Six Months prior to the Event :

• Plan the date and type of event.

• Secure a location for the event which all members, undergraduate and alumni, can easily find.

• Plan the menu with the University Banquet and Catering services.

• Determine the cost of the event.

Four Months prior to the Event :

• Contact the Ball State University Alumni Association to find out if the chapter can place an advertisement in the Ball State University Alumnus Magazine.

• Contact any special guests, members of the faculty and administration, advisors, etc.

Three Months prior to the Event :

• Notify all alumni and guests of the event, include an RSVP card and deadline.

• Include the contact name and phone number if any questions arise.

One Month prior to the Event :

• Telephone, and have others telephone, alumni who have attended past events and other key alumni who have not yet sent in their RSVP.

• Notify all speakers for the event of time limits and speech topics.

At the Event :

• Have a table set up at the door to take money(if not prepaid) and to answer questions.

• Have a prepared agenda.

• Have a guest book for future use and recognition of active alumni members.

Within One Week after the Event :

• Send thank you cards or letters to all alumni and guests in attendance.