Initial Planning (3-6 Months Before)

Define the event purpose and goals 

• Networking? Fundraiser? Speaker panel? Mixed-purpose? Signature event? 

Form event committee 

• Roles: Chair, Communications Lead, Volunteer Coordinator, Treasurer 
• Schedule regular planning meetings (in-person or virtual) 

Plan the budget and funding 

• Work closely with the treasurer 
• Identify funding sources: chapter dues, ticket sales, university support, sponsors, etc. 
• Determine the payment collection method; consider tax implications, especially for non-profit chapters 

Location and Logistics (2-4 Months Before)

Select the date/time 

• Avoid major holidays and University events 
• Consider travel needs for out-of-town guests 
• Confirm availability of special guests/University reps (if applicable) 

Select the venue 

• Central location and ADA accessibility 
• Food & beverage options (including alcohol policies, kids’ menu availability, tastings) 
• Compliance with local regulations; ID checks with wristbands if alcohol is served 
• Review rental fees, included services, and contracts 
• Indoor/outdoor options and inclement weather plans 
• Adequate restrooms, seating, parking, and overflow 
• A/V equipment availability and electrical needs 
• Transportation support (if needed) 
• Options for venue-provided marketing assistance 

Confirm permits and insurance 

• Check local/state requirements for alcohol, food, fundraising, raffles 
• Verify insurance needs and whether venue coverage applies 

Identify additional vendors 

• Catering, A/V, photography, live-streaming, signage/banners, décor, or set-up support 

Determine ticketing method 

• Advance sales recommended for larger events 
• Online platforms are helpful, but be mindful of service fees and tax implications 

Communications and Marketing (1-3 Months Before)

Submit event to WVU for inclusion on Alumni pages and marketing channels 

Coordinate alumni outreach 

• Request graphics/communications from WVU Alumni Association 
• Review and approve materials promptly 

Build your promotion plan 

• Send a save-the-date email and initial social posts 
• Schedule regular reminders across email and social media 
• Encourage members to share and collaborate with the venue’s marketing team 

Prepare event materials 

• Graphics, name tags, programs 
• Event-specific signage 
• Giveaways or branded items 

Final Preparations (1-2 Weeks Before)