Tulane Alumni Association

CLUB HANDBOOK

Tulane University Office of Alumni Relations

6319 Willow Street New Orleans, LA 70118

(504) 865-5901 (Toll Free) 1-877-4-TULANE

Fax: (504) 862-8749 E-mail: alumni@tulane.edu

tulane.edu/alumni

Updated 6/27/2016

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Table of Contents

About The Tulane Alumni Association (TAA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 - History of the Alumni Association and the Alumni House - Purpose/Mission Statement - Benefits and Services

- Membership Benefits - TAA Membership Card The TAA & Tulane Clubs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 - Club Tier Breakdown and Staff Assignments - TAA Club Roster with Staff Assignments - How Tulane Clubs Serve Alumni and Tulane - How the TAA Support Tulane Clubs

Club Guidelines & Leadership Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 - Club Objectives - Club Leadership Structure - Cultivating Future Leadership - Interaction with Constituent Groups

Event Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 - The Basics - Types of Club Events - Details Common to All Events - Event Based Fundraising by Tulane Clubs - Liability and Event Planning

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Appendices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Appendix A Confidentiality Statement for Volunteers (for signature and return) Appendix B 2016 Annual Volunteer Agreement (for signature and return) Appendix C Constitution of the Tulane Club of D.C. Board Structure Example Appendix D Calendar/Event Timeline Checklist Appendix E Crawfish Boil Planning Outline Appendix F Tulane University Vendor Agreement/Beverage Policy Appendix G Event Budgeting Template Appendix H Tips for Hosting a Successful Event Appendix I Important Contacts

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About the Tulane Alumni Association

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History The Tulane Alumni Association (TAA) is the link between the University and its Alumni. Founded in 1898 and dedicated to the broad principles of service to the University, the TAA continues to keep alumni connected to Tulane and to one another. The Tulane Alumni Association is a non-profit organization founded to support the University, foster alumni fellowship and provide information and activities. Also, it continues to serve as a liaison for both alumni and current students, making the entire university closer and stronger. While advising University officials and encouraging all activities that promote the University, the Tulane Alumni Association is separate from the Annual Fund, Tulane Athletic Fund, or any other University foundation. Formerly the Howland residence, the Bea Field Alumni House at 6319 Willow Street has always had special ties to Tulane University. The house was designed and built in 1938 by Charles Tindall Roberts for his sister Kathleen Roberts Howland (NC ’21) and her husband William Vernon Howland. The location of the house, just inside the Tulane campus, kept its residents abreast of the activities at their beloved alma mater. The University bought the property for use as the Alumni House in 1952. Purpose The purpose of the TAA is to unite into a permanent body the alumni of the colleges and schools of Tulane University in order to promote and further the mutual interests of the alumni and the University.

Mission The Tulane Alumni Association, a vital member of the Tulane University community, is dedicated to advancing Tulane’s pursuit of its highest potential. The Association provides a forum for meaningful involvement and interaction among alumni, students and university leaders.

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Benefits and Services Membership Benefits Membership in the TAA consists of all persons who have completed at least one semester at Tulane University in good standing. Membership into the Alumni Association is automatic, for life, and does not require a fee. The Tulane Alumni Association Membership Card can be requested by telephone, fax, or an e-mail to the Office of Alumni Relations; it may also be requested in person at the Bea Field Alumni House.

Tulane Alumni Association Membership Card The Tulane Alumni Association membership card entitles you to many benefits such as discounts on purchases at the book store, eligibility to use selected campus facilities such as the library, career services, and the fitness center, hotel and car rental discounts and invitations to special University sponsored events. The alumni membership card is free and available to alumni, but must be requested. To receive your card or for more information, call the toll-free customer service line at 1-877-4-TULANE or visit the Tulane University Alumni Office, 8:30 a.m. - 5:00 p.m., Monday - Friday.

Insurance Services: Travel Discounts:

Short Term Medical Insurance Car Rental

Travel Medical and Accident Insurance Hotel

Student Medical Insurance Bed and Breakfast

Term Life Insurance Shopping Discounts:

Term Life Insurance for New Graduates Tulane Computing Center

Accidental Death Insurance Tulane Book Store

Auto, Homeowners, and Renters Insurance Jos. A Bank

Library Privileges JazzyStuff.com – New Orleans Gifts

Howard-Tilton Memorial Library & Architecture Library

Athletic Facilities

Reily Center

For more details, please visit: http://tulane.edu/alumni/benefitsandservices.cfm

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The TAA & Tulane Clubs

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Alumni Clubs are the foundation of the Tulane Alumni Association. The goals of the clubs are to establish a Tulane presence in various cities throughout the world while providing a forum for educational and social activities, a contact for career and other services, and a conduit for communications between Tulane alumni and the University. The TAA president-elect is charged with Tulane Club Leadership, and as such, is your liaison to the TAA Board. Alumni Clubs share these common goals while maintaining the uniqueness of their locale and constituents. A successful club will strive to meet its quarterly requirements in accordance with local needs and priorities. Communication, coordination, sensitivity to the interests of local alumni, and providing opportunities for local participation are the keys to a successful club.

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Club Tier Breakdown and Staff Assignments Tier Breakdown Tulane clubs are the foundation of the Alumni Association. They provide a great way to connect alumni, parents, students, and friends worldwide in the name of Tulane. Hard-working volunteers – with assistance from the Tulane Alumni Association (TAA) – plan and implement a full calendar of events and programming for each chartered club. We define a full calendar of events as at least one event per quarter. Examples include:

• Educational events featuring Tulane professors and local alumni speakers • Cultural and social events, bringing a bit of New Orleans to cities across the world • Events welcoming incoming students into the Tulane community • Networking events based around career fields and interests • Service projects, demonstrating Tulane’s commitment to communities everywhere • Gatherings to cheer Tulane sports teams on to victory

On the chart on the next page, you will notice a column with tier numbers. Tiers are determined by the number of Alumni in your geographic region. Although we do not require that clubs with more alumni to host more than one event per quarter, we strongly encourage this. Please see below for the criteria that determines your club’s tier:

• Tier 1 = 1,000+ alumni • Tier 2 = 500-1,000 alumni • Tier 3 = 200-500 alumni • Tier 4 = <200 alumni • Int = International clubs

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TAA Club Roster with Staff Assignments

Club Tier Club Leaders Club Manager Atlanta 1 Lizzie Parnell Brooke Baltimore 1 VACANT Brooke Chicago 1 Margaret Walker/Aneesha Marwah Brooke Los Angeles 1 Jim Ezell Brooke New England 1 Betsy Lavoie/Colleen O’Donnell Brooke San Diego 1 Melissa Micou Brooke South Florida 1 VACANT/Dori Lynn Neuwirth Brooke St. Louis 1 Jim Downey Brooke Denver 2 Sadie Glick/Arthur Griffin/Leslie Holzmark Franklin Brooke Palm Beach/Gold Coast 2 Greg Barr Brooke Philadelphia 2 Meredith Punt/Aaron Ronksley Brooke Seattle 2 Colin Ley/Jason Nix Brooke Cincinnati 3 Lonny Elfenbein Brooke Kansas City 3 Matthew Blain/Andrew Brain Brooke Las Vegas 3 James Wallin Brooke Little Rock 3 Larry Connelley/Steven Preston Brooke Louisville 3 Meghan Greeley/Sarah Ahmad Brooke Memphis 3 Kyle Gowen Brooke Nashville 3 Hollie Cummings/Tom Kern Brooke Orange County 3 Larry Bassell/David Rubin Brooke Orlando 3 Rita Gallagher/Hao Li Brooke Phoenix 3 Janelle Bakke Brooke Pittsburgh 3 Jodi Gill Brooke Tampa/St. Pete 3 Daniel Claveria Brooke Cleveland 4 VACANT Brooke Columbus (OH) 4 Andy Schiffman/Cheryl Sher Brooke Indianapolis 4 Wende Padek Brooke Jacksonville 4 Christian Lisowski Brooke Minneapolis/St. Paul 4 Ross Knutson/Craig Marshall/John Schweers/Mark Lerner Brooke Portland 4 Kyle Robinson Brooke Sarasota 4 Mike Feduccia Brooke Toronto Int Nick Rossi/Roz Schweber/Todd Schweber Brooke Dallas/Fort Worth 1 Gregory Miller Gaby Houston 1 Mark Martinez/Marisa Engelhardt Gaby New York 1 Ed Shapoff Gaby San Francisco 1 Meredith Alexander/Tom Connor Gaby Washington DC 1 Whitney Silverman Gaby New Jersey 2 Michael Cohn Gaby Austin 3 Lea Bogner Gaby Charlotte 3 Ted Mahrlig Gaby Charleston 4 Kevin Tingley Gaby Hawaii 4 Rob Haak Gaby Puerto Rico 4 Ricardo Soto Gaby Raleigh/Durham 4 Stephanie Durell Price Gaby Buenos Aires Int Aldo Spicacci Gaby

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Chile Int VACANT/NEW CLUB Gaby Colombia Int VACANT/NEW CLUB Gaby Costa Rica Int Jorge Baldloceda Gaby Ecuador Int Augusto Martinez Gaby Guatemala Int VACANT/NEW CLUB Gaby Mexico City Int VACANT/NEW CLUB Gaby Panama Int Juan David Morgan Gaby New Orleans 1 Emily Doliner VACANT Gulf Coast/S. Miss 2 April Walker VACANT Jackson 2 Lee Smithson VACANT Northshore Louisiana 2 VACANT – under consideration for merger VACANT Acadiana 3 St. Paul Bourgeois/Sharon Bourgeois VACANT Baton Rouge 3 Mitchell Wood VACANT Birmingham 3 Theresa Gregory VACANT Columbia (SC) 4 Keith Powell VACANT Detroit 4 Lindsay Eustice-Citrin VACANT Lake Charles 4 VACANT VACANT Monroe 4 Mossy Sartor Guinn VACANT Omaha 4 Alan Kohll VACANT Shreveport 4 Brian Carberry/Ron Ondechek VACANT London Int Jason Harm VACANT Paris Int Nancy Thomas VACANT

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Membership in the Club All alumni, parents of current students, past parents, students and friends of the University are considered members of the club. All members have a common bond – the Tulane University experience. Having a current email address on file with the University’s database is the only requirement for inclusion in all club event promotional emails and activities. A concerted effort should be made by the entire club to continually update email addresses and other biographical information with the University. Updating their contact information is the responsibility of all alumni. Tulane University has 10 schools and colleges, each with its own following of loyal alumni. Members of each of these constituent groups have one thing in common - they are all valuable members of your Tulane Club. It is important to emphasize this commonality while utilizing the strengths that each of these groups bring to your club. If any of these groups are active in your area, you will want to contact them and, whenever possible, coordinate your events. Membership interest can be enhanced by a series of communications to all club members. An email as early as three months prior to your next event will help to get Tulane events on everyone's calendars first. If you do not have all of the details finalized, you can still send a “Save the Date” email. Also consider listing a contact person for the event with an email address or phone number and an open invitation to those wishing to help. A special effort should be made to recruit young alumni as active members in your club. Since personal contact is the key to developing club involvement, consider scheduling time before or after an event to get to know him/her one-on-one. Always try to introduce the new alumni to others at events and help them become active in club activities. Great oaks grow from well-tended acorns. Sending emails and posting to social media sites are timely and efficient ways of making broadcast announcements, publishing the schedule, gathering feedback, asking for help, forwarding news stories, and networking. It allows alumni to feel involved and gives them opportunity to participate even when distance and demands preclude them from physically doing so.

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How Tulane Clubs Serve Alumni and Tulane Tulane Clubs serve alumni by:

• Providing opportunities for alumni to network personally and professionally and to share their Tulane memories in a social setting

• Helping alumni remain connected to their alma mater by keeping them informed about major events at the University

• Supporting enrichment or educational programs that encourage life-long learning opportunities • Organizing fun events and activities to enjoy in their own communities

Tulane Clubs serve the University by:

• Keeping alumni actively involved and connected with their alma mater • Supplying feedback to the University through the TAA • Serving as ambassadors of the University to their local communities • Supporting local admission receptions and/or send-off parties which enhance a student’s experience with

Tulane • Representing the University with distinction in who we are and what we do • Encouraging alumni to update their contact information with the Tulane Alumni Association and by

forwarding any changes of which you become aware. To make an address change, contact the Tulane Alumni Office at alumni@tulane.edu, forward the update via email to your club manager or call 1-877-4-TULANE.

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How the TAA Supports Tulane Clubs

The TAA encourages and supports Tulane Club activities. While each club plans and executes its own events, your club manager can provide the following services and materials:

• Newsletters/Invitations – Designs, prints, and mails invitations. All pertinent information should be submitted eight to twelve weeks in advance (see event invitation form in samples/forms section)

• Mail Services – Generates mailing labels associated with all mailings (with sufficient advance notice) • Tulane Club Mailing Lists – Upon request, the staff can supply clubs with lists of their members by graduation year

or school. For confidentiality reasons, the TAA cannot supply club leaders with any contact information for their members including mailing address, phone number or email address.

• Event Paraphernalia - Tulane University memorabilia (banners, door prizes, T-shirts, cups, decals and notepads for use during events)

• Programming Advice & Guidance - Experienced advice for every aspect of your event based on past experience and the successes/challenges of other clubs. The managers assist club leaders with paying vendors, arranging guest speakers, taking reservations and coordinating all other steps needed for a successful event. The team also works to keep clubs active, revive dormant clubs, and launch new ones.

• Web Page – Each club is given a web page, which includes club president contact information, news of any upcoming events, as well as lists of past events

• Quarterly Check-in Calls/Emails – Your club manager will check in with you quarterly to provide advice and/or guidance on your next event

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Club Guidelines & Leadership Structure

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Club Objectives The minimum objectives for each of the Tulane Clubs are the same: to host one event per quarter. The number of events above and beyond that minimum objective will vary depending on the number of active volunteers, interests and the amount of participation among the alumni body in your location. Tulane Clubs afford virtually any alum the opportunity to remain active with the University regardless of where they live. Each club should try to focus on the following goals:

• Encourage alumni and friends of Tulane to maintain a vested interest in the University • Provide opportunities for social and business networking among fellow Tulanians • Provide continuing education/enrichment experiences for alumni and friends of Tulane • Inform alumni about challenges and opportunities currently facing the University and offer a forum in

which alumni can voice ideas and suggestions to University leaders • Sponsor community service activities to reflect positively on the alumni and the University • Collaborate with other University constituent groups and offer assistance in their efforts

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Club Leadership Structure For over a century and a half, Tulane University has been producing leaders who have excelled in every area of life. Each city has numerous Tulane alumni who have distinguished themselves as leaders in civic and business circles or as students. A concentrated effort should be made to identify those leaders and offer them a meaningful opportunity to assist the University in reaching its highest potential by becoming involved in the club. Structure The leadership structure for each club varies. The guideline for club structure is utility over formality – use what will enable you to achieve club goals effectively and efficiently. The TAA encourages a leadership structure of 2-4 individuals who can work together to host one event per quarter. One person should be designated as the primary contact for the club - with or without a formal title like “President”. This contact serves as the person whom local alumni, the TAA and the Tulane Alumni Association Board can contact for information about the club. As the club continues to grow, you might choose to appoint chairs and recruit committees for individual events and activities or interests. A formal organization tends to work best in clubs with large alumni populations and large volunteer bases. Alternately, a club composed of event chairs with event specific responsibilities, including recruiting additional volunteers to assist them, works well for clubs with smaller alumni populations and fewer active volunteers. Regardless of club structure, it is essential for the club leaders to meet periodically. Planning meetings should be held as often as necessary to conduct the club’s business. While conference calls and email are valuable tools that will save time in event planning, face-to-face meetings offer social opportunities which will aid in recruiting and retaining volunteers. Since volunteer identification and recruitment are of vital importance to the long-term success of the club (large or small), a leadership structure that understands this and promotes growth is necessary. An example of club structure and by-laws can be found in Appendix C. President The president's main functions are to motivate and encourage active participation among members, act as a spokesperson and inspirational leader representing Tulane University, take an active role in monitoring the club's performance and effectiveness, and preside over meetings. At least once a year, the president should call an organizational club meeting. At this meeting, the president should outline the goals for the upcoming year and brainstorm with fellow volunteers to identify new events or ways to strengthen recurring events. Goals might range from increasing attendance at club events to grooming new potential club leaders. Everyone needs a pat on the back for a job well done. Being thanked publicly or in a personal note is essential for those who give their time and talents to the club. When the club president draws attention to a project done well, she/he motivates the volunteers to continue their involvement. Such recognition could include public announcement of the names of committee chairs and their committee members at events, personal notes to volunteers and chairs, special name tags with ribbons for event volunteers to wear at that event, or "Outstanding Officer(s)"/"Outstanding Volunteer(s)" awards presented at the club's last annual event. One of the most important responsibilities as president or leader is to realize that the future success of your club depends on being able to function even when life gets too hectic and you no longer have the same amount of time to dedicate. Life happens to all of us and everyone can use a hand. It is essential that you cultivate a group of volunteers who can step up when you need them.

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Secretary/Treasurer Depending upon the size and structure of the club, the secretary/treasurer might be in charge of working with the TAA club manager to develop the various club emails, keeping accurate financial records for the club and submitting budgets and receipts post-event, maintaining an accurate listing of the alumni in the area and advising the TAA of any changes in names or addresses.

Other Board Members As your club grows, you may choose to add board members with other specific responsibilities. For example, you may wish to have people in charge of programming (e.g. crawfish boil chair), careers (networking for alumni, externships and jobs for students), communication (getting information out to the club via telephone, e-mail, newsletters, etc.), and student recruitment (working with the Alumni CHATS program to recruit high school students to attend Tulane University). These leaders may recruit friends, family and volunteers to assist them as needed.

Terms of Office The officers/members might opt to establish an orderly routine for election and rotation. Some clubs may wish to elect officers for a minimum of two years and some clubs may find that two years is the maximum period for holding an office. To broaden the base of membership participation, your club may also wish to limit the number of consecutive years a person can serve in any capacity.

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Cultivating Future Leadership Planning for the continuing leadership of the club is essential to its ongoing viability and should be a primary focus of all club officers and board members. Diversity of leadership is also important. If your city has any strong constituency groups your club might want to rotate the positions of leadership among the various constituent groups in your area so that one year the club officers might come from the Tulane Association of Business Alumni (TABA), the next year from the Newcomb Alumnae Association, the next from the Medical Alumni Association, etc. This strategy works best if these constituent groups know well in advance which year will be "theirs" so that they have time to groom their club leaders.

The club leadership must encourage members to self-select as volunteers and then provide the framework in which those volunteers can be trained into effective club leaders of the next generation.

Volunteer Recruitment The key to a successful club is getting as many Tulane alumni as possible involved in activities that promote the club and the university. Volunteer recruitment is the continuing effort to incorporate more and new alumni in the mechanics of the club. Volunteer recruitment not only ensures the club’s long-term success but also improves the club’s ability to conduct more activities. New volunteers breathe new life into the club and are an excellent source of new ideas. Volunteer activities within the chapter should be structured to involve the volunteers in a manner that is meaningful and enjoyable to them. Volunteers are more likely to remain as active members of the club if they have an opportunity to become involved in club leadership and make a personal contribution to the excellence of the chapter. Use club events as training opportunities. You might begin by asking alumni to help in a minor way with an event (such as helping set up for an event) and move them through a series of jobs encompassing more responsibility while utilizing more experienced club members to provide guidance and reassurance. Words of caution -- to avoid early burnout, try to limit the active involvement of each new volunteer/experienced volunteer. Remember to recognize and praise these budding leaders and their tutors at each step along the way. Identification of Volunteers The most effective way to identify future volunteers is by talking with the alumni who attend your club events. If they are interested enough to attend an event, they might be interested enough to help with a future event. The number one reason that people volunteer is because someone asked for their help. Tulane Club leaders should use club events as an opportunity to individually ask members to become involved.

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Another great source for new volunteers is recent graduates who were student leaders while at Tulane. The qualities that motivated the students to accept positions of responsibility on campus make them prime candidates for club volunteers. Ask your club manager for help in identifying past student leaders in your area and personally contact these former leaders about helping with your club. Don't forget to include the local leadership of the various Tulane constituencies such as TABA, the Newcomb Alumnae Association, the Tulane Medical Alumni Association, the Society of Tulane Engineers, and the T-Club. Coordinate with constituent groups to plan and execute events to which the entire club is invited.

And don't forget your current and past volunteers. They have already demonstrated their interest in the club. Provide the leadership and enthusiasm to keep them active, committed volunteers. Encourage them to involve their Tulane friends in club activities. Training of Volunteers Begin small by requesting that a new volunteer be responsible for a minor role at an event. This will give you an idea of their level of commitment without having to learn it the hard way. Remember to provide lots of "experienced" help to your new volunteers and not to overwhelm them with too much responsibility too quickly. Continuing volunteers can be given more responsibility with less intense supervision. All volunteers should be encouraged to report back to the club leadership on what they liked/did not like about their volunteer experience. Club leadership must be diligent to follow up on any reply that is less than enthusiastic. It is better to nip a problem in the bud than to have a disgruntled club member who will never volunteer again.

Benefits to Volunteering Many volunteers experience a direct career impact from their involvement with the club. Working on club functions offers volunteers high visibility and a chance to showcase skills to other event volunteers, club leadership, and club members. This exposure of the volunteer provides another network in career development. For those considering career changes to fields such as hospitality, publicity, advertising, conference planning, or public relations, volunteer involvement in club functions can provide an inside glimpse. Volunteer activities within the club structure provide an excellent vehicle for those interested in developing their leadership skills. Perhaps the most important benefit to the volunteer is the wonderful feeling of sharing with the university family some of the skills derived from the Tulane experience.

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Interaction with Constituent Groups

Current Students Student Alumni Ambassadors (SAA) The Tulane University Student Alumni Ambassadors are an active group on Tulane’s campus. The TAA and the SAA strive to create a relationship between Tulane students and the alumni. For more information, visit http://tulane.edu/alumni/saa.cfm. Career Externship Program The Career Externship Program, “The Road to Success,” is in its second year of sponsorship by the Career Services Center. The program is a four, five or nine day shadowing program in which students can gain practical experience and explore a career field(s) of interest. Externship opportunities have previously been available in Atlanta, Houston, New Orleans, New York and Washington D.C. For students: the Career Externship Program offers Tulane students insight into careers of interest and provides them with a glimpse of a typical day in the profession. This, in turn, allows them to make educated decisions regarding their own career choices. Externs represent a wide variety of majors including liberal arts, business, engineering, architecture, law and the sciences. Some students seek externships with a definite career in mind, while others are still in the exploration phase. The program is presented to students as a “real life experience,” which means they should have the opportunity to witness and participate in their sponsor’s workweek as is feasible. They should be allowed to ask questions in order to make their own informed career decisions. For Alumni, Parents and Friends: You’ll find hosting an extern at your workplace to be a rejuvenating experience. Sponsoring an extern not only allows you to help another Tulanian in his/her career, but it also provides the opportunity for you to reflect on your own career path and industry. Creative ideas can be shared and sponsors benefit from the enthusiasm of an up-and coming professional. All externships are unique, and as diverse as the students and their sponsors. Some students work in traditional settings such as medical practices, architecture or law firms, while other students have spent a week with a semi-professional sports team, music distribution, or participating in molecular biology research. What makes the program ideal is that no job is too specialized. Students are eager to experience a broad spectrum of possible careers. If you are interested in participating in the program as a sponsor, please contact the Alumni and Externship Coordinator in the Career Services Center Office (504) 865-5107 by mid-August during the year in which you wish to participate. Dinner with 12 Tulanians Tulane alumni invite current Tulane students to their homes for dinner parties, bringing together Tulanians of all ages for conversation, good food, and camaraderie. The purpose of the program is to provide a relaxing social atmosphere where students can interact and network with fellow students and alumni in the area. If you are interested in being an alumni host, please contact Madison Hurwitz in Alumni Relations.

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Alumni CHATS Program The Alumni Admission Committee, or AAC, acts as the local representative of the Office of Undergraduate Admission. Alumni attend high school college fairs, conduct interviews with prospective students and serve as a two-way information channel throughout the admissions process. The size of the committee is based on the number of alumni that reside in that area and the amount of recruiting conducted in a given area.

Tulane Connect Join Tulane Connect to both re-connect with old classmates as well as connect with other alums and current students professionally. This platform enables you to utilize the trusted Tulane University environment to expand your professional network and even potentially hire other alums.

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Event Planning

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The Basics What to Do When Even the best leadership plan will not be effective if the timing is wrong. The following calendar will give you an idea of what decisions must be made and when these decisions need to be made.

Sample Club Calendar

July August September October

• Plan football viewing parties for September/October

• Plan football viewing parties for October/November

• Plan basketball viewing parties for November/December

• Plan basketball viewing parties for December/January

November December January February • Set date for Mardi

Gras party

• Contact TAA club manager with details for Mardi Gras party

• Plan baseball viewing parties for February/March

• Set date for Crawfish Boil or other family-friendly Spring event (reserve municipal parks)

• Plan baseball viewing parties for March/April

• Mardi Gras parties • Begin to plan for

Crawfish Boil or other Spring event

March April May June • Finalize plans with

TAA club manager for Crawfish Boil/Spring event

• Crawfish Boil or other Spring event

• Crawfish Boil or other Spring event

• Business plan • Budget • Annual calendar of

events for your chapter city

***The events listed in this sample calendar are for reference only. You will want to substitute other events that work well in your area. Some clubs may decide to include events with faculty, university, or Tulane Alumni Association Board members, or other alumni guest speakers, as well. It is important to note the lead-time that must go into the planning of the event and the preparation of the invitations. PLAN EARLY! Communicate with both your TAA Club Manager and your club members early!

See Appendix D for a more detailed planning breakdown.

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Types of Club Events

Educational/Cultural Events Educational and cultural events are great ways to combine social and educational elements into one event. Examples of successful events of this kind include private tours of local museums, private collections, or traveling exhibits, theater or symphony programs, and lecture series highlighting a university’s professor. While these programs can be very popular, they require more lead-time and planning to ensure smooth execution. Proper planning will require three to four months for this type of program. Professors, deans, and administrators are available for club engagements on a very limited basis. Requests for these special guests require at least four-six months advance notice. Consult with your TAA Club Manager regarding speaker availability and special requests. Examples of successful events:

• Cocktail reception during Chicago and New Orleans Monet exhibits • Cocktail party before Lafayette Little Theatre production • “Breakfast with Brumfield” preceding Tulane Professor Brumfield’s seminar at the Metropolitan Museum of Art • A Dinner, Lecture, and Preview of Momoyama - Japan’s Golden Age Exhibit at Dallas Museum of Art

Community Service Community service is an increasingly popular avenue for alumni clubs to make positive and rewarding contributions to their local communities. There are a large number of community service groups that coordinate team activities at various times of the year. Habitat for Humanity, Adopt a School, and other organizations are excellent contacts for conducting alumni driven projects. Community Service projects require constant attention to coordinate the efforts of interested alumni. A committed group of volunteers must focus and maintain this program in order for it to be successful.

Examples of successful events:

• Tulane Club of New England Cradles to Crayons volunteer opportunity • Tulane Club of Los Angeles Vista del Mar volunteer opportunity

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Social Events Mardi Gras Brunches/Parties Mardi Gras parties are one of the most popular and well-attended club events. These parties combine all of the very best of New Orleans: food, music, and Carnival revelry.

Your TAA Club Manager can provide beads, decorations, and king cakes for Mardi Gras parties. The cost of these lagniappe items should not be included in the cost of the party. Mardi Gras parties should be planned no later than November (see calendar) to insure timely promotion and should be scheduled either on Fat Tuesday or during other weekends in February. Dates for Mardi Gras for the next several years are as follows: 2017 February 28 2021 February 16 2018 February 13 2022 March 1 2019 March 5 2023 February 21 2020 February 25 2024 February 13

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Crawfish Boils

Crawfish Boils are another great social event that combine elements that are unique to New Orleans. They are very popular events as it is perhaps the only way that alumni outside of New Orleans can enjoy hot, fresh mudbugs. Your TAA Club Manager can make arrangements to have live or boiled crawfish flown in to certain cities from New Orleans. However, it is more cost efficient if you are able to locate a restaurant, caterer or seafood market that can boil the crawfish locally for you. The trick is to find the right site and caterer who can prepare food to complement the crawfish. Public parks are popular venues for the crawfish boils but be aware that some public parks don’t allow alcohol to be served or require a special permit to do so. Crawfish season begins in April and lasts until June. A date for your crawfish boil must be secured no later than January, as many municipal parks must be reserved several months in advance (see calendar). As soon as a date has been selected, contact your TAA Club Manager so that arrangements may be made to have your event catered at the best possible price. See Appendix E for a more detailed Crawfish Boil planning outline. Other Spring Events Some Tulane Club cities find that their members prefer to schedule another type of spring event. Other events could include picnics, barbecues, other outdoor gatherings to promote a family get-together, or an event held in conjunction with another program or festival specific to your area.

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Athletic Events Pre-Game Parties Football, basketball, baseball, volleyball, and soccer games, even rowing and sailing, are classic reasons for organizing an alumni event. The location of the pre-game celebration must be convenient to the stadium or location where the event will take place. This may pose a problem due to the cost associated with some arenas. A nearby restaurant, sports bar or outdoor area may be another option to holding the event on-site. Basketball/ Football Viewings Basketball or football viewing parties are also easy, inexpensive gatherings. Select a sports bar in your city with cable or a satellite dish, and your TAA Club Manager will help promote the event. Be sure to check with your local television affiliate to ensure the venue you select for the viewing party subscribes to that channel. It is always best to double check, particularly major network affiliates. When CBS in New Orleans, Atlanta, and Houston is showing a Tulane game, CBS in Philadelphia may not be showing the same game.

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Details Common to All Events Venue Rate potential sites on the basis of centrality, natural attraction, and event specific resource requirements. Keep in mind the size of the club’s zip code range and from where the majority of alumni will be traveling. Try to utilize locations that have an intrinsic attraction or ordinarily limited access. City, community or state-owned facilities, and college/university campuses should not be overlooked. A recent map of your area will list all local parks. Use your status as a non-profit, educational services group to open doors and control costs. Most organizations will recognize your tax-exempt status and offer reduced facility rental prices. Use of tax-exempt letters from Tulane will lower costs by the amount of tax due. Your states tax exempt letter can be found at http://www2.tulane.edu/counsel/sales-tax-exemption.cfm.

Once you have identified a potential site, the event chairperson should visit the facility and discuss event logistics with the facility manager. Try to imagine how the event will unfold in the space you are touring. Details to inquire about when choosing an event location (as appropriate):

• Determine number of people the facility can accommodate • Determine appropriate layout for the type of event (registration table, circulation/movement, food

service, caterer space, table configuration, band area, dance area, weather relief area, etc.) • Check for rental fee, deposit requirements, security policy, contract requirements and charges • Check on date availability and hours of operation (include one-hour set up time before the event and one

hour clean up time after the event) • Determine site resources including chairs and tables, water, electricity, caterer accessibility, bathrooms

and garbage cans • Determine adequate parking and associated costs • Negotiate any special requirements or policies regarding alcohol, music volume levels and off-site catering

If the facility suits your needs, ask for a written confirmation of all arrangements and agreements. Most facilities will allow you to reserve space for a limited time without submitting a deposit. Email the contract to your TAA Club Manager for a signature (insurance liability) and to secure a deposit check. It takes a minimum of five business days to generate a check but sometimes up to 2-3 weeks. If necessary, request a balance due check three weeks before the event date. If your balance due is not confirmed prior to the event due to uncertain attendance numbers, make arrangements with the caterer to pay a portion of the balance the day of the event and the remainder within two weeks. Your TAA Club Manager can also use their corporate credit card if necessary. ***Please note, the university will not sanction any event in a facility that discriminates against any minority. Your site should also be handicap accessible.

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Catering, Food, and Beverage The event chairperson should contact the catering manager of the facility or several off-site caterers to obtain menus and pricing estimates before selecting one. The approximate number of attendees and the type of service desired are special considerations. Clarify the inclusion of tax and tip or service charge. These could add as much as 20% to your final bill. Catering policies vary regarding final guarantee numbers and leeway allowed for the guarantee. Be sure to get the caterer's policy in writing. Also, confirm date, time, location, quantity, staff requirements, deadlines, etc.

Details to consider when making caterer arrangements: • The time of the event relative to meal times • Portion size • Menu diversity (vegetable plates, non-fried foods, hot and cold foods, kosher, and children's food) • Serving cycle and times • Bar service and prices versus no-host (cash) bar • Clean up arrangements/costs

If possible, taste test your food selections. If the caterer is new or unfamiliar, request a list of references. Many alumni associate their days in school with the food of New Orleans. Poor food service can undermine every other aspect of an event. Beverage consumption depends largely on the time of year and the time of day. Two drinks per person is a good estimate. Try to include diet soda and an alternative drink (caffeine free). A corresponding number of cups, coolers, and ice will also be needed. Your caterer will assist you with planning for a full bar. However, a keg of beer will be appropriate for the majority of events. One keg contains 133 ten-ounce cups of beer. A total attendance number (all-inclusive) around 100 will require one keg. Plan for appropriate numbers of cups, ice and a tub for the keg. Most major bars and liquor stores supply the cups, tap and tub with a deposit. Please adhere to the Tulane University Vendor Agreement/Beverage Policy when selecting brands of alcohol to be served. See Appendix F ***A special note about alcohol: No one under 21 can be served alcoholic beverages. You must adhere to local rules and regulations as well as facility policies. Alternative beverages must be available. An open bar may be cost prohibitive. Please check with your TAA Club Manager for additional information when planning your event.

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Music and Entertainment The music of New Orleans is another facet that alumni associate with their years at Tulane. Music contributes a great deal to the setting and mood of most events. Not surprisingly, having a full band can be cost prohibitive unless there are a large number of attendees to defray the cost. Suggested avenues to investigate are local college and university jazz bands, Cajun/Creole societies or clubs, and artist unions. Music is more appropriate at some gatherings than others. Keep in mind the noise level and the level of conversation. Music is also a great way to control the evening's proceedings. Remember to include the band in your event count. Always confer with your TAA Club Manager before securing a contract detailing the arrangements, special needs of the band and who is responsible for what. If a live band doesn’t fit into the budget for your event, a portable stereo system with New Orleans music on an iPod or other portable music device is a convenient and affordable alternative. Pricing In general, the Tulane clubs program is designed to be self-funded via event ticket sales. No money is allocated purely for the cost of events, so every Tulane Club event must be priced in such a way that it will be self-sufficient. The price charged for an event is determined by looking at past attendance of a particular event and the expected total cost of the event (e.g. catering, rental supplies, tickets, etc.). The TAA club managers have experience in planning and pricing events and also maintain files on all past events, so club presidents and/or event chairs should work with their club manager to come up with a price for each event. There are many ways to conserve a club’s budget: always working out the details of an event with enough lead time; adding a dollar or two onto the price of an event to bring the cost to a round number (e.g. charging $25 if the cost per person will be $23); and using commercial sponsors to help defray the cost of an event. Don’t be discouraged if your event does not break even due to unforeseen costs or a poor turnout for an event. If a club president has a good idea for an event and is willing to volunteer to make it happen, the TAA and the Office of Alumni Relations will try to help. At the same time, and club presidents should take their budgetary responsibilities very seriously. Extras such as ultra-gourmet food, hired bands, etc. will drive up the cost of an event prohibitively if a large attendance is not forthcoming. See Appendix G - Event Budgeting Template Contracts, Deposits and Payments According to Tulane's Risk Management Office, the university’s liability coverage is good ONLY if the Tulane Office of Alumni Relations signs all contracts. Never sign a contract on Tulane's behalf. The university will supply you with certificates of insurance with the names of vendors or facilities as additionally insured. The official name and address of the additionally insured are required. It takes approximately five business days to process a certificate of insurance request. While many contracts do not require a certificate of insurance, you are encouraged to obtain certificates of insurance regardless. This will protect you and the university.

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Promotion Publicity is absolutely essential to the success of your club and its events. In addition to boosting the level of participation, carefully planned promotion will enhance the reputation of your organization and its members. It is recommended that you use a multi-pronged approach for "getting the word out" about your upcoming events. Your TAA Club Manager will help you by sending out email invitations and you should utilize multiple social media platforms to increase alumni awareness of your club programs and improve the chances of a strong turnout. Ideally, your promotion scheduled should look as follows:

• 3 months prior to event • 2 months prior to event • 1 month prior to event • 2 weeks prior to event • 1 week prior to event • Week of event

Invitations should also include notice of future events with date, location, costs and whom to contact for more information if you have that information.

Registration Table How you meet and greet your guests will set the tone for the entire event. Make sure you combine warmth with efficiency. Have volunteers arrive early for set up, approximately one hour before the event. You will need a number of volunteers to work the registration table in shifts. It is usually a good idea to have a "floater" to deal with problems so that other guests are not delayed. Make sure guests can find the site easily. Green and blue balloons (readily available or by special order from most card and event stores) are a very effective means of guiding alumni to a given meeting room or park pavilion. Arrows with Tulane written on them are another effective means of guiding alumni to the event site. The registration table should be prominently positioned at the entrance but still allow for free movement in and out of the room. Nametags should be ready and alphabetized and blank tags available, as well. Your TAA Club Manager can supply you with printed or blank nametags as appropriate. Use the provided RSVP list to track those who have paid and the actual attendees and guests to submit biographical updates your TAA Club Manager following the event. Make sure all registration volunteers understand how records are to be maintained. You will have walk-ins and no-shows. Generally, they balance each other out. The invitation may state that all walk-ins must pay by check made to the order of Tulane University. An additional fee may be levied on walk-ins to encourage timely and accurate RSVP’s but this must be stated in all event promotion. The event chair has ultimate responsibility for collecting all additional receipts and for their safe delivery to your TAA Club Manager.

Tracking attendance, no-shows, and walk-ins is necessary and must be collected at all events. This will be an integral part of the new Forever Green engagement challenge.

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Event Attendance In addition to encouraging maximum attendance by Tulane alumni at club events, you should also encourage your membership to bring guests whenever possible. Tulane Club events are an excellent way to get the Tulane name before people in your community. Work with staff to identify and invite current students and incoming freshman and their parents to club events. The better the event, the better will be their impression of the university. Some day one of these guests may think of Tulane when looking for a college for their children. Wrap-up Club Leadership’s Duties

• Send attendance lists to your TAA Club Manager • Send in biographical updates to your TAA Club Manager • Send accounting of door receipts & ancillary items to your TAA Club Manager • Submit all bills/receipts to your TAA Club Manager • Write and mail thank-you letters to speakers, vendors, site hosts & volunteers • Post photos on club social media pages

TAA Club Manager’s Duties

• Process overall accounting of total receipts vs. costs • Process payment of vendors/sites & reimbursement of volunteers

See Appendix H for Tips for Hosting a Successful Event.

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Event Based Fundraising by Tulane Clubs The purpose of Tulane Clubs is to promote Tulane University’s mission of education and service and to strengthen, enhance and sustain alumni connections with Tulane and with each other. Clubs are not expected, to plan fundraising events. The University will consider club requests to sponsor fundraising events that benefit the University on a case-by-case basis but the University will not proactively encourage club volunteers to organize them. In every instance, the University reserves the right to withhold sponsorship of an event if it deems that the club or design of the event does not satisfy all appropriate criteria, including but not limited to, legal, tax, trademark, and programmatic excellence standards. While we encourage clubs to plan or participate in activities that benefit their communities, Tulane Clubs cannot sponsor or participate in events that raise funds for organizations other than Tulane University. For any questions related to this policy, please contact Jered Bocage in Alumni Relations. Acceptable Practices

• All promotional materials, including websites, event invitations, on-site décor, and any other event collateral may contain references to Tulane University fundraising priorities and/or campaigns.

• Event participants are permitted to make a voluntary contribution to Tulane that goes above and beyond any event fee as part of the registration process, if applicable. In the instance of a free event, participants may make a voluntary contribution as part of the registration process or at any other time during the course of planning or executing of the event.

• Gift transaction capabilities can be made available as part of the promotional process and at the event site itself, including annual giving cards, giving options as part of the registration process, giving links as part of the registration confirmation, etc.

Unacceptable Practices • Any event that requires a donation in order to participate will not receive University sponsorship support.

Examples include: o Fundraising dinners where tables or plates are sold at a fixed amount and where a portion of the proceeds

fund the event and the remainder funds a charitable contribution to Tulane o Wine tasting receptions where participants are required to make a donation at the door in order to gain

entry • Any event that is deemed to present an unacceptable legal or trademark risk as determined by Tulane University • Any event that is deemed to present an unacceptable public relations risk as determined by Tulane University • Any event that is deemed by University Relations & Development to be outside the scope of Tulane University’s

ability to offer budgetary or human resource support

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Liability and Event Planning

I. Tulane University’s General Liability Insurance • Tulane maintains a general liability policy (excess liability policies) covering liability of all Tulane entities

(including employees), and also maintains a special events policy covering the Tulane Alumni Association (TAA) for events that are held on premises not owned or operated by Tulane

• These policies cover sums that “the insured” is legally obligated to pay as damages for bodily injury or property damage to third parties

• Depending on the applicable policy, “the insured” may include the TAA, TAA’s executive officers and directors, and Tulane’s employees acting within the scope of their employment

• These policies include Host Liquor Liability • Although Tulane maintains liability insurance with sufficient limits to cover liability for any incident that might

occur; this is no reason to be complacent about event planning. There are still risks that the University can and should avoid including financial risk (deductibles, increased premiums) and reputations risks

II. Practical Tips for a Safe and Successful Event • Food/Alcohol: Hire an experienced, reputable caterer/service company if there will be and/or alcohol served. If

alcohol will be served, confirm that the company has a current liquor license and licensed bartenders. If someone leaves the event who is intoxicated and that person causes harm to another, the service company’s liquor liability coverage will apply. This reduces our liability exposure significantly. This is also a good idea because different states and municipalities have different rules/laws governing the serving and consumption of alcohol. Events with alcohol should not be “pour your own” and consumers should be carded.

• Contracts: Do not sign any contract. Send all contracts to your TAA manager. • Premises Inspection: Always conduct a walkthrough of the facility or space where the event will be held, and

be on the lookout for tripping hazards (i.e. electrical cords), falling hazards (i.e. speakers) or other hazards with the facility (i.e. stairwells and handrails). If the event will be outdoors, consider putting any electrical items under tents to protect them from adverse weather.

• Security and Emergency Response: In the event of a medical or other emergency, call 911. If someone is hurt or property is damaged at a TAA event, contact your TAA manager.

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Appendices

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Appendix A

TULANE UNIVERSITY OFFICE OF UNIVERSITY RELATIONS AND DEVELOPMENT CONFIDENTIALITY STATEMENT FOR VOLUNTEERS

I acknowledge that as a volunteer with Tulane University’s Office of University Relations and Development I have had or may have access in the future to Confidential Information belonging to Tulane or third parties to whom Tulane may have an obligation to maintain as confidential. I understand my access to the Confidential Information is limited to my need to know for purposes of performing my duties as a volunteer. Confidential Information includes all information in donor databases and any other information related to Tulane donors or alumni in any form including oral, written, and electronic information. I understand that University volunteers are expected to abide by external regulations that govern their actions, if any. I agree to abide by the University’s Use of Computer and Network Policy and Technology Services policies and guidelines, and the University’s policies regarding Equal employment and anti-discrimination (http://tulane.edu/equity/upload/eeo_harassment_and_discrimination_policies_001.pdf); and

the following policies outlined in the Staff Handbook (http://tulane.edu/wfmo/employee-support/upload/Staff- Handbook-revised-4-19-2012-2.pdf): (a) Confidentiality, (b) Intellectual Property; (c) Weapons; (d) Alcohol and Drugs; and (e) Smoking.

I shall use Confidential Information for the sole benefit of Tulane and only to the extent necessary to perform my duties as a volunteer. I will exercise due care to protect against accidental or unauthorized access to Confidential Information, destruction or disclosure of Confidential Information. When discussing Confidential Information in the course of my volunteer duties, I will exercise care to keep my conversation private so as not to be overheard by individuals that are not authorized to have the Confidential Information. If I am unsure of the confidential nature of information, I will consult with my Tulane staff advisor.

I understand and agree that my obligation to avoid unauthorized disclosure of Confidential Information shall continue after I am no longer a volunteer with Tulane’s Office of University Relations and Development. I agree that all originals and copies of files (hard copy and electronic), emails, memoranda, notes, programs access codes and other materials containing Confidential Information, whenever produced (whether by myself or others) shall be the sole property of Tulane and shall be returned to Tulane or destroyed immediately upon termination of my volunteer status irrespective of the reasons for the termination.

I will not disclose Confidential Information to any person or entity outside Tulane except pursuant to written authorization by Tulane and the person whose information is being requested. If I have a question about whether a proposed recipient of Confidential Information is authorized or not I will consult with my Tulane staff advisor. If at any time I become aware of unauthorized disclosure of Confidential Information, I will promptly notify my Tulane staff advisor. I understand failure to abide by this Confidentiality Statement may subject me to termination of my volunteer status.

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This Confidentiality Statement shall not constitute a contract of employment and shall not imply employment.

By signing or typing my name in the box below and submitting this form, I acknowledge that I have read and understand all of the provisions herein and agree to abide by them. I have had an opportunity to ask questions regarding this Confidentiality Statement and all such questions have been answered to my satisfaction.

Volunteer

Name (Please Print)

Volunteer Signature

Date

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Appendix B

2016 ANNUAL VOLUNTEER AGREEMENT At Tulane University, volunteers are the heart and soul of the Tulane Alumni Association (TAA) mission and we treat the work of all our volunteers very seriously. The intent of this agreement is to assure you of our deep appreciation for your services and to indicate our mutual commitment to ensuring your volunteer experience is productive and rewarding for you and for Tulane. To that end, we ask you to renew your commitment for the 2016 fiscal year. Thank you for your ongoing commitment and we look forward to working with you. I commit and agree to:

• Abide by the policies and guidelines of the TAA

• Sign our Volunteer Confidentiality Agreement

• Participate in a quarterly phone call or email check in with your TAA manager

• Host one (1) event per quarter

• Serve as a community ambassador for Tulane who embodies Tulane’s values and mission

• Commit to work in the spirit of cooperation and collaboration with TAA staff,

alums, parents, students and other friends of Tulane

[ ] Yes, I want to continue as a volunteer for the TAA [ ] No, I’m unable to continue to volunteer. Please move forward in finding a

replacement for me.

Volunteer’s Signature Date

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Appendix C

Constitution of the Tulane Club of D.C.

(Board Structure Example) Article I. Name & Purpose Section 1: Name. The name of this organization shall be the Tulane Club of D.C.; hereinafter referred to as the “DC Club” or “Club.” Section 2: Purpose. The DC Club under the auspices of the Tulane Alumni Association and shall be operated exclusively for educational and charitable purposes. In furtherance of such purposes, the Club shall:

A. Promote, foster, and advance fellowship between Tulane alumni, students, parents, and friends (hereinafter referred to as the “Tulane Community”),

B. Support, when feasible, the Tulane University and its programs, and C. Encourage recreational, educational, and developmental activities for its members.

Article II. Membership Any individual who is an alumnus or alumna of, or who is or has been a faculty or staff member of, or who is or has been an affiliate of Tulane University who now reside in the metro Washington, D.C. area shall be eligible for membership. Article III. Board of the Tulane Club of D.C. The executive authority of the Gavel Society shall be vested in a group of executive officers, who shall collectively be referred to as the Board. Section 1: Composition The Board shall consist of the elected officers, ex officio, and up to six additional members, one of whom shall be the immediate past president and one of whom shall be the Tulane staff member from the Office of Alumni Relations who serves as the Club Director for the Tulane Club of D.C. Both ex officio and additional members shall have voting rights, with the exception of the Club Director who shall not have voting rights. Section 2: Powers The Club Leadership Board shall have full power to carry out the purposes of the Club and shall have general charge and control of its affairs and property, but shall not have the sole right to amend these bylaws.

Section 3: Meetings The Board shall meet on a basis determined by the Board. The President shall be responsible for notifying each member of the Club Leadership Board of upcoming meetings.

A. The Club Leadership Board shall meet at least three times per year to discuss the activities of the Club and to review the general standing of the group.

B. A simple majority of the members shall constitute a quorum at Board meetings. C. Meetings may be held in person or electronically.

Article IV. Officers Section 1: Officers & Duties . The elected officers of the Club shall be ex officio members of the Board. These officers shall be:

A. President, who shall: 1) Preside over all meetings of the Club and the Board, 2) Serve as a liaison to the TAA Board of Directors and the university community at large, and 3) Perform such other duties as may be required by custom or welfare of the Club or by request of TAA

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B. Vice President, who shall: 1) Coordinate all programming for the Club and 2) In the absence of the President, assume all duties of the President.

C. Secretary/Treasurer, who shall 1) Keep a record of all meetings of the Club and Board 2) Give notice of all meetings to membership 3) Provide TAA with a list of members on an annual basis 4) Acquire a list of all new alumni who participated in.

Additional officers may be created by a two-thirds vote of the Club Leadership Board or by a majority vote of the general membership. If additional officers are created, the number of at-large the Club Leadership Board positions (referenced in Article III, Section 1, above) shall be adjusted so that there are nine total officers. Section 2: Terms of Office Officers shall be elected at an annual meeting of the Gavel Society for a term of three years. The President and Vice President shall be elected on alternate years from the Secretary. No officer except the Secretary shall serve more than two successive terms. Section 3: Officer Vacancy Vacancies occurring in any office, except that of President, shall be filled for the remainder of the unexpired term by appointment. In the case of a vacancy in the Presidency, the Vice President shall assume the office of President for the remainder of the unexpired term, and the Club Leadership Board shall fill the vacancy of the Vice President for the remainder of the unexpired term. Section 4: Removal of Officers Officers may be removed by Article V. Committees The Club shall have such committees as may from time to time be designated by the Board. These committees may consist of persons who are not also members of the Board but are part of the general membership of the Club and shall act in an advisory capacity. Section 1: Programming Committee

A. The Programming Committee shall consist of a Chair and no more than four additional members. B. The President shall appoint the Chair, who in consultation with the President, selects the committee members. C. The Production Committee shall determine the programming needs and possibilities of the Club. The

committee shall be responsible for the arrangements and details of all programs, unless otherwise directed by the President and Board.

Section 2: Intramural Sports Committee

A. The Sports Committee shall consist of a Chair and no more than six additional members. B. The President shall appoint the Chair, who in consultation with the President, selects the committee members. C. The Intramural Sports Committee shall be responsible for organizing all efforts to reach and interest people in

participating in intramural sporting activities Article VII. Tulane University and the Tulane Alumni Association The Officers, Board, and committees of the Club shall cooperate with the Board of Directors and committees of TAA. Article IX. Amendments Amendments to these bylaws may be made by a two-thirds vote of the provided that notice of the proposed amendment(s) has been sent at least ten days prior to the meeting to all current members. Any approved amendments are subject to review, amendment, or nullification by the Clubs Committee of the TAA Board of Directors.

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Appendix D

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Appendix E Crawfish Boil Planning Outline

I. Venue a. Parks

i. Can be cost effective ii. Many do not allow alcohol

iii. Usually requires a permit iv. May require additional permitting for alcohol, propane tanks, inflatable

features for kids, and amplified music b. Bars

i. Less cost effective - food and alcohol at restaurant prices ii. Eliminates permitting issues

c. Other Venues i. Veterans halls

ii. Event halls iii. Local breweries

d. Bathrooms i. Rent bathrooms if the venue does not have them

e. Parking i. Ensure a sufficient amount of parking for your guests

II. Catering a. Mr. Mud Bugs or Louisiana Crawfish from New Orleans

i. Proven quality ii. A little more expensive if venue is not close to New Orleans

b. Local catering i. Cost effective

ii. Can be difficult to identify experienced and reliable providers iii. Consider adding on Jambalaya or etoufee to your order iv. Add hot dogs or other child friendly fare to the menu

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III. Beverages a. Beer

i. Contact local Abita distributors or the local Abita marketing firm for sponsorships and free or discounted beer

ii. Kegs can work better than cans for large crowds. There are 133 10-ounce cups of beer in a keg. Cooler based CO2 powered tapping systems are much better than hand pumps if you can borrow or rent one from the keg provider. Simulates a bar tap.

b. Water and soft drinks (warehouse clubs can save on these items) i. Don’t forget coolers and ice! Ice! Ice!

IV. Music a. Live bands b. Boom box c. Make sure you have electricity if needed

V. Pricing a. Create an inventory list that includes everything you expect to buy: catering,

permits, bathrooms, tables, chairs, beer, beverages, cups, plates, trash bags, music, etc. and their true or estimated costs

b. Estimate how many attendees you think you will have based on previous year’s events or by talking to your TAA Club Manager

c. Divide your total estimated cost by your total estimated attendees and round up to the nearest 5 to set your ticket price i.e. Estimated cost $4,632, estimated attendees 100 = ticket price $50

d. Make sure you have different pricing for children – we recommend not charging a ticket price for children 12 and under

e. Discounts for early reservations can accelerate your sign ups – set two to three different time frames for registration before registration closes with different discounts to encourage people to register early

VI. Invitations a. TAA Website

i. Your TAA Club Manager will help develop and post an invitation and registration link to accept credit card payments

b. Email Invitations i. Your TAA Club Manager will help to prepare and schedule these

ii. Use Rich text or Plain Text rather than HTML or image files. Many smart phones cannot read HTML or images. Images can be included in the invite, but the text should not be in the image.

iii. Send to club members early and often in accordance with the recommended promotion schedule on page 33

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iv. Be sure to include: date, time, location, maps, URL links to venue and registration page, pricing, contact information, information about bands, special activities for kids, special guests, and what’s included in the ticket price

c. Facebook Event i. Add an event to your club Facebook page

ii. Include all pertinent information that is included in the emails iii. Be sure to include a URL link to the registration page – a Facebook reply is

not registered with the University nor does it pay for the event d. Consider inviting current students and parents

VII. Ancillary Items a. Trash bags – a crawfish boil cannot have too many trash bags. Get industrial

strength bags. You will be sorry when a weak bag breaks. b. Paper Products: napkins, cups, plates, utensils, etc. c. Tables. If your venue does not have sufficient seating it is easy and cost effective

to rent folding tables and chairs. Contact a local party supply or catering resource.

d. Tulane flag or banner. Can be purchased online. Don’t forget the pole. VIII. Partnering

a. Other schools b. Tulane Athletic Fund c. Development

IX. Execute a. Weeks before

i. Get the registration list from your TAA Club Manager ii. Get name tags from your TAA Club Manager

iii. Get “swag” from your TAA Club Manager iv. Confirm with caterer

b. Day Of i. Get there early – you never know what you haven’t thought of

ii. Wear Tulane apparel – helps to identify you iii. Take Pictures

X. Week After a. Reimbursement – send all receipts to your TAA Club Manager b. Thank volunteers c. Post pictures to club Facebook page

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Appendix F

TULANE UNIVERSITY BEVERAGE POLICY AUTHORIZATION FORM

Tulane University has a vendor agreement that provides for the exclusive use of certain brands of alcohol at all university events and functions where the use of alcohol has been approved in accordance with the university’s alcohol policy. Exclusive use of the follow brands is required.

• Sazerac Company, Inc. (LIQUOR) • Crescent Crown Distributing (BEER)

www.sazerac.com – All liquor served must be listed on this website www.crescentcrown.com – All beer served must be listed on this website These brands may be purchased or acquired from any source. If you need assistance purchasing these brands, please contact Cheryl Toye at 504-849-6026. She is the vendor representative for the Tulane community and is familiar with the brands and the terms of Tulane’s agreement. Please sign and date below indicating that you are able to provide and procure the alcohol brands represented by the above companies for any Tulane event. Company Name: _______________________________________________ Event Location & Date: __________________________________________ Signature of Company Representative Date Tulane responsible party on site: __________________ Mobile #: ____________________

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Appendix G

Event Budgeting Template 1. Create an event Budget: Creating a budget in advance will help you determine how much money is

available to spend and provide a clear understanding to the TAA of where the investment is going. 2. Break-even all the time: Every Tulane Club event must be priced in such a way that it will be self-

sufficient. There is no funding available for events therefore, all events must break even. 3. Decide on a ticket/registration price: Work with your TAA Club Manager to help determine the

correct ticket/registration price for your event. Please note, your TAA Club Manager will guide you in all aspects of your event planning including: venue selection, University policies affecting your event, and marketing tips as well as answer any questions you may have.

*This template can be made available in an Excel format via email if you would like to use it – just ask your TAA Club Manager.

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Appendix H Tips for Hosting a Successful Event

• Develop a fairly accurate attendance target based on similar past event • Plan early!

o 2 months prior for small events o 3-5 months prior for bigger events

• Think through your event o Introduce yourself and have alumni introduce themselves o Make general announcements about the event and highlight any speaker or guest o Encourage anyone who is interested in volunteering for future events or has future event ideas

to contact you • Make everyone feel welcome

o Personally greet everyone when they arrive, shake hands and distribute nametags • Pick a good event venue

o Great events require creativity – switch up the location of events to peek interest and to accommodate difference in driving times for those located in different geographic areas of your club

• Keep in touch o Remember to update your TAA Club Manager of any and all changes that occur in the planning

process • Please your members

o Will the event appeal to the majority of club members? Make the event interesting so they will come to another and bring others!

• Use your resources!

Tulane Club events should cover a broad spectrum ranging from informal sports viewing parties to monthly happy hours/luncheons to speakers to formal Mardi Gras galas. Successful events require planning, communication and delegation! Think ahead and concentrate on the details. Maintain a line of communication with your volunteers, vendors and your TAA Club Manager.

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Appendix I Tulane Alumni Association Contact List Bea Field Alumni House 6319 Willow Street New Orleans, LA 70118 Main Line: (504)865-5901 Toll Free: (877)4-TULANE Fax: (504)865-6764 Office of the Vice President James E. Stofan Vice President for Alumni Relations jstofan@tulane.edu Barbara Cooper Special Assistant to the Vice President of Alumni Relations bcooper2@tulane.edu Annisa E. Coleman Senior Alumni Relations Assistant/House Manager aeugene@tulane.edu Lifelong Learning Programs Ashley Perkins Director of Lifelong Learning aperkin@tulane.edu Alumni Career Services Nicole Bush Director of Alumni Career Services nbush@tulane.edu Alumni Programs Jered Bocage Director of Alumni Programs jbocage@tulane.edu

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Gaby Cannon Program Manager for Alumni Clubs and International Programs gcannon@tulane.edu Brooke Gordon Program Manager for Alumni Clubs Bgordon4@tulane.edu Peter Young Associate Director for Undergraduate Reunions Pyoung3@tulane.edu Madison Hurwitz Program Manager for Student Programs and Reunions Mhurwit1@tulane.edu Greyson Durr Senior Administrative Program Coordinator for Alumni Programs gdurr@tulane.edu Marketing and Communications Will Burdette Director of Marketing and Communications wburdett@tulane.edu Bradley Charlesworth Associate Director of Marketing and Communications bradley@tulane.edu King Logan Information Systems Specialist glogan@tulane.edu

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ALUMNI ASSOCIATION

BOOKSTORE (504) 865-5901 (504) 865-5903 877-4-TULANE www.bkstore.com/tulane www.alumni.tulane.edu

ADDRESS CHANGES CAREER SERVICES 877-4-TULANE (504) 865-5107 alumni@tulane.edu www.careers.tulane.edu

ADMISSION HOMECOMING

(504) 865-5731 Laurie Orgeron- (504) 865-5614

800-873-9283 lorgero@tulane.edu

undergrad.admission@tulane.edu

www.tulane.edu/%7Eadmiss/admission/index.html

ANNUAL FUND TULANIAN 877-4TU-FUND (504) 865-5714 www2.tulane.edu/giving/annual_fund.cfm www2.tulane.edu/tulanian.cf

m ATHLETICS TRAVEL PROGRAM

(504) 861-WAVE (504) 862-8383 tulanegreenwave.ocsn.com