- Director of Constituent Relations
- Alumni Reunion
- October 25-27, 2024
- Phase of Event Planning: Event/Web Build, During Event
- Type of Event: In-person Reunion
- What Worked for You (Do's – include 2+)
1) DO overcommunicate what you need guests to remember! On our website agenda, we include location, parking and attire details in the descriptions for EACH event. While this seems like overkill with those details often being identical for each session, it's shocking how many people ask those questions.
2) Overstaff events. If you are able to put a staff person anywhere you'd otherwise have a sign, do it. Even with a sign pointing to the restrooms, guests will ask a staff person standing next to the sign where to find them. They crave that interaction and know they can get the answer they need from a human. Don't undervalue this. Create a top notch experience with overstaffed events.
3) Give options. Whether it's on a buffet or how to spend some free time, giving attendees options (and often sharing those options in advance for the guests who like to plan!) makes them feel that they can customize their experience better.
- What to Avoid (Don'ts – include 2+)
1) Don't expect a sign to do all the work. Lots of branded signage is great, but it's rarely enough.
2) Don't expect people to know the layout of your venue or where to find things. Have staff prepared to answer any question and make the experience seamless.
3) Don't expect that people can move between events quickly. Give as much time between sessions as possible. If you can, walk the space yourself, see how long it takes, and then double that for the timing of your own events.
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Cate Liverman
Director of Constituent Relations
UVA Medical Alumni Association and Medical School FoundationUnited States
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