Basic Training: The Nuts

1
Basic Training The Nuts Bolts of Clubs

• Susan Lohin, Director of Clubs
• Karen Kerns 97, Assistant Director of Clubs

2
Agenda

• Wellesley Clubs
• The Nuts and Bolts of Clubs
• Communication
• Leadership
• Membership
• Programs

3
Wellesley Clubs
WELLESLEY
There are over 130 clubs and key alumnae contacts
around the world!
4
Why Have a Wellesley Club?

• Nurture friendships among alumnae
• Provide a forum through which women can share
  career and life experiences
• Promote lifelong learning through educational
  programs
• Assist Admissions by connecting with qualified
  high school students
• Enhance Wellesleys image through community
  involvement

5
Alumnae Office Services
We are your best resource!

• Susan Lohin
• Director of Clubs
• slohin_at_wellesley.edu
• 781-283-2330
• Karen Kerns
• Assistant Director of Clubs
• kkerns_at_wellesley.edu
• 781-283-2310

• Faculty Speaker requests
• CWS requests
• Help with re-activating your club
• Technology requests
• Book Awards
• Alumnae Store

www.wellesley.edu/Alum/Volunteer/Clubs/
6
Club Models

• set realistic goals and expectations!
• Model A Small, geographically diverse, and/or in
  temporary hibernation, or just forming
• Model B Medium, urban, suburban, or a growing
  club
• Model C Urban or Suburban, mature club
• Model D Large, urban club

7
The Nuts and Bolts of Clubs

• Communication
• Leadership
• Membership
• Programs

8
Communications Tools Services

• Alumnae Updates
• Second Club Interests
• Lists Mailing Labels
• Directories
• Club Email Forwarding Address
• Newsletters
• Broadcast Emails more in next session
• Discussion Groups more in next session
• Club Web Pages more in next session

9
Update Your Record!

• Alumnae can update their records by
• Signing in to the Online Community
  www.wellesley.edu/Alum/Community/
• Emailing updates_at_alum.wellesley.edu
• Calling 1-800-339-5233
• Our database is only as current as the
  information we get.
• Put this information in your newsletters and
  broadcast emails.

10
Second Club Interests
Head south in the winter?

• Stay connected no matter where you are!
• Contact us to be associated with a second club
  wclubs_at_alum.wellesley.edu

11
Lists and Labels

• We keep an updated list so you dont have to!
• Request club lists and / or labels anytime
• Online www.wellesley.edu/Alum/Labels
• Email wclubs_at_alum.wellesley.edu
• Phone Karen at 781-283-2310
• Request a new set each time you do a mailing

12
Lists and Labels

• The Club Office prefers to send list and label
  documents by email.
• Lists are sent as an Excel file
• Labels are sent as a Word file which can be
  printed on Avery labels 5160
• Againplease request a new list or set of labels
  each time you do a mailing.

13
Directories

• When is a good time to distribute a directory?
• Helpful hint
• In your next newsletter or broadcast e-mail, let
  alumnae know they need to verify and update their
  information because a directory will be printed
  soon!
• Directory format
• 8.5 x 11
• Alumnae lists by alphabetical order, class year,
  city, and occupation
• We can download the information to an Excel file
  for those who wish to format their own directory

14
Directories
15
Club E-mail Forwarding Addresses

• WCClubLocation_at_alum.wellesley.edu
• wcchicago_at_alum.wellesley.edu
• wcwashingtonstate_at_alum.wellesley.edu
• wccharlotte_at_alum.wellesley.edu
• wcnorthernca_at_alum.wellesley.edu
• Forwards to current club president
• Use this e-mail on all publications

16
Club NewslettersContents

• A cheerful letter from the club president
• Contact information for the club and the board
  members
• Calendar of upcoming events
• List of alumnae new to the area
• Photos and description of successful past events
• Something personal interview with club leader,
  article about local area alumnae, etc.
• How alumnae may update their contact information
  with the College

17
Club NewslettersTips

• List your clubs forwarding email address
• Have alum.wellesley.edu emails for board members
• Look at other club newsletters (contact the Clubs
  Office for samples)
• Use a custom logo (which we can create for you)
• Send us a .pdf version of your newsletter and we
  will post it on your website
• Note Newsletters may contain contact
  information that you may not want available on
  the internet.

18
Broadcast E-mail

• What is a broadcast e-mail?
• Why is this a good tool?
• Who will my messages reach?
• Are there any limitations to broadcast emails?
• Who else (within the College) uses this system?
• How many messages may I send?

19
How to Schedule Send Broadcast E-mails

• Contact kkerns_at_wellesley.edu
• Schedule your request as soon as possible, or set
  up a standard schedule
• Send the text of your e-mail 3 - 5 days before
  the scheduled date
• Want to learn more? Come the Clubs and the
  Internet workshop (next!)

20
Why cant I just make my own email distribution
list?

• Email addresses change frequently (maintenance
  becomes a nightmare!)
• Privacy
• Category opt-out option
• Reply All
• Legal regulations regarding group emailing and
  SPAM

21
Discussion Groups

• What are they?
• Why do we have them?
• How do I request one?
• How do subscribe to one?
• Want to learn more? Come the Clubs and the
  Internet workshop (next!)

22
Clubs Web Sites

• Options
• Build a website and host it yourself
• Build a website and have us host it
• Use chapter pages (we give you easy-to-use
  templates, you build and update yourself)
• Email us updates and well post them on your club
  web page

23
The Nuts and Bolts of Clubs

• Communication
• Leadership
• Membership
• Programs

24
Club Presidents by Decade
25
Attributes of a Club President

• In addition to being devoted to Wellesley
• Positive and engaging attitude
• Warm and welcoming
• Team-player who is willing to delegate
• Effective listener
• Organized

26
Responsibilities of a Club PresidentDevelops a
Club Board

• A strong board is key
• Leader without strong board burnout
• Board diversity
• Age
• Ethnicity
• Talents

27
Responsibilities of a Club PresidentDelegates

• You dont have to do it all!
• Have Co-Presidents, ideally from different class
  decades and with different skill sets
• Delegation works best face-to-face. Encourage
  attendance at board meetings!

28
Responsibilities of a Club PresidentDevelops a
Successor

• Term limits
• Shadow programs
• President-Elect shadows the president and
  learns the ropes
• President active leader
• Past-President offers experience and advice

29
Responsibilities of a Club President

• In addition to
• Develops a club board
• Delegates responsibility
• Identifies a successor
• Manages good (and fun!) board meetings
• Co-signs with treasurer on bank accounts
• Has a working relationship with the Alumnae
  Office we are your resources!
• Completes year-end reports

30
The Nuts and Bolts of Clubs

• Communication
• Leadership
• Membership
• Programs

31
Dues Paying Members by Club Model

• It varies!
• 0 to 80
• Average 20 overall
• small clubs 20 - 30
• large clubs about 10

32
What are the Benefits of Being a Club Member?

• Support the mission of club and WCAA
• Social nurtures friendships
• Share career and life experiences networking
• Reduced cost to programs

33
Dues

• Keep costs reasonable and appropriate for your
  area and demographic
• Increasing dues is often not the answer think
  of restructuring
• Recent grads should always be FREE and encouraged
  to sign up. Advertise this!

34
How to Solicit Dues

• Establish a membership goal
• Newsletter plea
• Dues are tax deductible!
• Targeted mailings to lapsed members
• Pre-printed envelope for ease of return
• List in your newsletters who has paid dues!
• PayPal
• Other incentives Directories for members
  (especially for large clubs)

35
More Thoughts about Membership

• Recruit and Retain
• Recruiting new members is important
• Retaining current members is just as important
• Membership Ambassadors
• Reach out to 5 non-members
• Membership Chair on Board

36
Need Members?Target Future Alums!

• Develop a relationship with current students
  They will be alumnae soon!
• Send exam packages, holiday or congratulation
  cards
• Create summer or wintersession internships or
  shadow programs
• Demonstrate the Wellesley bond WHILE they are
  still students
• Let them know membership is FREE the first year
  out of college

37
The Nuts and Bolts of Clubs

• Communication
• Leadership
• Membership
• Programs

38
Club Events
Types of events that clubs held last year
Social Events
Educational Events
Admissions Events
Networking/Career
Volunteer Service
Fundraising Benefits
Based on 2005-2006 Annual Report70 active
clubs reporting
of events
39
Social Events

• Holiday Party
• Museum and garden tours
• Cocktails / Wine tastings
• Sporting events
• Potluck dinners
• Ladies Night Out
• Theater, ballet, orchestra

Anchor Events are key!
40
Admission Events

• Yield Events
• Book Awards
• Prospective Student Events
• Summer Send-Offs
• School visits
• Local college night
• College fairs
• Alumnae interviews
• Why Wellesley? events
• Local high school guidance counselor meeting

41
Educational Events

• Faculty Speaker
• Historic museum tours
• College for a day
• Womens health panel
• Book lecture

42
Volunteer Service Events

• Tutoring
• Adopt-a-family programs
• Book sales
• Food banks
• Food shelters
• Bone marrow drive
• Clothes donations
• Financial donations

43
A Day To Make A Difference

• Volunteer at homeless shelter
• Painting at YWCA
• Community food back and soup kitchen
• Inner city school projects
• Benefit walks
• Habitat for Humanity
• Collect clothing for homeless shelter
• Clean up nature center
• Ronald MacDonald
• Dress for Success
• Adopt-a-Charity
• Womens shelters
• Knitting caps for babies

44
Career / Networking Events

• Alumnae panel and seminars
• Networking lunches
• Women InMedia, Arts, Medicine, Law, etc.
• Center for Work and Service programs

45
Fundraising Benefits

• Used book sales
• Garage sales
• Silent auctions
• Day trips
• Bed Breakfast Program
• Sales items

46
Tips for Increasing Participation

• Keep costs low
• Have consistent anchor events that people
  expect and plan for
• Create small focus interest groups
• Have Decade Chairs who call / e-mail

47
Tips for Increasing Participation

• Vary event times and locations
• Afternoons and evenings
• Weekends and weeknights
• Large and small venues
• Accessibility by public transportation or make
  arrangements
• Advertise at least three different ways flyer or
  newsletter, email and/or calls, announce at
  previous event or use table tents with event
  calendar

48
Need Participants?Target Young Alums!

• Inexpensive programs
• Serve FOOD!
• Offer career and life experiences networking
• Get involved with Ivy Socials
• Develop programs that are specific for them
• Hiking, biking, Happy Hours, etc.

49
Summary

• Communication
• communication is key
• use a variety of methods (snail mail, e-mail,
  internet, phone)
• Leadership
• strong leaders strong boards healthy clubs

50
Summary

• Membership
• have a membership goal
• recruit and retain
• communicate your club mission / purpose
• Programming
• try an anchor program
• small focus groups can be very successful
• diversify times and locations

51

• Thank you!