Organizing an MIT Club Event
Organizing an MIT Club Event
MIT Club events provide opportunities to have fun, meet new people,
learn about important topics and explore new places. By organizing an event, you do all of the above for yourself
plus you also benefit other MIT graduates who attend. Organizing
an event takes planning and work, but can be very rewarding. The MITCNC officers are
available to support you, provide ideas and back you up. All MITCNC events are run by volunteers, so we need you to make the Club work.
Before the Event
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Pick a topic, a speaker or an activity that interests you.
MIT Club events should not involve political advocacy, religious practices or commercial activities of any
kind. The Club maintains a list of event ideas in case you need inspiration.
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If you plan an event in conjunction with another
organization, please determine financial responsibility in
a written agreement that sets limitations for
duration of the relationship and financial liability. Also,
any event with over $1,000 exposure requires approval
of the club president. Plan to charge a fee of at least $15
for adult Club members attending business-related events.
Consider charging non-members an additional premium.
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Talk to any MITCNC officer
and identify the right advisor depending on
your theme: Entrepreneurship, Career Development, Young Alumni
Events, Social & Cultural Events, Technology, or Sports
& Recreation. If you can't figure out whom else to
contact, try the Volunteer Coordinator.
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Coordinate your event's schedule and pricing with Club Officer in order to avoid conflicts with other Club
activities. The Officer can help you planning in the event, setting pricing (goal at least
break even), arranging a location, deciding details like event
format, food, etc.
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Determine if you require a liability waiver.
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Once the details have been settled, write and
send your brief event announcement to the VP of Communications for distribution
via the Club's mailing list and inclusion on the Club's Events Calendar.
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You should receive messages from the Kintera registration system when alumni sign up for your event. Contact the Club Officer if you have questions
about the Web site registration process.
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Keep in contact with your Club Officer
about the total number of registrants for your event. The
on-line registration system may email you about the number of payers of
registration fees but does not update organizers about the
total number of attendees. These totals will differ if payers sign up one or more additional attendees.
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Arrange the location, speaker(s) set-up, volunteer
staff, marketing, food, name tags and pens. Print out copies
of attendance form, credit-card payment forms, liability waiver, media waivers and registration fee receipts to take along.
(Depending on the nature of your event, you may not require
copies of all these documents.)
At the Event
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Have someone welcome the attendees as they arrive, ask
them to sign in and, if
necessary, accept payments and provide receipts. If an attendee wants
to pay by check at the event, then complete one of the payment forms.
All checks should be made out to ``MIT Club of Northern
California''.
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Introduce the speaker/host to the audience. Thank him
or her after the talk on behalf of the club.
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Mention related events and the MITCNC website.
Encourage non-members to join and members to volunteer with the Club.
After the Event
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Send to the VP of Finance all of the checks, expense
invoices/receipts, credit card payment forms and the reimbursement and reporting form. Be sure
to submit funds via a traceable method (FedEx, certified,
etc.) and expense the postage too.
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Send a thank-you letter to your guest speaker or host.
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