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Volunteer Conference Getting Started PENN REUNION WORKBOOK VOLUNTEER CONFERENCE GETTING STARTED Welcome! “Whether this is your first time considering volunteering or if you are a seasoned class volunteer, we are glad you are joining us for the Penn Reunion Volunteer Conference (PRVC). You will experience the magic that happens at PRVC as you connect as classmates and plan for your upcoming reunion! Attending PRVC is a Penn-ergizing experience designed to leverage volunteers’ reunion-planning expertise to maximize attendance and excitement at your class’ reunion.” Lisa Nass Grabelle, C’93, L’96, PAR’23 President, Alumni Class Leadership Council “While we cannot meet in Houston Hall this year, the virtual Penn Reunion Volunteer Conference (PRVC) remains a terrific opportunity to reconnect with classmates and University staff as well as to collaborate, learn, and brainstorm new ideas to engage fellow alumni in the achievement of our fundraising goals. It also serves as a great way to kick-off your milestone reunion celebration, and will be a fun and productive experience. We look forward to bringing everyone together in new ways this September!” Yusef Kassim, ENG’99 Chair, The Penn Fund Executive Board PENN REUNION VOLUNTEER CONFERENCE 2 GETTING STARTED Engage. Support. Reconnect. Penn Alumni Relations and The Penn Fund are both eager and excited to welcome you back to campus on May 14-17, 2021! While it is our hope and intent to celebrate in person, the University administration along with the Health System continue to monitor the ongoing Covid-19 pandemic. We ask for your patience and partnership in the coming months as we work within the guidelines outlined as it pertains to safely returning to campus. Reunion planning may look a little different than in years past, but what you are tasked with as reunion volunteers remains the same. Together, you will discover new opportunities to celebrate and engage with your class and the Penn community. This booklet and the Penn Reunion Planning website (www.alumni.upenn.edu/reunionplanning) are designed to help guide you and your fellow committee members through the planning process, and to encourage you to think outside the box and help engage as many classmates as possible while encouraging them to engage, support, and reconnect with Penn! 1 5 Steps to Build a Successful Reunion! Build your Create an Connect with 2 Committee Outreach Classmates Strategy 3 Communicate Keep your Brainstorm a Populate (or website monthly email create) your social up-to-date content plan media channels Keep in Schedule virtual 4 touch committee meetings and class gatherings 5 Utlilize Search for classmates Review Set Goals Penn on QuakerNet Affinity Lists resources (Soon to be MyPenn!) Check items Mark your off your list calendar! PENN REUNION VOLUNTEER CONFERENCE 3 OUTREACH STRATEGY Build Your Committee Reunion success is based on the dedication and enthusiasm of your committee. Begin by recruiting classmates to join your committee, delegate committee roles, and start connecting with classmates! Reunion Chair(s) Recruits committee members and works with respective chairs on planning and outreach strategies. Works directly with Alumni Relations staff liaison to plan reunion weekend events. Creates agenda for monthly call with chairs, provides updates to staff liaison. Outreach Chair(s) Recruits classmates for outreach. Works with Reunion Chair to set outreach goals and strategy. Coordinates outreach strategy meetings and conference calls. Tracks outreach strategy progress and provides updates to Reunion Chair. Communications Chair(s) Works with Reunion Chair and Social Media Chair on communication strategy. Provides class email content to Alumni Relations staff liaison per communication deadlines. Social Media Chair(s) Work with Reunion and Communications Chairs to create social media buzz about upcoming reunion activities. Utilize class Facebook groups, Instagram, Twitter, etc. Affinity Student Involvement Chair(s) Recruit classmates to reach out to affinity and student involvement groups. Work with Reunion and Outreach Chairs on affinity outreach strategy. Report back to Outreach Chair on progress. Penn Spectrum Chair(s) Coordinate outreach to diverse classmates. Work with Penn Spectrum diversity groups to support and promote Spectrum programming. Collaborate with Communications and Outreach Chairs to include Penn Spectrum messaging and event listings in class outreach. Education Chair(s) Identify and suggest classmates who may be appropriate to participate in the featured all-alumni education events. Identify potential topics/ speakers for a class-specific panel. PENN REUNION VOLUNTEER CONFERENCE 4 OUTREACH STRATEGY Schedule Committee Meetings Committee meetings are necessary to keep track of outreach and planning goals, as well as a great opportunity to connect with your class. Schedule monthly meetings with each sub-committee as well as the full outreach committee using virtual platforms or conference calls. What to expect: • An opportunity for team building • Review class lists Agenda | Class of 2020 Outreach Conference Call • Overview of Alumni Weekend schedule of events September 12, 2020 | Zoom | 7 PM EST • Gift update 1. Introductions and Hello! • Delegate committee assignments 2. Review events/schedule for Alumni Weekend • Develop a communications plan 3. Gift update • Create content for social media 4. Social Media Strategy Be mindful: i. Promote class specific events • Time zones may vary; use online tools like Doodle to assist in scheduling ii. Tease giveaways and promo items • Prepare an agenda and share prior to the meeting iii. Encourage committee to post when they register for • Limit meetings to an hour Alumni Weekend 5. Outreach plan Pro Tip: Take a photo or screenshot i. Assign captains for affinity outreach of your committee meetings to ii. use for your next class email and Review classmates on the no contact list or to share on your social media iii. Review phone call script channels! 6. Weekly registration numbers 7. Group Zoom photo and Virtual Toast! PENN REUNION VOLUNTEER CONFERENCE 5 OUTREACH STRATEGY Calendar EVENTS, REMINDERS & OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY PLANNING AND OUTREACH 6: Career Tools Webinar Series Career Tools Webinar 5: Programming through Series 12: Alumni Career Design December 31 will he held 12: Engaging Minds University Events Fellowship 9-14: Homecoming@Home online. Visit www.alumni. 12 PM EST upenn.edu/govirtual for the 14: Global Discovery Series 16: Power of Penn Faculty full list of programs. 21: Power of Penn Faculty Series Series 2: Groundhog Day 11-18: Hanukkah 1: New Year’s Day 12: Chinese New Year 12: Columbus Day 11: Veterans Day Holidays 25: Christmas 18: Martin Luther King Jr. 14: Valentine’s Day 31: Halloween 26: Thanksgiving 26: Kwanzaa Day 15: President’s Day 17: Ash Wednesday • Plan affinity/student involvement outreach • Continue to build your • Promote Engaging Minds outreach committee (December 12) SEND HOLIDAY MESSAGE • Plan affinity/student • Encourage classmates to book • Ben’s Birthday Bash is a involvement outreach hotels • Share reunion updates with great opportunity to connect • Update outreach tracking • Develop content plan for email • Create a plan to track outreach with Regional Clubs virtually classmates • Have a committee call focusing Planning & Outreach and social media to make sure you reach every www.alumni.upenn.edu/ • Encourage classmates to login on outreach updates mid- classmate! bensbirthdaybash to MyPenn • Schedule monthly committee month conference meetings/calls • Login to MyPenn (formerly • Start collecting nostalgic • Check-in with all committees throughout the reunion cycle QuakerNet) to update photos from classmates to use • Brainstorm itinerary for reunion your profile and search for in slideshows and emails weekend (Refer to weekend classmates calendar on page 21) • Promote virtual events and Homecoming @Home PENN REUNION VOLUNTEER CONFERENCE 6 OUTREACH STRATEGY Calendar EVENTS, REMINDERS & MARCH APRIL MAY JUNE JULY PLANNING AND OUTREACH 14-17: Alumni Weekend (Classes ending in 1 and 6) University Events 20-23: Reunion Weekend Part II (Classes ending in 0 and 5) 17: Commencement 14: Daylight Savings 2: Good Friday 5: Cinco de Mayo Holidays 17: St. Patrick’s Day 4: Easter 9: Mother’s Day 20: Father’s Day 4: Independence Day 28-4: Passover 22: Earth Day 31: Memorial Day • Highlight reunion weekend activities • Reunion debrief with committee and Alumni • Last chance to book rooms Relations staff liaison from hotel block • Keep social media going with • Focus outreach on past reunion weekend photos, ask reunion attendees, alumni with CONTINUE OUTREACH! • Continue to collect nostalgic for comments/posts from a spouse that is also an alum, • Remind classmates that • Confirm your class leadership Planning & Outreach photos of your time on attendees classmates with kids that are registration doesn’t close - for the next five years. campus, share on social media • Reunion Chairs and Class graduating they can walk on to all events! Leadership to submit class • Entire committee should be summary or submit to be registered by now! considered for a class award • Promote class/parade favor • Make a final push to support and Penn Alumni giveaway your class gift before June 30 • Finalize parade script PENN REUNION VOLUNTEER CONFERENCE 7 OUTREACH STRATEGY Alumni Weekend Programming Friday, May 14 Saturday, May 15 TIME EVENTS EVENTS 9 AM 10 AM Morning Programming 11 AM Conversation with Dr. Gutmann 12 PM Alumni Day Parade 50+ Lunch & Learn:
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