VIRGINIA TECH ALUMNI ASSOCIATION

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VIRGINIA TECH ALUMNI ASSOCIATION
2008
Chapter Officers Training
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I.
Welcome and Introductions
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II.
Overview of the Alumni Association
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Virginia Tech Alumni Association STRATEGIC PLAN

• MISSION AND PURPOSE
• The Virginia Tech Alumni Association is an
  independent, non-profit organization whose
  purpose is to promote the welfare of the
  university by cultivating a mutually beneficial
  relationship between Virginia Tech and its
  growing worldwide community of alumni.

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Virginia Tech Alumni Association MISSION AND
PURPOSE

• The Alumni Association provides and supports
  alumni programs and services, facilitates
  communication with alumni, and seeks to
  strengthen alumni bonds of fellowship,
  professional association and university
  affiliation. 

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Virginia Tech Alumni Association MISSION AND
PURPOSE

• The Alumni Association leverages the resources,
  talents, and initiatives of alumni and friends to
  advise, guide, and support the Association and
  the university in achieving their respective
  missions and goals.

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Virginia Tech Alumni Association VISION

• The Virginia Tech Alumni Association aspires to
  be a primary linkage between the university and
  its family of alumni across the globe, to commit
  them to the universitys missions of life long
  learning, discovery and engagement, and to
  attract them to university service.

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Virginia Tech Alumni Association OUR PRINCIPLES
AND CORE VALUES

• The cornerstone of our core values is found in
  the university motto, Ut Prosim, That I May
  Serve.
• We affirm the value of human diversity, the
  enrichment it brings to our lives and acknowledge
  our differences, rejecting all forms of prejudice
  and discrimination.
• We value integrity, honesty, and ethical behavior
  and strive to maintain a working environment
  built on mutual respect, understanding and
  freedom of expression.
• We share the universitys commitment to life long
  learning, discovery and engagement.
• We value fellowship, personal growth and
  development, along with the concept of community
  local, regional, and global.
• We value civility, sportsmanship and good
  behavior in our support of all university
  athletic programs while demonstrating a high
  degree of respect for our opponents.

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Virginia Tech Alumni AssociationBOARD OF
DIRECTORS ORGANIZATIONAL CHART
Board of Directors
Vice President for Alumni Relations
Officers PresidentPresident-Elect Vice
President Secretary-Treasurer Past President
Executive Committee
Staff
Awards Nominations
Alumni Constituencies
Legislative Advocacy
Alumni Chapters
Alumni Services Communications
Student Programs
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Virginia Tech Alumni AssociationCHAPTER TEAM

• Debbie Day - hokie_at_vt.edu
• Greg Fansler - gfansler_at_vt.edu
• Patty Foutz - pfoutz_at_vt.edu
• Jack Hutcheson - jhutches_at_nvc.vt.edu
• Cathy Lally - clally_at_vt.edu
• Betty Lee - bettylee_at_vt.edu
• Jebbie Crowe ncrowe_at_vt.edu
• Lea Hamblin hamblinl_at_vt.edu

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Virginia Tech Alumni AssociationALUMNI PROGRAMS

• Alumni Chapters
• Reunions
• College Homecomings
• Special Events
• Hokies Abroad

• Travel Tours
• Scholarships and Professorships
• Awards to Faculty, Students Alumni

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Virginia Tech Alumni AssociationALUMNI SERVICES

• Alumni Directory
• Alumni Records
• www.alumni.vt.edu
• Alumni Gateway
• Alumni Communications

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Virginia Tech Alumni AssociationAFFINITY REVENUE
PROGRAMS
Current Service Offerings
Current VT Merchandise Offerings

• VT Online Banking Center
• Graduation Announcements
• Liberty Mutual-Auto Home
• Alumni Tours
• VT Alumni Health Life Insurance
• VT Chase Visa Card

• Captains Chair
• Desk Chair
• Boston Rocker
• Candelabra Lamp
• Jewelry - rings
• Official Diploma Frames
• Artwork
• Cut In Stone Coffee Table Book

2006-2007 Revenue 875,000
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Virginia Tech Alumni AssociationON CAMPUS
PROGRAMS

• Class Reunions
• Anniversary Reunions
• 25th Communications
• 50th WUVT
• 35th Fraternity and Sorority Life
• College Homecomings Programs
• Constituency Programs
• Corps of Cadets
• Graduate School
• Multicultural
• Order of the Gavel

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Virginia Tech Alumni AssociationALUMNI EVENTS
SPRING 2009
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Virginia Tech Alumni AssociationFUNDING ALUMNI
PROGRAMS
Where our revenue comes from
2007-08 Foundation funding 1,200,000 Affinity
credit card 825,000 Merchandising/Tours 200,000 Al
umni gifts 60,000 Program revenues 235,000 Alumni
directory 35,000 Ticket revenues
96,000 Endowment income 245,000 Chase
revenue 245,000 TOTAL Projected 2,996,000
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III.
Introduction to Chapter Management
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Virginia Tech Alumni AssociationPURPOSE OF AN
ALUMNI CHAPTER

• The basic purposes of an alumni chapter are
• To provide an important communications link
  between alumni and university
• To promote the image and reputation of Virginia
  Tech within the community
• To promote strong positive relationships among
  alumni, students, parents and others within the
  community
• To support the activities of Virginia Tech and
  work toward the realization of the universitys
  educational goals
• To provide the university with a strong core of
  alumni volunteers who serve as an important PR
  component of the university
• To promote the Hokie spirit of Virginia Tech

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Virginia Tech Alumni AssociationALUMNI CHAPTER
OBJECTIVES

• Leadership and organizational structure
• Elect or designate officers, directors,
  committees
• Submit and follow annual plan
• Attend an Officers Forum
• Involvement and participation by alumni
• Identify alumni to serve as chapter leaders and
  volunteers
• Attract alumni to attend chapter activities and
  assist with projects
• Opportunities for fellowship and programs
• Provide programs of a social, informative, and
  educational nature
• Provide business networking among alumni
• Communications and public relations
• Communicate regularly with alumni staff and the
  university (e.g. address updates)
• Communicate with area alumni
• Communicate with members of General Assembly,
  when appropriate, increase public awareness of
  university and chapter

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Virginia Tech Alumni AssociationALUMNI CHAPTER
OBJECTIVES (continued)

• V. Assistance with student recruitment
• Support Alumni Admissions activities
• Encourage applications from well-qualified
  students
• VI. Encouragement of alumni contributions to
  support Alumni Association and
  university
• Encourage contributions designated for operating
  support of Alumni Programs Services
• Encourage support of scholarships for area
  students
• Plan a major event yearly to attract support for
  chapter activities and scholarship awards

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Virginia Tech Alumni AssociationCHAPTER
EVALUATION RECOGNITION
Achievement Awards/Outstanding Chapter Awards

• Leadership organization
• Involvement participation
• Programming
• Academic speakers
• Social
• Community service
• Communications
• Record keeping and reporting
• Alumni Admissions Program
• Scholarship
• Hokies for Higher Education (in-state only)

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Virginia Tech Alumni AssociationSTAFF SUPPORT

• Advice and consultation
• Rosters mailing labels
• University communication referrals
• Chapter and Club mailings e-mail
• Online calendar
• Web support
• Speakers, programs videos
• Name tags, university literature, promotional
  giveaways door prizes
• Event possibilities prospective volunteers
• Leadership training
• Student Alumni Associates

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Virginia Tech Alumni AssociationCHAPTER MAILINGS

• Chapters may receive two mailings per year to all
  good mailing addresses
• Chapters may distribute e-mails throughout the
  year to all good e-mail addresses
• A Chapter year runs July 1 June 30
• Chapters must submit a mailing/e-mail request
  form six/eight weeks prior to the RSVP date

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Virginia Tech Alumni AssociationCommunications

• Chapters, reunions, constituency and college
  programs include newsletters, notices, e-mail,
  registration materials, letters, program
  announcements, schedules, flyers, envelopes and
  forms
• Other responsiblities include produce Alumni
  Association content for four issues of the VT
  magazine, Travel brochure, the Reunion Bugle
  (published annually), event material, website,
  and handbooks for SAA, alumni board of directors,
  constituencies and chapter volunteers
• Process includes one-on-one communication with
  staff, layout, proof, review, print, fold, sort,
  label, bundle or meter mailing
• Each chapter/club is allowed two mailings per
  year
• To reserve a date submit Chapter/Club
  Mailing/E-mail Request Form at least six to eight
  weeks prior to RSVP date
• Bulk mail can take 3 weeks to deliver upon
  arrival at Post Office
• Be sensitive to holidays or exceptionally busy
  times of the year

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Virginia Tech Alumni AssociationSUMMARY OF
COMMUNICATIONS (1/06 7/08)
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Virginia Tech Alumni AssociationRESOURCES

• Chapter Newsletters- June 2008- May 2008 -
  April 2008
• Business Card Template
• Alumni Distinguished Professors and other
  speakers
• 2008 Chapter Officer Training Presentation
  (PowerPoint version) or view as a PDF.Updated
  8-12-08
• Stationery Template
• Presentations
• HokieBird Fights Hunger (HBFH)
• Hokies Respect
• Fundraising Opportunities
• Website Tools
• VirginiaTechforlife Blood Drive

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Virginia Tech Alumni AssociationMETHODS TO
PROMOTE ACTIVITIES

• Notices
• Newsletters
• E-mail
• Websites
• Planning for mailings to include several upcoming
  events
• Free advertising public service announcements
• Announcements at events

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Virginia Tech Alumni AssociationCHAPTER
FINANCIAL MANAGEMENT

• Each chapter should be self-supporting and
  operate on at least a break-even basis.
• Expectations of Chapter
• Clear and concise record keeping
• Regular and thorough reporting
• Checks and balances

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Virginia Tech Alumni AssociationFINANCIAL REPORT
- EXAMPLE
vtaa cash receipts cash disbursements 2006 /
2007
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Virginia Tech Alumni AssociationINSURANCE
LIABILITY

• The Alumni Association, its affiliated
  constituent groups (including chapters), and its
  volunteer leaders are insured under the state
  risk management program. Should a chapter event
  require a certificate of insurance, a request
  should be submitted to the Alumni Office at least
  six weeks prior to event, allowing sufficient
  time to process paperwork.

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Virginia Tech Alumni AssociationALCOHOL POLICY
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 located 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.
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Virginia Tech Alumni AssociationALCOHOL POLICY
(continued)

• Rules Regulations
• 1. Alcoholic beverages may be served in
  accordance with ABC Board rules and regulations
  at approved functions located in the following
• a. Facilities fully registered with ABC Board.
• b. Facilities approved with an appropriate
  banquet license from the ABC Board
• 2. Alcoholic beverages may be served only at
  functions where the majority of attendees are of
  legal age for the consumption of alcoholic
  beverages.
• 3. 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.
• 4. Alcoholic beverages may be served only as a
  compliment to food service including hors
  d'oeuvres or food served within the context of
  receptions, dinners or other meals.

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Virginia Tech Alumni AssociationIMPORTANT DUE
DATES

• The following are due to the Alumni Office in
  Blacksburg July 1
• Chapter Annual Plan
• Chapter Officers, Board of Directors, Committee
  Chairs
• Superlative Award Nominations
• Outstanding Event/Activity
• Outstanding Alumni Admissions
• Outstanding Community Service Project
• Outstanding New Member Plan
• Outstanding Fundraising Event/Activity
• Outstanding Golf Tournament
• Outstanding Web Site
• Nomination for Outstanding Volunteer of the Year
  

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IV.
Chapter Programs
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Virginia Tech Alumni AssociationCHAPTER
LEADERSHIP STRUCTURE
Alumni Staff Liaisons Exec. Council Officers
Chairs Board Members
Chapter Committees (Typical)
Other Chapter Committees

• Programming/Social (Events)
• Membership
• Scholarship
• Communications/PR
• Community Service
• Information Systems (web, database)

• College Fairs/Visits
• Corps of Cadets
• Hokie Club
• Hokies for Higher Education

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Virginia Tech Alumni AssociationCHAPTER
SCHOLARSHIP

• WHY DO CHAPTERS GIVE SCHOLARSHIPS?
• Give back to the local community
• Public relations tool
• Support local students
• Support Office of Undergraduate Admissions
• Support the University

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Virginia Tech Alumni AssociationSCHOLARSHIP
APPLICATION PROCESS

• Late Fall Chapters update scholarship letter
  and application and return to Alumni Association
• January Chapters sent lists of students who
  have accepted Early Decision offers
• March - Scholarship letters and applications will
  be converted to PDF for students to download.
  Students can view and download files using Adobe
  Acrobat Reader (site will include a link to the
  free reader software)
• Early April Emails will be sent to students
  offered admission which includes a link to
  scholarship website and log-in information (User
  ID and Password). Once logged in, student will
  be directed to their Chapter Scholarship letter
  and will click on the link to access the
  scholarship application. Students will be able
  to view, download and print application.
  Application will be submitted to chapters with
  any additional requested documentation via postal
  mail.
• Early April chapters will be sent lists of
  students offered admission
• Early May chapters will be sent lists of
  students who accepted admission offers
• June 15 names of chapter scholarship winners
  due to Alumni Association and money to cover
  award amounts

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Virginia Tech Alumni AssociationSCHOLARSHIP
Awards Summary
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Virginia Tech Alumni AssociationSCHOLARSHIP
Awards Summary
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Virginia Tech Alumni Association SCHOLARSHIP
AWARDS CEREMONY
Scholarship Goal 155,000 by 2008 2007-2008
Scholarships 154,150
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Virginia Tech Alumni AssociationFACULTY SPEAKERS

• Review suggestions on Alumni Association website
• Request speakers through staff liaison
• Travel expenses for speakers liaisons are
  covered by Alumni Association
• Chapters should host speakers and staff at their
  events

• Alumni Distinguished Professors
• Jackie Bixler - Foreign Languages and Literatures
  
• Rosemary Blieszner - Human Development
• Charles W. Bostian - Electrical and Computing
  Engineering
• Ezra "Bud" Brown - Mathematics
• Arthur Buikema - Biology
• C. Antonie Distler - Former Alumni Distinguished
  Professor - School of the Arts
• Gary L. Downey - Science and Technology in
  Society
• E. Scott Geller - Psychology
• Wayne D. Purcell - Former Alumni Distinguished
  Professor - Agriculture and Applied Economics
• James I. Robertson, Jr. - History
• Lucinda Roy - English
• George M. Simmons, Jr. - Former Alumni
  Distinguished Professor Biology
• William E. Snizek - Sociology
• James P. Wightman - Former Alumni Distinguished
  Professor - Chemistry

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Virginia Tech Alumni AssociationFACULTY SPEAKERS
(continued)

• Agriculture and Life Sciences
• Mike Ellerbrock, Agriculture Econ.
• Joe Marcy, Food Science Technology
• Paul Siegel, Animal Poultry Sciences
• Architecture Urban Studies
• Arthur C. Nelson, Urban Affairs Planning -
  Alexandria Center
• Business
• France Belanger, Accounting Info. Sys.
• Kevin Carlson, Management
• Janine Hiller, Finance
• Don Rieley, Director, Marketing
• Engineering
• Michael Karmis, Coal Energy Res.
• Jack Lesko, Eng. Science Mechanics
• Brian Love, Materials Science Eng.
• Craig Woolsey, Aerospace Ocean

• Natural Resources
• Bill Carstensen, Geography
• John Seiler, Forestry
• Science
• Robert Jones, Biology, Depart. Chair
• Reinhard Laubenbacher, Mathematics
• Joe Merola, Chemistry, Depart. Chair
• Madeline Schreiber, Geo. Sciences
• Virginia-Maryland College (VET MED)
• Virginia Buechner, Lg. Animal Clinical
• Tom Inzana, Biomed. Pathobiology
• Liberal Arts Human Sciences
• Ellington Graves, Sociology
• Greg Justice, Theatre Arts
• Dave McKee, Marching Virginians
• Terry Papillon, Languages Literature

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VT-ENGAGE
RECORD YOUR HOURS!

• VirginiaTechforlife Blood Drive
• HokieBird Fights Hunger
• Local Community Service Programs

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V.
Event Planning and Budgeting
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Virginia Tech Alumni AssociationEVENT PLANNING

• Goal Setting

Planning
Evaluating
Budgeting
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Virginia Tech Alumni AssociationGOAL SETTING
What are we trying to accomplish by holding the
event? Social Fundraiser
Networking
Community service Education Public relations
Student send-off Recruitment Recognition
What type of event best suits these goals? Dinner
? Picnic ? Auction ? Reception ? Athletic
? Cultural
A program without goals is doomed to failure
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Virginia Tech Alumni AssociationPLANNING

• Who is the target audience?
• Who is an appropriate speaker?
• What type of event is most appropriate? What
  type of food should be served? What is the
  break even point?
• When is the best time for the event? -- Month,
  Week, Day, Hour? -- Is the Alumni Association
  liaison available? -- Check for conflicts--local
  and university wide events, holidays,
  religious observances -- Develop calendar
• Where is the best location?
• Why are we holding the event?Social,
  Scholarship, Community Service, etc.

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Virginia Tech Alumni AssociationPLANNING

• Start with the Annual Plan
• Request mailing slot at the beginning of the year
  (July)
• Check local and university calendar
• Check staff liaison schedule
• Check speaker and venue availability
• Prepare timeline for local publicity

mailing, e-mail, website, PSAs, newspaper
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Virginia Tech Alumni AssociationBUDGETING

• Include total cost in fee charged to participant
• Room rental, (service tax) charges for meal,
  speaker and or other guests
• Decorations, door prizes, gift for speaker
  entertainment, printing
• Chapters can lose money if guarantee is too high
• Calculate break-even point
• Plan for no-shows
• Collect money in advance
• Realistically project attendance
• Past events to benchmark
• What to expect, not hope for

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Virginia Tech Alumni AssociationEVALUATING

• Did we achieve our program goals?
• Did we achieve our financial goals?
• What went well, what did not?
• How can we improve the program?
• Provide evaluation forms for attendees.
• Did the work justify the outcome?
• Keep records for future volunteers. (include
  evaluation and recommendations)

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Virginia Tech Alumni AssociationGET STARTED!
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VI.
Recruiting and Motivating Volunteers
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Virginia Tech Alumni AssociationA VOLUNTEER
NEEDS

• To know what is expected of them
• To be kept informed
• Feedback
• Recognition

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Virginia Tech Alumni AssociationVOLUNTEER
RECOGNITION

• Smile
• Give additional responsibility
• Send thank you note
• Commend to employer, if appropriate
• Quote them
• Photograph them
• Thank/recognize them publicly
• Present them with a plaque
• Tell them they are appreciated

• Listen
• Send a birthday card
• Buy them an ice cream cone (coffee, dinner)
• Greet by name
• Provide discount tickets
• Honor with an award
• Sponsor a volunteer recognition event
• Create a Volunteer of the Month event

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VII.
Annual Plan Development
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Virginia Tech Alumni AssociationWHY AN ANNUAL
PLAN?

• Facilitate long-range planning
• Plan a variety of events
• Schedule event notices
• Develop annual budget
• Activate liaison support

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Virginia Tech Alumni AssociationA CHAPTER PLAN
SHOULD . . .

• Reflect the chapter goals
• Appeal to broad range of alumni, ranging from Old
  Guard to recent graduates
• Include a variety of events academic,
  admissions, social, and athletic events, as well
  as community service projects
• Have a budget with projected expenses and
  revenues
• Not be dominated by one activity or event
• Avoid conflicts with established local events,
  university calendars, and religious or other
  holidays
• Be reviewed at each officers meeting to ensure
  deadlines are met
• Be shared with your chapter liaison
• Be turned in by July 1

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Virginia Tech Alumni AssociationANNUAL PLAN
EXAMPLE
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VIII.
Questions?
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Thank You!

• VirginiaTechforlife