Annual Planning

• Confirm the event goal (engagement, service, stewardship, recruitment, fundraising, etc.).
• Coordinate with your liaison to align with chapter and university calendars.
• Determine date, time, and location.
• Identify budget considerations (food, venue, supplies, admin fees).
• Decide if registration is needed and whether the event includes giving or stewardship elements.
• Begin thinking about your communication plan (email, social media, central support).
• Identify food or beverage needs and request quotes from caterers or restaurants (if needed).

• Finalize and book the venue.
• Complete required regional engagement forms to enable:
  • Registration links.
  • Central emails.
  • Postcards or other supported marketing.

• Launch event marketing across all platforms.
• Share the event with chapter members and invite volunteers to help with:
  • Check-in.
  • Outreach.
  • On-site logistics.

• Send reminder communications via email and social media.
• Continue volunteer recruitment and confirm roles as needed.

• Confirm food, beverage, and venue details.
• Finalize guest count and onsite registration options. 
• Confirm volunteer roles, arrival times, and expectations. 
• Send final reminders to attendees.

• Gather all event materials (signage, name tags, supplies).
• Email registrants a “Know Before You Go” message including:
  • Parking and entry details.
  • Dress expectations.
  • Food options.
  • Accessibility information.
  • Contact person for questions.
  • Other event specific details.

• Arrive early to allow time for setup.
• Bring all materials and supplies.
• Assign a greeter or check-in lead.
• Connect with venue staff or vendors to confirm logistics.
• Take photos or videos (with attendee permission).

• Share highlights and photos on social media.
• Thank volunteers and attendees via email or note.
• Collect feedback on:
  • What worked well.
  • What could be improved.
  • Ideas for future programming.
• Share feedback and outcomes with your liaison.

To ensure alignment and appropriate support throughout the year, chapters are asked to complete certain requirements that simultaneously close-out the current fiscal year and prepare for the year ahead. Not all requirements are mandatory. Please review the list below for more details.

In order to maintain an atmosphere conducive to learning and consistent with the university's instruction, research, and extension missions, it is necessary to provide guidelines to members of the university community regarding the service of alcoholic beverages at events on university property and in facilities under the care, custody, and control of university personnel.

University property includes both on and off campus locations, as well as any meeting places rented for University use. Chapter and networks are responsible for complying with all federal and relevant state laws for events they are hosting. 

Rules and Regulations 

Alcoholic beverages may be served in accordance with ABC Board rules and regulations at approved functions located in the following: 

• Facilities fully registered with ABC Board. 
• Facilities approved with an appropriate banquet license from the ABC Board. 
• Alcoholic beverages may be served only at functions where the majority of attendees are of legal age for the consumptions of alcoholic beverages. 
• Alcoholic beverages may be served only at functions confined to areas not open to the public, or with public access. Typical areas where alcoholic beverages cannot be served are: outdoor plazas, patios, unfenced lawns, lobbies and reception areas. 
• Alcoholic beverages may be served only as a complement to food service including hors d'oeuvres or food served within the context of receptions, dinners or other meals. 
• Chapter and networks for responsible for complying with all federal and relevant state laws

Ensure that the event is covered by appropriate liability insurance. Volunteers should be aware of their responsibilities and the coverage provided by the venue. See insurance liabilities section above for coverage offered by Virginia Tech Advancement. 

Depending on the nature of the event, various permits or licenses may be required. This can include permits for large gatherings, food handling, noise, and use of public spaces. Alumni chapters are responsible for obtaining any required permits for their events. 

Adhere to local health and safety regulations, which may include food safety standards, fire codes, occupancy limits, and emergency procedures. Most restaurant and catering vendors will be responsible for maintaining these standards.

If the alumni-affiliated group is hosting a potluck or other food service activity for an event, the volunteers are responsible for following proper health procedures based on their state’s requirements. 

Ensure that any personal information collected from participants (such as registration details) is handled in compliance with data protection laws. Volunteers should be diligent and focused on maintaining confidentiality and protecting sensitive information.

If the event involves minors, comply with all relevant child protection laws, including obtaining necessary background checks and implementing safeguarding policies.

Respect intellectual property rights, including the use of copyrighted materials, trademarks, and logos. Obtain necessary permissions or licenses for any music, images, or other media used during the event. Review brand guidelines for the use of university trademarks, including Alumni Chapter logos.

Be aware of any contracts or agreements related to the event, including those with vendors, performers, or venues. Ensure that all terms and conditions are clearly understood and followed.

When organizing volunteer-run events on behalf of Virginia Tech, it is crucial to adhere to best practices to ensure inclusivity, safety, and a positive experience for all participants. Here are some guidelines to consider:

• Inclusivity and diversity: Ensure that the event is welcoming and accessible to individuals from all backgrounds. This includes providing accommodations for those with disabilities and ensuring that all communication and materials are inclusive and non-discriminatory.
• Neutral venues: Select venues that are neutral and free from political, religious, or other controversial associations. This helps create a welcoming environment for all participants, regardless of their personal beliefs or affiliations.
• Clear communication: Maintain clear and open lines of communication with all stakeholders. Provide detailed information about the event, including its purpose, schedule, and any necessary preparations or requirements.
• Community engagement: Foster strong relationships with the local community. Engage with local organizations, businesses, and residents to build support and ensure the event benefits the broader community.
• Safety: Prioritize the safety of all volunteers and participants. Conduct thorough risk assessments and ensure that appropriate security measures are in place.
• Evaluation and feedback: After the event, gather feedback from participants and volunteers to identify strengths and areas for improvement. Use this feedback to enhance future events and ensure continuous improvement.