Southern University Alumni Federation · 2019-03-18 · SOUTHERN UNIVERSITY ALUMNI FEDERATION 4...

Last Update: August 31, 2017 / DVW

Southern University and Agriculture & Mechanical College

S O U T H E R N U N I V E R S I T Y A L U M N I F E D E R A T I O N

CHAPTER LEADERS HANDBOOK

SOUTHERN UNIVERSITY ALUMNI FEDERATION 2

SUAF CHAPTER LEADERS HANDBOOK

TABLE OF CONTENTS

Southern University General History ……………………………………………………3

SUAF History ….……………………………………………………………………………………6

Organizational Structure……………………………………………………………………… 9

Alumni Chapters…………………………………………………………………………………. 11

Organizing an Alumni Chapter.…………………………………………………………….15

Chapter Compliance ……………………………………………………………………………21

Chapter Communication Links …………………………………………………………….23

Annual Calendar of Events ………………………………………………………………...24

Events Check List………………………………………………………………………………… 25

Chapter Annual Budget Form……………………………………………………………… 32

EIN Information Sheet …………………………………………………………………………33

Holding Account Information Sheet.…………………………………………….........34

SUAF Application ………………………………………………………………………………...35


Southern University General Information HISTORY OF SOUTHERN UNIVERSITY

The history of Southern University extends over a period of more than one hundred years. The

institution was chartered in January 188- by the General Assembly of the State of Louisiana in

accordance with a bill sponsored in 1879 by Pickney B. S. Pinchback, T.T. Allain, and Henry

Demas.

The University opened its doors to twelve students on March 7, 1881, in New Orleans,

Louisiana, where it remained until 1912 when it was closed by Act 118 of the Louisiana

Legislature. Act 118 also authorized the reorganization of the University and it reopened in

Scotlandville, Louisiana, on March 9, 1914, under the presidency of Dr. J.S. Clark. The

Scotlandville location is the present site of the Baton Rouge Campus.

The years that followed have bought growth for the University in the quality and scope of its

programs, as well as enrollment. The University was recognized as a Land Grant College in

1892. In 1940 the College of Arts and Science was departmentalized. Subsequently, the Law

School (1948), the Graduate School (1958), the New Orleans Campus (1956), and the Bossier

City Campus (1964) were established. In 1975 the Legislature created the Board of Supervisors

for the Southern University System. The Southern University Agricultural Research and

Extension Center was established in 2001.

Dr. J.S. Clark was succeeded as president in 1938 by his son Dr. Felton G. Clark, who served as

president until his retirement in 1968. Dr.F. G. Clark was succeed after his retirement in 1974 by

Dr. Jesse N. Stone, Jr. Dr. Joffre T. Whinsenton was selected by the Board of Supervisors to

succeed Dr. Stone, effective September 1, 1985. Dr. Joffre T Whisention was succeeded by Dr.

Delores R. Spikes in October 1988. On January 1, 1997, Dr. Leon Traver II was appointed

system president. Southern University graduates have made major accomplishments in business,

education, religion, law, politics, community service and government.

Mascot: Jaguar

Graduates affectionately called “Southernites”


Alma Mater

O Southern, Dear Southern, Thy praises we shall sing.

Until all the heavens and echoes loudly ring

The winds of the sky as they pass us by,

Will adoration bring.

O Southern, Dear Southern, we owe our all to Thee

In downfall or victory, we’ll always loyal be.

Thy Sons and Daughters as they work

Will be inspired by Thee.

O Southern, Dear Southern, Thy name will ever be

As mighty as the river that owns on to the sea.

As pure and true as the Gold and Blue,

That stands out bold for Thee. R.E. Brown, 1930

School Songs

I’m So Glad

I’m so glad, I go to Southern U.



Singing glory hallelujah, I go to

Southern U.

Southern Spirit

Give me that old Southern Spirit



Its good enough for me


SU Fight Song

Southern University

Defenders of the Gold and Blue

We will always loyal be and raise

A cheer for you

All for one and one for all

We’ve got the will to win for thee

So, we’ll fight, fight, fight

Till we gain victory.

Huel D. Perkins, 1950


Southern University Alumni Federation

Mission Statement

To connect alumni to the university and to each other. To provide valued services to

members. To support the University’s mission of teaching research, and service.

Goals The specific goals of the national alumni federation are

1. Service to Alumni

The Southern University Alumni Federation will seek to significantly enhance the

services offered to members, and to increase the number of alumni using those

services.

2. Service to SU

Support and advocate the university's mission of teaching, research, and service.

3. Unity

Evaluate its structure, programs and service to promote inclusiveness of all the while

perpetuating and building individual experience.

4. Membership

Increase the number of alumni, parents, and friends who take an active role in the life

of the University by joining the alumni federation.

History

On November 7, 1941, the Southern University Alumni Federation was charted by the state of

Louisiana. Since chartering, the federation has immensely grown to approximately 100 chapters.

It has an active roster of about 45,000 alumni across the country and abroad. More than 100,000

former students and graduates contribute to their training and leadership to the world as educators,

politicians, physicians, engineers, artist, ministers, nurses, attorneys, and military officers. Their

professional contributions verify the significant role Southern University has held in Louisiana,

the United States, and the world.

A distinguished group of Southern University graduates that have served as National Alumni

Presidents:

Dr. G. Leon Netterville

Mr. Horace White

Mr. Booker D. Harrison


Alphonse Jackson Jr.

Jerry Cole Sr.

Ashford O. Williams

George Merrick

Roscoe Moore

Walter L. Johnson

James Brown

James Freemont

Arnett James

Reginald Joseph

Michael D. Adams

Donald C. Wade

Domoine D. Rutledge

Dennis Brown

Preston J. Castille Jr.

In 1965 the position of Executive Secretary of the National Alumni Federation was

established. The first executive director was Watson S. Finister Jr. who served from 1965-1970

until he was appointed the director if student financial aid. Finister was succeeded by Donald C.

Wade, who served from 1970 until 1996.

It was during the 60s the Louisiana legislator authorized the use of state funds to

compensate alumni director at public institutions. Under Wade leadership the Federation

experienced phenomenal growth particularly through the establishing of new Alumni chapters.

Wade also emphasized greater involvement of younger graduates in alumni activities. Wade

retired from the university in 1996 and was named the Alumni Director Emeritus. He was

succeeded by John A. Woods, President of the Dallas Alumni Chapter. Although John A. Wood

served briefly (1996-1998), Woods most significant contribution was beginning the process of

computerizing the alumni operation. When woods was promoted within information systems

division at the University, he was succeeded by Cedric Upshaw.

Alumni Pledge

I, an alumnus of Southern University, do herby pledge allegiance to southern university alumni

Federation and to the great and honored institution, which it represents. I promise to remain

loyal, faithful, and steadfast in my support of its programs, uplift of its principles, maintenance

and of its tradition, and defense of its honor.

Official Alumni Publication

The “Southernite” magazine is the official publication. It is produced three times a year by the

Alumni Federation and is mailed to all active members. Feature stories include faculty, student

and the University, is represented in each issue along with several regular departments. The

“National Presidents Message”, highlights recent or upcoming events or issues affecting the


federation. "Chapter News," contains news of recent, past and upcoming chapter events. “SU

Alumni News” highlights articles and profiles of interesting alumni, faculty/ staff and students.

“Obituaries” announce the transition of alumni and friends. Other departments are developed

and discontinued in response to resources and readers interest. Information for the magazine is

gathered from updates sent by alumni and the news releases.

Official Logo

The official logo of the national alumni federation utilizes The word alumni to form a base for

the school’s initials, separated by a flaming torch and all encircled by wreath.


ORGANIZATIONAL STRUCTURE

The most important contact you have is with your national president, whose job it is to offer you

and the chapter’s executive committee advice and direction.

The entire Alumni Affairs office staff is committed to facilitating partnerships with alumni

chapters that empower them to develop and support diverse opportunities for alumni, friends,

and supporters.

The national presidents and officers are the Federation’s ambassadors, and such, stand ready to

consult with you on graining opportunities, communication, feedback about operations,

membership, and other issues you may encounter.

Within the Alumni Federation, many resources are available to help your leadership role within

the chapter.

Alumni Contact Information

Website: www.sualumni.org

Email Address: [email protected]

Physical Address: SU Office Of Alumni Affiars

124 Roosevelt Steptoe

Baton Rouge LA, 70813

Mailing Address: P.O. Box 9746

Baton Rouge, LA 70813

Telephone Number: 1-888-669-7249

225-771-4200

Fax Number: 225-771-5360

http://www.sualumni.org/


Office of Alumni Affairs Staff

Executive Director Derrick Warren

[email protected]

Assistant Executive Director Khadijah D. Thompson

[email protected]

Administrative Assistant Glinda Rutledge

[email protected]


ALUMNI CHAPTERS Alumni chapters and clubs serve as the connecting link between alumni and the National Alumni

Federation. Much of the Federation is supported through the nationwide network of Alumni

Chapters. Chapters form a foundation for many federation programs. Chapter objectives shall be

consistent with the purposes of the Federation- to strengthen and renew friendships formed in a

student days and support the interests of Southern University.

It’s the responsibility of the chapters to notify SUAF’s National Office of any changes regarding

the chapter’s existence and leadership. This communication should be in writing and submitted

immediately upon each occurrences

In State Chapters

Chapters Presidents

Acadia Patricia S. Douglas

CHFCS Roosevelt Payne, Jr.

Desoto Worlita Jackson

East Baton Rouge Kestee Weir III

Evangeline Arlene Abraham

Greater N. Shore Eva C. Jackson

H.A. Dillion/Tensas Mary C. Johnson

Home Cortny R. Jarrell

Iberville Harold Mellieon, Jr.

Lafayette Metropolitan John Broussard

Lake Charles Walter Guidry Jr.

Monroe Dilcie Green

Morehouse Tamika Farrell

New Iberia Adam Welcome

New Orleans Wilbert Domino

Rapides Freddie Price Sr.

Shreveport E. Jean Ware

Slidell Melva Lee

St. Landry Tony Harris

St. Martin Etta Brew

SUSLA Melva Williams

SUNO Bessie Vaughn

Tangipahoa Leslie Mabry

Washington Jackie Tate

White Castle Gerald Jamaar Williams

West Ascension Ronald Julien


Nationwide Chapters

Atlanta GA Pat Johnson

Central Florida FL Sylvester Williams

Charlotte NC Dr. Chance Lewis

Chicago IL DuWarn Porter

Cincinnati OH John Montgomery

Columbus Ohio OH Jerry Johnson

Dallas TX LaQuitta Thomas

Detroit MI Latricia Hemphill

Greater Cincinnati OH Sybil S. McDowell

Greater New York NY Joy A Washington

Greater Philadelphia PN Vicki Riley

Greater St. Louis MO Aminah Wright

Hampton Roads VI Arthur Ray

Houston TX Tracey Taylor-Jarrell

Huntsville AL Sherley Lawerence

Indiana IN Bridgette Liggons

Los Angeles CA Camille Mayo

Memphis TN Latoria Anderson

Northern Bay CA Cornell Jones

Pugent WA Cleo Brooks

Sacramento CA Angela Rush Goodwin

Treasure Coast FL Roderick Johnson

Tri City North Carolina NC Reginald Johnson

Washington DC DC Vincent M. Brown

Chapters Expectations

The goal of the SUAF chapters is to develop diverse opportunities that enable alumni and friends

to share the responsibility of advancing the goals of Federation.

The chapter program keeps alumni who share a common geographic location linked to the

University by bringing the SUAF message to them across the country. Chapters directly assist

the federations membership by helping market Federation membership to their resident Alumni

Specific objectives

Chapters Presidents


1. Develop working models for each area of focus and established a roll within each chapter

to provide leadership and a continuous partnership with the Federation. These models will

provide alternatives for each chapter to reflect diversely of age, cultural, and gender in the

Alumni body.

A. Federation Membership Recruit alumni for membership in the local chapter in the national

organization.

Record all national chapter members with the Federation database.

Use chapter newsletters to educate alumni about membership benefits.

B. Recent graduates develop strategies to invite new graduates in local chapter

C. Community service Recognize outstanding projects involving Alumni in your community and

report this information to the national office.

D. Career services Promote networking through diverse opportunities including placing career

opportunities on the federations website

E. Education Provide local training sessions to facilitate leadership, growth and interest

local chapter.

F. Athletics Identify recommend outstanding academically eligible students to the

University from your local area.

G. Student interaction Support federation student activities.

Promote mentoring project.

2. Develop a systematic process of evaluating chapter activities, develop benchmarks with

organizations of all types to maintain continuous quality improvement.

3. Establish a constitution and Constitution bylaws to go over the operations of the local

chapter

4. Strategic plan

Each chapter is expected to develop a strategic plan which is submitted to the Federation.

if your chapter does not already have one in place (must cover a period of several years) contact

your alumni office for specific instructions.


5. Annual report: Refer to the governing section of SUAF Financial Policy and

Procedure manual.

A chapter’s annual report is necessary for the federation to complete a report prior to the end of

each fiscal year. Annual report packets will be mailed to all chapters in April and shall be due by

June 30TH of each year.

6. Membership Roster

In order to communicate with all alumni, it is necessary to have updated and accurate

membership information. Forward these list as changes are made to the office of Alumni Affairs

7. Updated Chapter Officer Listing

It is critical that the Federation be able to maintain accurate and up-to-date officer listings for the

chapter. Therefore, please send information including email addresses to the Office of Alumni

Affairs as soon as possible after changes are made.

8. Meeting minutes

This is another excellent way for the Federation to know what is happening with your

chapter. Meeting minutes should be sent to the office of alumni affairs as soon as possible.

For your convenience you may also use email to forward the minutes.

9. Newsletter

It is also essential that you send the Federation newsletters or any other print media your chapter

develops. This keeps us updated on what’s happening within your chapter. Newsletters should be

mailed to the Office of Alumni Affairs.


ORGANIZING AN ALUMNI CHAPTER

A vital network of Southern University alumni chapters throughout the nation and around the

world maintains and strengthens the relationship between the University and its alumni.

Alumni chapters throughout the nation further the welfare and the best interests of the of

Federation, the Southern University system and work toward these main goals:

1. To serve as a channel of communication between the individual graduate and Southern

University system and its campuses.

2. To provide service and financial support to the Federation and the Southern University

system.

3. To renew and broaden Southern University Alumni Federation fellowship through social

and intellectual activities of common interest, and to foster mutually beneficial

relationships among alumni of all schools regardless of race, color, sex, age, religion,

national or ethnic origin or handicap.

4. To foster cooperative relationships among alumni, current students, parents, and other

members of the Southern University system family who are residents or visitors to the

region.

5. To increase the level of financial support for the Federation and the Southern University

system;

6. To guide outstanding students to the Southern University system; and

7. To enhance the prestige of our Alma Mater by promoting its educational achievements

and the achievements of its alumni in the local community.

Forming an Alumni Chapter

Chapters may be formed in any convenient geographical area with boundaries established by

agreement among the Federation, the organizers of the chapter, and any SUAF chapter already in

existence that may be affected.


To form an alumni chapter in your region please do the following:

1. Inform the Office of Alumni Affairs that you are interested in forming a new alumni chapter.

A list of all alumni in the area can be ordered for you to review.

2. Review the alumni list looking for familiar names of people who are think might be interested

in helping your efforts. The Alumni Office staff may be able to suggest names of active alumni

in the area.

3. Send a letter to alumni in the area to assess interest for potential core group leaders.

4. Develop a core group of approximately 5 to 12 people who are interested not only in working

but in taking leadership roles in the organizational efforts.

5. Set up a meeting with the core group, and a representative from the Federation and the

Alumni Office to discuss the purpose, function and operation of an alumni chapter.

6. Prepare and adopt an alumni chapter constitution and bylaws.

7. From this meeting, from subcommittees to handle various chapter duties such as membership,

programming and the newsletter, as well as appointing someone to serve as the temporary

secretary/treasurer.

8. Work on producing an initial mailing. This mailing should be sent to all alumni in the area and

should announce the formation of the club, solicit dues-paying members and announce the first

event. Somewhere in the mailing you should also ask if anyone is interested in serving on the

board of directors or would like to hold an office.

9. From the response to the mailing and with the help of your core group you can build a broad

of directors with a slate of officers.

10. Read the Chapter Leaders Handbook and consult with the Alumni Office for further guidance

and direction.

Developing Chapter Officers

Things to consider when beginning your role as president of the chapter:

(1) Review the chapter’s strategic plan to insure currency and evaluation.

(2) Review your committee structure and assignments. Be sure they are relevant and valuable to

the organization (see below for more information on committees).


(3) Ascertain the leadership potential of your chapter members. Identify those who can provide

effective leadership as committee chairpersons.

(4) Use job descriptions to clearly outline the expectations and responsibilities of chapter officer

position.

Committee Structure

The Role of Committees:

Committees develop options for policies and present them to the executive committee

consideration and approval. A committee’s size, the expertise of its members, and its charge

enable it to deal with issues in greater detail than the chapter’s membership. Since small groups

are often more efficient at problem-solving than large groups, committees can analyze issues

more completely and reach more thoroughly deliberated recommendations. The size of a

committee depends first on a common-sense assessment of how many people are needed to its \

work. Size also relates to the needs of the chapter, the size of the full board, and the availability

of chapter members to serve.

Two types of Committees: Standing committees are permanent and are established in the organization’s by laws. They

relate to the ongoing governance of the organization. Ad hoc or special committees, have a time

limit and are created for a specific purpose. Ad hoc committees should be disbanded when they

have accomplished their goals.

Committee Composition: Work will be most productive when the committee members are knowledgeable, committed, and

work well as a team. For this reason, committee appointments should be made with careful

attention to the mix of skills, perspectives, and personalities of members. In addition, every

chapter officer should serve on at least one committee, but preferably no more than two. Finally,

it is essential that members not be overextended. They should be assigned to committees based

on an evaluation of their experience, skills, interests, and availability.

Committee Leadership: The importance of effective committee leadership cannot be overemphasized. Chairpersons

should have a record of experience with and commitment to service. Prior membership on a

committee is not necessarily a prerequisite, but it is helpful. It is also beneficial to identify

future committee leadership.

Chairperson’s Role: (1) Set the tone for committee work and ensure that members have the information they need to

do for their jobs.


(2) Report to the executive committee and/or chapter membership on committee decisions,

policy recommendations, and other committee business.

(3) Assign work to the committee members, set meeting agendas, run meetings, and ensure

distribution of minutes and reports to members.

(4) Initiate and lead the committee’s annual evaluation, a time when members review their

accomplishments in relation to committee goals, and reflect on potential areas of Improvement.

Committee Member’s Role:

(1) Have a serious commitment to participate actively in the committee’s work, including being

prepared and participating in meeting discussions.

(2) Volunteer for and willingly accept assignments, completing them on time.

(3) Stay informed on committee issues and prepare for meetings.

(4) Get to know other members and build a working relationship.

(5) Participate actively in a committee annual evaluation.

Key Standing Committees Executive Committee:

Recommend actions for approval of the chapter membership and acts for the chapter within his

boundaries, between meetings. This is the Central committee of the chapter and is essential to its

effective operation. Typical tasks and responsibilities include:

(1) Meet regularly to review operational programming and financial issue.

(2) Deal with urgent situations that cannot wait for the next chapter meeting.

Nominating committee This committee take on the following responsibilities:

(1) Lead in the identifying candidates or chapter offices positions.

(2) Develop a state of officer’s candidates.

(3) Prepare a belly for chapter members to elect officers.

(4) Plan in conduct orientations for new members.


(5) Organize continuing education programs to enhance the knowledge of chapter nominee

committee.

(6) Lead the annual evaluation of chapter officers.

Budget and finance committee

Coordinates the chapter’s financial responsibilities. Some of the task to be taken on by this

committee include the following:

(1) Manage dues the organization.

(2) Oversee any group fundraising.

(3) Oversee groups assets.

(4) Review annual budget and make recommendations to the charter membership.

(5) Monitor ongoing budget and financial procedures, including the review of monthly

expenditures.

(6) Manage the organizations investments including in endowments.

Strategic planning Program committee

Provide logistical support of the implementation of the chapters ongoing programs and activities.

Some common responsibilities for this committee include.

(1) Develop multiyear strategic plan for a long range planning.

(2) Recommend program policies to the chapter memberships.

(3) Set guidelines for the chapter members involvement in program matters.

(4) Monitor implementation of the strategic plan programming goals.

(5) Recommend potential program initiative to the chapter membership.

(6) Report that executive committee and the chapter membership on a regular basis.

Recognition committee

Evaluates promotes and implements an organize recognition programs. Some task for which this

committee is responsible for include: Develop new awards and criteria


(1) Market the awards program to promote submission.

(2) Judge select the winners of each award.

(3) Develop a form of recognition i.e. certificate, award ceremony, gift.

(4) Coordinate the group submission of outstanding programs to the Federation recognition

committee.

Meetings

There are many ways to conduct successful meetings but the following are some of the ways we

have found to ensure productive, memorable meetings. Your chapter may decide itself how

many meetings to have each year, but a good executive committee should meet at least monthly.

(1) Publish and distribute in agenda at least one a week before the meeting.

(2) Start the meeting on time.

(3) Stick to an agenda.

(4) See that all members have a chance to participate.

(5) Don't let what member dominate the meeting.

(6) Ensure that assignments for follow up action are clearly understood.

(7) Be sure that meeting minutes are provided in a timely fashion following the meeting.

Benchmark

Several benchmarks have been developed to help you assess the health of your chapter.

(1) A healthy chapter structure has actively involved members.

(2) An elected executive committee who are diverse in age, gender, and race with specified

terms of office and assigned functions for each chapter officer position

(3) Meetings publicize in a Vance at convenient times and locations are open to the

membership.

(4) Written agendas minutes and finance reports circulated to the members.


(5) Programs are effective that focus on scholarship fund raising student recruitment and

chapter membership.

(6) Specified programs for leadership secession to include:

(7) Limited term of office for all officers.

(8) Leadership training for chapters, officers, and identifying emerging leaders.

(9) A five-year plan it and annual reports that reflects and measure meaningful involvement

by significant numbers of alumni in the area.

CHAPTER COMPLIANCE

All Alumni Chapters affiliated with and organized under the SUAF group exemption shall

comply with the following:

1. Organization / Reorganization Documents

Each Chapter must submit the Chapter Organization / Reorganization form with the

Authorization Letter, SS4 form, Listing of Officers (names, address, telephone and

emails) to the SUFA at the time of organization. See Chapter Organization Start-Up

Application – Appendix, page 72

2. Chapter Affiliation Fee

As described in the Bylaws, all chapters shall submit the chapter affiliation fee of $500.

This fee shall be submitted with organization documents for new alumni chapters and by

June 30 prior to each new fiscal year (July 1) for existing chapters.

3. Annual Budget

Each Alumni Chapter shall submit to the Federation its annual budget by June 30 prior to

each new fiscal year. Failure to comply may result in loss of the Chapter’s group

exemption status with the federation. See annual Budget Form – Appendix, page 64.

4. Annual Report of Chapter Activities

Each Alumni Chapter shall submit the annual report of Chapter activities at the end of

each fiscal year (June 30) of each year. See Annual Report Form- Appendix page 70.

5. Membership Applications

Chapter submitting membership dues on behalf of its local members must do so utilizing

a completed SUAF MEMBERSHIP APPLICATION – appendix, page 74

6. Changes Affecting the Chapter


Any changes affecting the chapter’s existence and leadership shall be reported to SUAF

immediately. Such changes should be reported in writing.

Failure to comply with the policies and procedures mandated by SUAF’s group affiliation

may result in the loss of your Chapter’s group, exempt status from the Internal Revenue

Service.

Things to Know:

1. Violations of the above procedures may because for loss of your chapter’s charter from

the Federation.

2. It is strongly suggested that all groups identify a program or programs currently operating

at SUAF as their areas of interest or affinity.

3. Fund-raising efforts should focus on educational mission of SUAF as well as the mission

of the chapter.

4. Fund-raising efforts should be limited to raising charitable contributions for the chapter,

SUAF and its programs.

5. Fund-raising efforts should be kept separate and distinct from membership and dues

efforts

6. After gifts are received by SUAF, expenditure of funds will follow existing guidelines for

expenditures of gifts.


CHAPTER COMMUNICATION LINKS

The SOUTHERNITE Magazine

Chapters are encouraged to submit news of events program and their activities to SUAF for

inclusion in the Alumni magazine and News and Notes.

Newsletters

Chapters newsletters can be a very effective way to communicate regularly with your

membership. Copies of newsletters and other print media should be also sent to the office of

alumni affairs.

Electronic Communications/ Web Sites

Electronic communication can be an effective way to communicate with your membership.

Information can be disseminated immediately and updates are easy as a click of a button. Also

electronic communication is a great way to engage younger alumni.

Chapter Hot Links

The Federation can provide a link between its website and any affiliate chapter website. Simply

sending the website URL address to the office alumni affairs and they will add your link to the

site. if you are interested in providing a similar link when your page to the federations homepage

please contact the office of alumni affairs for specific information.


Annual Calendar of Events

Chapters and other affiliate groups are free to set their own calendars in relations to meetings and

events, however The Federation and generally follows the annual calendar that delineates its

ongoing events.

Spring

Founders day

Legislative “Blue and Gold Day” at Capital

Graduation

Summer

National alumni conference

Leadership summit

Graduation

Fall

Home football games

Getaway weekends/ Away games

Homecoming round up

Classic Reunion weekend

Bayou Classic

Graduation


Event Checklist

Special events are the lifeblood of any Federation affiliate group. It is through events that alumni

connect with each other and that chapters further the Federation Mission. Events may be purely

social or contain philanthropic themes; they may welcome new alumni or send off new SU

students. No matter what is the purpose it is important that event be carefully planned and

executed, in that thoughtful immediate meaningful evaluation be done.

Location

Choose a site for your event

Review the contract for the site

Optional Features

Awards- Have a table near the podium for awards.

SUAF membership booth.

Meals, Breaks, Reception

What is your estimated attendance?

When is the break time?

What time is the reception? What time is the dinner?

Set food and beverages service.

Cash bar/open bar.

Wine with dinner?

Set price (including tax and gratuity per person)


Determine seating

Head table?

Reserve tables?

VIPs with guest?

Guaranteed the exact number of attendees with the event site approximately 72 hours

prior to the event.

Does the site fit more than the exact reservation number?

Program

Determine who is speaking.

Have their correct titles in order of speaking.

Select the MC for the evening.

Do you wish to use the program?

If awards are to be given:

Use awards near the podium

Specify the size of the ward table, according to the number and the size of the awards to

be given.

Promotion

How will you announce your event?

Postcard?

Newsletter?

Newspaper?

Website?


Entertainment and decoration

Type of entertainment if any.

If a piano is needed, arrange for an event to have one available. Be sure it is tune it ready.

Balloons, flowers plant rental?

Banner?

Name tags?

Favors?

Event summary

Update registration and summarize:

Number of reservations

Attendees

No-shows

Complements

Volunteers on duty

Other breakdowns as necessary

Follow up on payments to vendors

Financial summary evaluation

Thank You Letters


Helpful hints

If your chapter is having a speaker and/or awards, or entertainment after dinner make sure you

specify what the event site banquet manager when you want the tables cleared. You may want

them to be cleared before or after (not during) the program.

Where there are large numbers of attendees, consider the type of appetizer you choose. ( for

example, soup is hard to serve to a large group because it has to be kept at a certain

temperature.)

Be sure to receive a read confirmation from your event site for your menu is set up details prior

to the event

Southern University Alumni Federation · 2019-03-18 · SOUTHERN UNIVERSITY ALUMNI FEDERATION 4...

Documents

Transcript of Southern University Alumni Federation · 2019-03-18 · SOUTHERN UNIVERSITY ALUMNI FEDERATION 4...