Organise your alumni event – Engage and retain your community

Events are a cornerstone in the development of alumni and student communities. They play an essential role in strengthening ties, creating networking opportunities and consolidating the sense of belonging to a community.

Why organise a successful alumni event? According to a report by France Alumni, institutions that organise regular events see an increase in commitment from their alumni. They even see results in terms of donations and financial support.

Many schools regularly organise events such as the Business Forum, the Alumni Gala, conferences and afterworks. These events bring together generations of alumni, enabling experiences to be shared and new ideas to be developed within the community. They are far-reaching, allowing participants to exchange ideas, establish valuable professional relationships and encourage a culture of sharing and mutual support. These gatherings are essential today to maintain a lasting connection with their alumni, strengthen their sense of loyalty and ensure ongoing engagement.

So organising effective events is a key strategy for French universities and alumni associations, as it encourages alumni engagement and community development. But organising an event is a complex process, requiring careful planning from conception to post-event stages. So we’d like to guide you through a three-step process for smooth and successful event organisation.

  1. Preparing your event – The steps upstream
  2. Managing your event on the big day
  3. Making your event shine over time

Le plan pour organiser votre événement alumni

 

Preparing your event – The steps upstream

1. Define the date, venue and objectives of your event

First and foremost, set a date that will attract a large number of participants. Also choose a venue that meets logistical needs while creating an engaging atmosphere. Objectives should be clearly defined from the outset, whether they relate to networking, knowledge sharing or recruitment, to ensure that the event is structured to meet participants’ expectations and create a lasting impact. It is also at this stage that you will be able to plan all future events with peace of mind.

2. Creating and promoting the event

The first step is to publish your event in your network’s online diary. Provide detailed information, including objectives, speakers, times and location. Use eye-catching visuals, videos and relevant links to engage participants and ensure maximum visibility.

3. Registration and ticketing management

For a ticketed event, set up a personalised ticketing system to manage prices and access conditions according to participants’ profiles. Offer special discounts to encourage early participation and maximise engagement.

4. Collection of specific information

Prepare personalised fields to anticipate participants’ special needs, such as dietary requirements and the presence of accompanying persons. This ensures a tailored experience for everyone and simplifies the management of special requests.

5. Promotion and communication

Use the built-in email templates to invite network members. In just a few clicks, create powerful email campaigns and include registration links to simplify the process. Push notifications via the dedicated application also help to engage potential participants.

6. Registration management

Centralise participant management to provide a smooth registration experience and maintain meticulous control of available places. This guarantees the success of your event.

Rest assured, with the AlumnForce platform, you centralise all these tools and your database. No need to juggle between several platforms for your organisation. You’ll save precious time, which you can devote to actions with greater added value for your event!

 

Managing your event on the big day

7. Encourage meetings

Set up a trombinoscope or list of participants to encourage interaction and networking opportunities. This enables participants to identify and contact relevant peers. It also makes it easier to get in touch, and enables your participants to come together more quickly according to their areas of interest.

8. Attendance management

Use QR codes to digitise registration and simplify access for participants. The precise traceability offered by this technology considerably simplifies attendance monitoring. Beyond that, it’s important to measure your participation rate. This is a key indicator of the success of your event.

9. Synergy and communication

Ensure fluid communication to encourage rich interaction and maximise the impact of the event. Effective communication boosts commitment and participation rates. Use your social networks for promotion, but make sure you centralise your registrations on your platform to keep as much information as possible up to date.

 

Making your event shine over time

10. Thanks and commitment

After the event, send thank-you emails to consolidate relationships with participants. This reinforces the links that have been established and maintains positive relations long after the event has finished.

11. Collecting feedback

Set up an NPS questionnaire to assess attendee satisfaction and guide future improvements. Give participants a valuable opportunity to share their impressions and improve future events.

12. Sharing content

Put the replay of the event online for those who missed it. You can also share photos in a dedicated gallery to create a visual memory of the event and keep participants engaged.

13. Performance analysis

Use AlumnForce’s features for detailed analysis of performance and results. This allows you to constantly improve future events.

 

Organising an event is a multi-stage process that requires careful planning. AlumnForce offers a range of tools to simplify each phase, from initial preparations to post-event follow-up. By taking advantage of these features, organisers can guarantee an exceptional experience and ensure the success of their event.

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Matthieu

Je recherche le meilleur de l'actualité alumni pour vous : tendances, bonnes pratiques, guides... Toutes les infos dont vous avez besoin pour apporter de la valeur à votre réseau !

Alumni [a .lym.ni]
Plural noun

1. Graduate of a university / school / training
2. Alumni of a company / organisation
3. Plural of alumnus

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