considering emailing or mailing a flyer to promote your event? We’ve got a database of our alumni, but will we need at least six weeks’ notice for an email and eight weeks for mail (it takes 10 days to get the list).

  3. Spread the word

    Email is typically the best method for communicating with alumni in your area or discipline. The Alumni Office is not able to share contact information with volunteers (due to privacy laws and our own privacy policy), but we can distribute messages on your behalf.

    Social networking sites like Facebook or LinkedIn are excellent tools to help promote your event. Use our York Alumni pages on LinkedIn and Facebook.Don’t have an account? Don’t worry, we can help you. We can also help to run a targeted online ad campaign.

    A listing on our Alumni event calendar is a must. Once you send us the details about your event, we can add it to the event calendar on our website.

  4. Papparazzi
    Photos are an excellent way to publicize past and future chapter events, and recognize key volunteers and event participants, so have your camera ready. Post your photos on your chapter website or Facebook page, and make sure to send them to us so post them the Alumni website.  

  5. Help!
    Let is know how things are progressing. If you are experiencing any trouble, we might be able to help out.