We have put together a simple, step by step, guide to help you to plan your own events:
Step 1 - Why
It is important to consider why you want to hold an event because this will help you to decide on key details. Ask yourself the following questions:
- Who might want to attend?
- Do fellow alumni seem interested in this type of event?
- Where is the best location to hold it?
Check out our events listing to find out what existing events are taking place, as there might be something already planned which you can combine your event with to increase the appeal, for example a Public Lecture or Music Concert.
Step 2 - Who
When planning your event, it is important to think about who you would like to be there. Do you want to invite alumni from your year, sports clubs, societies, or previous house mates or classmates? Also consider whether you would like to invite guests along too.
We can help you try to get in touch with alumni from Reading, but we are unable to send you a list of contact details due to the Data Protection Act. Here are the steps you can take to get in touch with fellow alumni:
- Make a list of the contemporaries who you are trying to get in touch and email it to firstname.lastname@example.org. If you can, please include information such as full name (including maiden name where applicable), subject, year of graduation, and halls of residence (if you can remember). The more information we have, the better!
- We will then search our database and let you know how many people we have contact details for. As long as people have given their consent to the University, we will be able to contact them.
- Once we have a list ready, we can work with you to create invitations and can discuss timeframes for sending the invitations out to that list
Step 3 - What, where and how much
In order to consider where to hold the event, you will need to think about the style, format, budget and date of the event as these factors will impact which venue you choose. There are a number of venues at the University that can be used, however you might prefer to hold the event in the town or even elsewhere in the country.
We can give you advice on venues, catering and accommodation on all of our campuses and can even arrange a guided campus tour and, depending on availability, tours of your departments, halls and other university buildings such as the Student's Union or Library.
Step 4 - When
You will need to consider when you would like to hold the event, bearing in mind that some times of the year are busier than others. The Alumni and Supporter Engagement team is happy to advise you on the best times of year. You can also check details of existing events on the Alumni Events Calendar as well as the University Events Calendar.
Step 5 - How
Organising an event can be relatively straightforward, however, it can take a lot of time and effort. The more people you can get to help, the easier it will be. Consider creating a checklist of all the points you need to cover: from who you want to invite, how many people have accepted, a deadline you need to stick to, and creating a budget. Remember, we can help you promote your event on the Alumni Events Calendar and through our social media channels (Twitter, Facebook and LinkedIn).
Step 6 - After the event
We love to hear about all reunions that take place. After your event, please do let us know how it went; we would love to see a write up and photos and will feature these on our website and social media channels
Finally, please ensure that you and everyone who attends your event updates their contact details. This is essential if you want to be kept up to date with our Connected e-newsletter, future event invitations and news from the University.