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: 1 PM Panel 1: 12 PM - 1:15 PM Alumni Day Picnic 2 PM Lunch 1:15 PM - 2:30 PM Campus Then 3 PM Panel 2: 2:30 PM - 3:30 PM and Now Tours 4 PM Friday Afternoon Programming Afternoon Programming 5 PM

6 PM President’s Volunteer Reception and Check Presentation 7 PM

8 PM FranklinFest and 9 PM yPenn Highball Reunion 10 PM Parties Reunion Parties

11 PM

12 PM

PENN REUNION VOLUNTEER CONFERENCE 8 OUTREACH STRATEGY

Alumni Weekend Programming

Sunday, May 16 Suggestions for Additional Events

TIME EVENTS Advertise existing events to your class • Netter Center Panel: Saturday | 4:00 - 5:30 PM 9 AM • Museum Tours: Penn Museum and The Barnes Museum 10 AM All-Alumni Brunch and • Tours: Student-led walking tours Memorial Service 11 AM Plan class-specific events with a targeted purpose 12 PM • Educational Events: Single classmate, panel of classmates with Sunday Programming one interest, group-shares 1 PM • Intentional Segment Events: Family brunch, sober space 2 PM • Tours: Class gifts tour, student tours with specific routes 3 PM • Welcome Area • Fun & Games: Group exercise, scavenger hunt, trivia 4 PM

5 PM

6 PM 7 PM Calendar Key 8 PM Programming for all classes, do not program over these 9 PM events

10 PM Events where you can incorporate your class

11 PM Suggested time slots for additional programming 12 PM

PENN REUNION VOLUNTEER CONFERENCE 9 OUTREACH STRATEGY

Alumni Weekend Snapshot

1. Use Alumni Weekend signature events to enhance your programming. • Friday: FranklinFest and yPenn Highball (6:00 PM - Midnight) • Saturday: Conversation with President (10:45 - 11:30 AM) • Saturday: Alumni Day Parade and Picnic (Noon - 3:30 PM) • Sunday: All-Alumni Breakfast and Memorial Service (9:00 - 11:30 AM)

*All reunion volunteers, both outreach committee and gift committee, are invited to The President’s Volunteer Leadership Reception on May 14 at 5:30 PM, in honor of your volunteer service.

2. Online registration opens March 1, 2021! Committee members are encouraged to register once registration is open.

3. For classmates who are unable to attend the full weekend, advertise the Alumni Day Pass ($40), which includes Franklin Fest and yPenn Highball, Alumni Day Picnic, All-Alumni Breakfast, and Penn Alumni insulated tote.

4. Hotels fill up quickly! Promote the Penn Alumni hotel room blocks to your class: www.alumni.upenn.edu/awhotels.

Alumni Weekend Registration Specific reunion pricing will be advertised in January. The cost of the Alumni Day pass will be $40 and required to enter Alumni Day picnic tents, including participating school tents. Name badges are required to enter picnic tents, so plan to pick up your name badge prior to the Alumni Day parade at the registration tent located behind Sweeten Alumni House. Both reunion specific pricing and the Alumni Day pass will include a Penn Alumni insulated tote. The Penn Alumni insulated tote will only be available at central registration.

Alumni Day Picnic During the picnic, activities will be available for all ages. Entertainment includes a DJ and performances by the Glee Club and Penn Band.

Picnic Locations: College Green: The Quad: : Post 50th and Old Guard Tent: 1956/65th, 1961/60th and 1991-2010, 2001/20th and 2011-2020, 2010/10th, and 1966/55th Reunion Picnics 2006/15th Reunions 2016/5th Picnics 50th Reunion Tent: Class of 1971 1972-1995, 1976/45th, 1981/40th, 1946/75th and 1951/70th Reunion 25th Reunion Tent: Class of 1996 1986/35th and 1991/30th picnics will be held in an indoor Reunion Picnics location, to be determined Participating Schools: Dental, Engineering, Nursing and Medical Reunion Picnic tents.

PENN REUNION VOLUNTEER CONFERENCE 10 OUTREACH STRATEGY

Student Involvements / Affinity Groups

Divide and conquer! Start identifying committee members to lead affinity group outreach. Utilize QuakerNet to find classmates.

College Houses Delta -Fraternity Zeta Sorority Sailing-Varsity Ballroom Dance Club-Soc Arts House Alpha-Fraternity -Fraternity Ski Racing-Club Beta Gamma Sigma-Honor (3 floors in Harnwell House) Delta Phi Epsilon-Sorority -Fraternity Soccer-Club Big Brothers Big Sisters Butcher/Speakman/Class of ‘28 Delta Psi-Fraternity Upsilon -Sorority Soccer-Intramural Bio. Basis Behavior Soc.-Acad (Quad) Delta -Fraternity -Frat Soccer-Varsity Bio-Med Resrch Society-Acad Fisher Hassenfeld -Sorority Zeta -Sorority Softball-Varsity Black Arts League-Cultr Goldberg -Fraternity -Fraternity Squash-Varsity Black PreHealth Society-Acad Gregory -Fraternity -Sorority Swimming-Varsity Black PreLaw Society-Acad Hamilton InterFrat Council-Fraternity Athletics Table Tennis-Club Black Student League-Cultr Harnwell (High Rise East) Kappa -Fraternity Akido-Club Tennis-Varsity Black Wharton U/G Assn.-Acad Harrison (High Rise South) -Fraternity Baseball-Club Track-Intramural Bloomers-Perform Hill -Sorority Baseball-Varsity Track-Varsity Bowl Award International House -Sorority Basketball-JV Volleyball-Varsity Bread Upon Waters Kings Court / English House -Fraternity Basketball-Intramural Water Polo-Club Bridging the Gap New College House -Frat Cheerleading-Varsity Water Polo-Varsity Campus Crusade-Religious Riepe Panhellenic-Serv Cricket-Club Wrestling-Varsity Campus Guides-Serv Rodin (High Rise North) Phi Alpha Sigma-Public Cross Country-Varsity Student Involvements Canadian Club-Cultr Sargent Hall -Fraternity Cycling-Club 1 in 4 Cane Award Spruce -Fraternity Equestrian-Club 34th Street Magazine Carribean American Stu Assn. Stouffer -Fraternity Fencing-Varsity ACELA-Cultr Chemistry Club-Acad Van Pelt Phi -Fraternity Field Hockey-Club ADEPEP-Cultr Chess Club-Soc W.E.B. Du Bois House -Fraternity Field Hockey-Varsity African American Arts Aliiance Chinese Student Assn.-Cultr (Low Rise North) Phi -Fraternity Flag Football-Intramural African Rhythms-Dance Arts Choral-Perform Ware -Sorority Football (Sprint/LWT)-Varsity Africana Studies Summer Institute Chord on Blues-Perform Greek -Sorority Football-Intramural AISEC-Cultr Christian Association-Religious -Fraternity -Fraternity Football-Varsity Omega-Serv Cipactli Latino Hon Soc-Cultr Alpha -Sorority -Frat Frisbee-Club Alpha Psi-Public Circle K-Serv -Fraternity -Fraternity Golf-Varsity Alternate Spring Break-Serv Civic House Public Interest In -Fraternity Pi Mu Epsilon-Fraternity Gymnastics-Club Alumnae Club of Phila.-Soc Civic House-Serv -Sorority Pi -Fraternity Gymnastics-Varsity Amer. Inst. Chem. Engineers-Acad Class of 1925 House-Coll Hse Alpha Sorority -Fraternity Ice Hockey-Club American Marketing Assn.-Acad College Bowl-Acad -Sorority -Fraternity Ice Hockey-Varsity Amnesty International-Serv College Republicans-Govern - Fraternity -Fraternity Lacrosse-Varsity Ancient Voices Community Kids-Serv Alpha Phi-Sorority -Fraternity Pennguinnettes Arts House-Coll Hse Community Serv. Volunteer-Serv -Fraternity -Sorority Rec Sports/Activities-Other Arts Hse Dance Cpny-Perform Connaissance-Cultr -Fraternity Sigma Kappa Sorority Rowing-Varsity Ase Academy Counterparts-Activ Beta Phi-Sorority -Sorority Rowing-Intramural Asian Pac Amer Leadrship Intv Curtis Organ Rest. Soc.-Serv -Fraternity Sigma Nu-Fraternity Rowing-Other Asian Pacific Coalition-Cultr Daily Pennsylvanian-Public Chi Omega-Sorority Delta-Sorority Rugby-Club Ayalah-Cultr David R Goddard Award-Awd Community House-College House -Fraternity Rugby-Varsity Badminton-Club Debate Council-Acad -Sorority Sigma Pi-Fraternity Sailing-Club Balalaika-Cultr -Public

PENN REUNION VOLUNTEER CONFERENCE 11 OUTREACH STRATEGY

Student Involvements / Affinity Groups

Student Involvements (Cont.) Intuitions-Perform Omega Upsilon Phi-Public PennQuest Student Committee for U/G Educ Destination Hip Hop - Dance Irish Club-Cultr Onyx Senior Society-Honor Penny Loafers-Perform Student Credit Union-Activ Dhamaka - Dance Arts Italian Club-Cultr Oracle - Student Honor Society PennYo - Group Students helping Students-Serv Dining Philosophers-Acad Ivy Transfers-Soc Orchestra-Perform Phi Beta Kappa-Honor Tae Kwan Do-Club Dining Philosophers-Acad J Whar Scholar Progr-Acad OSA Leadership Retreat Phi Lambda Kappa-Public Taiwanese Society-Cultr Dining Service-Activ Japan Student Association Outing Club-Recrea -Soc Tau Beta Pi-Honor Dzine2Show Jazz Ensemble-Perform Pakistan Society-Cultr PHINS TCPW Srud Ldrshp Award-Awd East Asia House-Acad Jewish Soc Act Comm-Cultr PASS-Cultr Pi Tau Sigma The Fontaine Society Emmanuel Christian Fellowship John Morgan PreHealth So-Acad PCUW Consortium of UG Women Poor Richard’s Records-Public The Penn Band Eng. Stud. Act. Council-Soc Penn 6-5000-Perform Pre-Vet Society-Acad Thouron Award-AWD Entrepreneurial Club-Soc Kite & Key-Serv Penn African Stu Asso-Cultr Progressive Student Allnc-Soc Triangle-Public Environ/Recycling Group-Serv Kite and Key Soc/Campus Guides Penn College Democrats-Govern Punch Bowl-Punch Bowl-Public U. City Hospitality Coal.-Serv Eracism-Serv Korean Student Association Penn Consumers Board-Serv Quadramics-Perform U/G Am. Civ. Society-Acad Eta Kappa Nu-Honor Lauder Chinese Immersion Penn Course Review-Serv Quaker Notes-Perform U/G Assembly-Govern Film & Video-Soc Lauder French Immersion Penn Dance Group-Perform Queer Student Association-Serv U/G Communications Soc.-Acad Finance Club-Acad Lauder Japanese Immersion Penn Debate Society R Jean Brownlee Award-Awd U/G Economics-Acad Fox Leadership Program Lauder Program Penn Dixie-Cultr Rap-Line-Serv U/G English Club-Acad Law Clinic-Activ Franklin Scholar-Acad Penn Education Society Red & Blue-Govern U/G Fin Aid: Mayor’s Scholar Law Journal French Club-Acad Penn Environmental Group (PEG) Resident Advisor U/G Psychology Society-Acad Law Review-Public Friars-Senior Society Penn Hunger Action-Serv Residential Advisory Board RAB U/G Sociology Society-Acad Law Student Government Friends of Africana Studies Penn Masala-Cultr Roller Hockey-Club Unit Minorities Council-Cultr Lesbians & Gays-Soc Front Row Theater Penn Philippine Assn.-Cultr ROTC-Air Force University Choir Living Water Christian Fellows Full Measure - A Cappella Penn Pipers-Perform ROTC-Army University Council-Govern Management Club-Acad German Club-Acad Penn Players-Perform ROTC-Navy/Marine University Scholars Prog.-Serv Mask & Wig-Perform Glee Club-Perform Penn Political Union-Govern Russian Club-Acad University Wind Ens-Perform Mecha-Cultr Greek Club-Acad Penn Recycling Group-Serv Science & Tech Wing STWing UTV (Univ. Television)-Perform Mgm’t & Tech. Club-Acad Greenfield Ment Int’c Tr-Serv Penn Review-Public Senior Class Board-Senior Volleyball (M)-Club Modern Language House-Coll Hse Habitat for Humanity-Serv Penn Singers-Perform Sigma -Public Weingarten Program Mortar Board Senior Society Hexagon Society-Acad Penn Student Agencies-Serv Ski Club-Recrea West Phila Tutoring Project Muslim Student Assn.-Religious Highball Magazine Penn Student Nurse Assn.-Acad Soc. Hispanic Prof. Eng.-Acad Wharton Account-Acad Nat’l Dec. Program-Activ Highball-Perform Penn Vietnamese Club-Cultr Soc. Women Engineers-Acad Wharton Asian Assoc.-Cultr Nat’l Soc of Black Eng-Acad Hillel-Religious Penn Volunteer Network-Serv Social Planning & Events-Soc Wharton Finance Club-Acad Netter Center - Community Hype Dance Group Partnership Penn World Review-Public South Asian Society-Cultr Wharton Follies-Perform Inspiration-Activ New Student Week Comm.-Soc PennACLE Sparks-Activ Wharton Women-Soc Inst. Elect. Engineers-Acad Newman Club-Religious PennCap/PFP-Acad Sphinx Senior Society Without a Net - SMC Group Intern’l Affairs Assn.-Cultr Noms. & Elections Comm.-Govern Pennchants - A Cappella Sports Club Council-Recrea Women’s Alliance-Soc InterVarsity Christian Fellows -Public PennCORP (Civic House) Spring Fling-Activ WQHS-AM-Perform Int’l Rel. U/G Assn.-Religious Off The Beat-Perform Pennlincs Sci. Mentor-Serv Stimulus Children’s Theatre WXPN-Perform Int’l Students Assn.-Cultr -Public PennPals-Serv Student Activities Counc-Activ Young Am. for Freedom-Serv

PENN REUNION VOLUNTEER CONFERENCE 12 OUTREACH COMMUNICATIONS

Create your Outreach Communications Strategy

Create a communications strategy to keep your class engaged throughout the reunion cycle. Keep classmates informed with reunion details and entertained with Penn nostalgia and classmate updates. Utilize everything from class emails, social media, personal calls, and one-on-one connections to engage with classmates and encourage classmates to come back and give back!

Class Websites Direct classmates to your class website for class and reunion specific information including links to register, reunion schedule, logistics, frequently asked questions, class giving information, reunion pricing, and class leadership. Each class has a web presence provided by and managed by Alumni Relations. Visit www.alumni.upenn.edu/class to find your class website.

Class Emails Alumni Relations provides you with the option to send one email per month to your class. Content is due to your Alumni Relations liaison two weeks prior to the send date. You will receive one preview and have the chance to make any necessary edits.

Email Content Samples: Remember: • Reunion Updates • Keep content useful and informative • Upcoming virtual events (alumni.upenn.edu/govirtual) • Show some personality, make it engaging! • Recaps and links to recordings from previous events • Keep it short, inboxes are bombarded with emails daily • Penn News • Classmate Profiles

Personal Outreach Outreach doesn’t always have to be through email, web, or social media. Phone calls are a great way to connect with classmates.

Pro Tip: Organize each piece of content (if you have multiple!) for your email in a hierarchy, putting your most important information or the main takeaway toward the top so people can quickly scan your email if they are short on time.

PENN REUNION VOLUNTEER CONFERENCE 13 OUTREACH COMMUNICATIONS

Email Guidelines

Sender and Subject Line Guidelines • Customize your sender name to reflect your reunion of class leadership • Subject lines should be 4-7 words and around 40 characters • Utilize the pre-header to complement the subject line or continue the thought (See page 15 for an example) WHAT SHOULD WE SHARE IN OUR CLASS EMAILS? ♦ Avoid: Uppercase words, excess use of punctuation ♦ Uppercase - Writing in ALL CAPS Keep classmates informed with reunion ♦ Punctuation - Excessive use of ..., !!!, and ??? details and entertained with Penn ♦ Links - Excessive use of “click here” text in the email body nostalgia and classmate updates. ♦ Symbols - Excessive use of $$, %, !, ?, and other symbols • Good subject lines do the following: ♦ Ask a question ♦ Share something valuable ♦ Create a sense of urgency ♦ Pro tip: Appeal to emotions, needs, and curiosity. Studies show that recipients open emails based on the “Five I” theory: importance, intrigue, involvement, investment, and interest. Keep Your Email Short - Attention spans are short, especially on mobile devices, so get to the point! • Clear concise call-to-action: Focus on a single call-to-action and make it the main attraction. • Sparse text: Keep your paragraphs short and leave white space between them to give your readers’ eyes a break. Stick to about 20 lines of text or less in the entire email. • Link-off: Use a “Learn More” button to give your recipients a quick taste of the full content that links somewhere else on the Penn Alumni website.

Call to Action Samples: • Join the reunion committee • Book your hotel • Update your contact information on QuakerNet (soon to be MyPenn) • Check out Penn Childcare • Make your reunion gift • Register!

PENN REUNION VOLUNTEER CONFERENCE 14 OUTREACH COMMUNICATIONS

Email Examples

Sender Name: Sender Name: Sender Name: PERSONALIZE USING THE FIRST Penn Class of 2019 Your Class Leaders Lisa and Yusef OR FULL NAMES YOUR REUNION OR CLASS LEADERSHIP Subject Line: Subject Line: Subject Line: Everything you Need to Know for this Weekend! Reconnect with classmates Alumni Weekend is Coming! Pre-header: Pre-header: Pre-header: Make the registration tent your first stop. Virtual happy hour starts at 5! What you need to know to prepare for our 1st reunion.

PENN REUNION VOLUNTEER CONFERENCE 15 OUTREACH COMMUNICATIONS

Peer-to-Peer Outreach

Email Script Sample

Subject line: Fellow Penn Class of [insert class year] Alum!

Hi, [NAME]!

I am [NAME], and we were in the Class of [insert class year] together at Penn. (Add how you are connected: dorm, major, activity, lived close to each other, etc.)

This email is all about encouraging you to join me and our amazing class at the [reunion] Reunion on May 14-17, 2021 If you are already planning on attending, hooray! Please let me know, so we can make sure you are on the “yes” list! The more people who are already on board will encourage others to attend.

Our hope is we will safely be able to come back to campus in May. Please note the health and well being of the Penn community is of it most importance. The University and Health System are continually monitoring the COVID-19 pandemic and will bring alumni and friends back to campus in May if it is safe to do so.

I joined the Outreach Committee for our reunion because I am very excited to attend. Having so many people from our class return to Penn has made our reunions special, because we all get to see so many wonderful people who were responsible for some of our best memories of Penn.

The Reunion will be held on May 14-17, 2021 We are going to have our Reunion Party on [insert date] at [insert location], and have a day filled with activities planned for Saturday, May 15th, including the picnic at [insert location].

We would love to see you attend any and all of the great things we have going on that weekend! All of the events are a great chance to catch up with old friends, and even to meet classmates you never knew. Or hear stories about classmates who met classmates they never knew and then married them! Oh yes, that happened!

Online registration opens in March. You can register, view events and get costs at: www.alumni.upenn.edu/[insert class].

I encourage you to register and certainly to book your hotel rooms because they fill up in .

If you want to submit photos of anything Class of ’[insert class year] or share memories, you can email [insert email address].

I know we all have busy lives and things pulling us in a million different directions. But it would be great if you would be able to make time for this. There’s only one [insert reunion], and being in the Class of [insert class year], you know this will be a great time!

Thank you and I look forward to seeing you at Reunion.

[FIRST NAME]

PENN REUNION VOLUNTEER CONFERENCE 16 OUTREACH COMMUNICATIONS

Social Media @PennAlumni | #PennAlumni

If they don’t already exist, create social media accounts for your class. Social media is a great way to share information and keep in touch with your classmates. Facebook and Instagram are the two most successful platforms for reunion outreach. If you have an active Twitter account, we encourage you to use it – but we don’t recommend creating a new account a few months before reunion.

Facebook: Create a group for your class, start conversations, and share important reunion information on your group page. Facebook is a great place to share updates, post when hotel blocks are available, and push Alumni Weekend registration.

Instagram: Share nostalgic photos to get classmates excited for reunion! Create a hashtag for your class. Follow Penn Alumni on Instagram for content ideas, at www.instagram.com/pennalumni.

Best practices for setting up a group on Facebook: ♦ Share content from other pages such as • Penn Facebook Page: www.facebook.com/UnivPennsylvania @PennAlumni and @UniversityofPennsylvania • Penn Today Webpage: www.penntoday.upenn.edu ♦ Profile Picture Size: 180px x 180px • Penn Gazette Webpage: www.thepenngazette.com ♦ Cover Photo Size: 820px wide x 462px tall ♦ Free design and photo editing tools: ♦ Aim for no more than 400 characters per post • Canva: www.canva.com ♦ Use a photo and a link in a post, not just text • Pixlr: www.pixlr.com Be sure to sign up for the ♦ Use “Pinned Posts” to call out upcoming events Free link shortener: ♦ ACLC’s “Penn Alumni Class ♦ Content resources • Bitly: http://bitly.com Leaders” Facebook group • Penn Alumni Facebook Page: www.facebook.com/pennalumni to see weekly tips and best practices for organizing and Share updates from Penn Alumni: www.facebook.com/pennalumni promoting your reunion. www.facebook.com/ pennalumniclassleaders. BE IN THE KNOW! Outreach volunteers are encouraged to become a Key Quaker: A Penn Alumni Social Ambassador. Join the Key Quakers Facebook group and Slack channel for Alumni Weekend updates and campus www.alumni.upenn.edu/keyquakers.

PENN REUNION VOLUNTEER CONFERENCE 17 OUTREACH COMMUNICATIONS

Monthly Class Email Schedule

OCTOBER 2020 MARCH 2021 Virtual Programs: Content Due: February 24 Power of Penn Faculty - 10/21 Email Send Date: March 9 Content Due: September 23 Registration opens March 1. Alumni Relations Email Send Date: October 6 will send email invitations to all alumni.

NOVEMBER 2020 APRIL 2021 Virtual Programs: Content Due: March 24 Homecoming @ Home - 11/9-11/14 Save Power of Penn Faculty - 11/16 Email Send Date: April 6 the Content Due: October 21 Email Send Date: Date November 3 MAY 2021 Dates to remember: Alumni Weekend - 5/14-5/17 DECEMBER 2020 (Commencement - 5/17) Reunion Weekend Part II - 21-23 Virtual Programs Engaging Minds - 12/12 Content Due: April 21 Content Due: November 25 Email Send Date: May 4 Email Send Date: ALUMNI December 8 JUNE 2021 MAY 14-17, 2021 JANUARY 2021 Content Due: May 19 Email Send Date: June 1 Content Due: January 4 WEEKEND Email Send Date: January 12

WWW.ALUMNI.UPENN.EDU/ALUMNIWEEKEND FEBRUARY 2021 Content Due: January 27 Email Send Date: February 9

PENN REUNION VOLUNTEER CONFERENCE 18 NEXT STEPS

PRVC To-Do List q Familiarize yourself with Penn acronyms. PRVC [Penn Reunion q Bookmark your class website Volunteer Conference], ACLC [Alumni Class Leadership Council], – Find your class website here: www.alumni.upenn.edu/class TPFEB [The Penn Fund Executive Board] q Outline reunion weekend events – select venue wish list, class panel q Create or test your PennKey and password topics/speakers, discuss package and party costs www.alumni.upenn.edu/pennkey q Plan reunion travel – reserve your hotel stay, book your flights, and encourage classmates to do the same q Log in to QuakerNet: The Alumni Directory to update your contact www.alumni.upenn.edu/awhotels information www.myquakernet.com (MyPenn coming in October!) www.alumni.upenn.edu/mypenn q Connect with an Alumni Class Leadership Council (ACLC) member to discuss reunion tips. Join the Facebook group: q Log in to the Mobile Volunteer Portal (MVP) www.facebook.com/groups/PennAlumniClassLeaders www.mvp.upenn.edu q Make your reunion gift to The Penn Fund q Review and set class goals with your committee www.pennfund.upenn.edu/givenow q Create your committee structure and assign committee members q Complete the Penn Points Engagement Report: to specific roles www.alumni.upenn.edu/pennpoints q Develop a committee communications schedule for conference q Join the Harrison Society calls and meetings www.powerofpenn.upenn.edu/gift-planning q Create an outreach strategy to connect with every member of q Mark your calendar for Homecoming@Home: November 9-14, 2020 your class, peer-to-peer contact is the best way to build giving and www.alumni.upenn.edu/homecoming attendance q Mark your calendar for Alumni Weekend: May 14-17, 2021 www.alumni.upenn.edu/alumniweekend q Develop your social media strategy q Mark your calendar for Reunion Weekend Part II: May 21-23, 2021 q by posting a photo with your Start your social media chatter (For classes ending in 0 and 5) committee! (A Zoom call screenshot counts.) #PennAlumni #LovePenn

PENN REUNION VOLUNTEER CONFERENCE 19 RESOURCES

Awards

Class of 1917 Award The Class Award of Merit The Class of 1917 Award endowment fund was Established in 1957, to honor an “outstanding class”, this established in 1967 by Betram F. Brummer, C’17 award is presented annually at the Alumni Award of Merit in honor the Class of 1917’s 50th reunion and to Gala event held on Homecoming Weekend — an event recognize one class each year for their outstanding attended by the University President. Historically, the Award fundraising achievement. has focused on the most visible alumni event—Reunion or Alumni Weekend. Today, however, there is no need to wait The Penn Fund staff will select the winning class who five years to be connected to Penn. Recognizing that there has most embodied the spirit of philanthropy at Penn. are so many more opportunities today to connect with To do so, each class will be evaluated on the activity Penn, not only in Philadelphia, but elsewhere as well, the and commitment of gift committee volunteers, total focus of the Award is evolving towards a “five year ongoing dollars raised and the number of donors supporting achievement,” employing innovative best practices and their class gift compared to their past results and the broad-based involvement. results of peer reunion classes. By looking at these three categories, The Penn Fund aims to annually identify and honor the class that has truly shone the The David N. Tyre Award for Excellence in Class brightest during their quinquennial reunion. Communications

Penn Alumni Presidents Cup for Established in 1989, to recognize outstanding communication with the class, this award also is presented annually at the Outstanding Reunion Attendance Alumni Award of Merit Gala event held on Homecoming Given by the Alumni Class Leadership Council, Weekend. Historically, the main formal communication with the Penn Alumni Presidents Cup for Outstanding the class was through the Class Newsletter, which is issued Reunion Attendance is presented annually to the through the Office of Alumni Relations. Class which breaks/exceeds the previous reunion With the widespread use of electronic communications, attendance record by the highest percentage. including both e-mails and websites, the process of formal Pertinent notes: and informal communications with the class has changed dramatically. Today, the University offers each class its 1. Reunion attendance counting includes only own website and custom emails, that allow for an active registered adult attendees, both classmates communications strategy, including constant information and adult guests. and personal news updates, games, interactive input from class members, and information about and registration for 2. Basing the award on exceeding previous events. In addition, many classes have an active social media attendance records by a percentage levels presence, and strive for innovative ways to communicate the comparison of one class to another. with their members throughout the five year reunion cycle.

PENN REUNION VOLUNTEER CONFERENCE 20 RESOURCES

Helpful Links and Contact Information PennKey

Penn Alumni Relations Alumni Class Leadership Council Facebook Group A PennKey is required to access many 215.898.7811 www.facebook.com/groups/PennAlumniClassLeaders of the University’s electronic services, [email protected] including AirPennNet (Penn’s wireless The Penn Fund www.alumni.upenn.edu 215.898.8445 internet), MVP, and QuakerNet. For more information visit www.alumni.upenn.edu/ Classes and Reunions [email protected] pennkey. 215.573.7061 www.pennfund.upenn.edu [email protected] For additional PennKey help, contact your Giving to The Penn Fund staff liaison. Note: If you are a Penn Alumni www.alumni.upenn.edu/class www.pennfund.upenn.edu/givenow Interviewer, you already have a PennKey. QuakerNet The Power of Penn Campaign www.myquakernet.com www.powerofpenn.upenn.edu (MyPenn coming in October: PennKey:______www.alumni.upenn.edu/mypenn) Office of Gift Planning 215.898.6171 Alumni Weekend [email protected] Password:______www.alumni.upenn.edu/alumniweekend www.powerofpenn.upenn.edu/gift-planning Penn Points Mobile Volunteer Portal (MVP) www.alumni.upenn.edu/pennpoints www.mvp.upenn.edu Alumni Photo Albums PennKey www.pennalumni.smugmug.com www.upenn.edu/pennkey The Alumni Class Leadership Council

The Alumni Class Leadership Council (ACLC) is the advisory board for alumni classes, comprised of volunteer alumni leaders representing classes spanning nine decades. The ACLC Board works closely with Alumni Relations to provide volunteers with tools and best practices to engage classmates. ACLC mentors are available as consultants throughout the reunion planning process. www.alumni.upenn.edu/aclc. The Penn Fund Executive Board

The Penn Fund Executive Board (TPFEB) is the leadership volunteer board for The Penn Fund. This group helps to inform the marketing messages, champion Penn Fund solicitations, and identify new initiatives to ensure the ongoing success of The Penn Fund each year.

PENN REUNION VOLUNTEER CONFERENCE 21 “If you fail to plan, you are planning to fail!” - Benjamin Franklin