Alumni event toolkits

To make it easier for our associations, chapters and alumni within Uppsala University Alumni Network to organise events, we have gathered toolkits with suggestions, tips and advice. It is of course possible to adapt the events to better suit you.

Further down on this page are general tips for event planning and by clicking in the list below you will come to each specific toolkit.

• Alumni After Work
• Alumni Lecture
• Career In Focus
• Cinnamon Bun Day
• Mentor Programme
• Predeparture
• Reunion
• Shrove Tuesday
• Quiz

Plan long-term

The most important thing for a successful event is careful planning. We always recommend that at least two people are involved and familiar with both the planning and implementation of an event.

By having an annual plan of your events, you get plenty of time for planning. It also gives you an opportunity to set a budget for each event, get in touch with any speakers or venues well ahead of time and have time to get a good spread on the invitation so that you get many participants.

Reporting and follow-up

Note how many events you carry out and how many people participate in each and report this back to us in the alumni team at the end of the year. A template for feedback is sent to associations and chapters prior to reporting each year.

Feel free to follow up with alumni who participate in your events but who have not yet become members of the network. By becoming members, you reach them with the next mailings and they have the opportunity to participate in university-wide alumni activities.

Virtual events

Some events may be better suited to be held as virtual events.

Here are general some tips for organising a successful virtual event:

• Share the responsibility - it is always good to have at least two moderators who can share the responsibility to collect questions, help participants with technology or anything else that may arise.
• Have the technology on your side – we recommend using a platform you are familiar with. If you are testing something new, have a rehearsal before so the technology does not become a problem during the event.
• Sound quality – we recommend using headphones and to sit in a quiet and peaceful environment. Keep in mind that the microphone picks up many sounds you yourself do not notice.
• Ground rules - always start by setting the ground rules which applies to this particular event. Should the camera and microphone be on or off, how to ask for the floor, etc.