SIG Programming Vice President
Role Responsibilities
Role Responsibilities
The SIG programming vice president serves as a SIG leader and a member of the SIG board.
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Together with the board, develops ideas for programs throughout the year.
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Fully utilize the SIG website to promote and plan events.
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Keep the SIG board informed of attendance trends and make recommendations about continuing or changing events.
Offer a range of events and activities
The possibilities are endless for the type of SIG activities you can host. Events can be SIG specific, collaborative with clubs, or even a series of events held concurrently. Given that SIG members live all over the country and the world, a programming survey may be a useful tool in understanding the interests of members and gaining insight into regional event preferences.
When selecting a planning or steering committee, keep in mind that it should represent diversity in ages, experiences, and interests. Some SIGs have decided that regional representatives on the board have been effective in maintaining focus on the varying interests of their communities.
SIGs have the opportunity to engage globally with programs in which all members can participate together such as Worldwide WAAD Day, Pride marches, or Shabbat Across the Miles. In addition to regional SIG events, clubs love to collaborate with SIGs and co-sponsor local activities and events. When brainstorming and planning events remember to:
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Address current alum interests and concerns—careers, education, health/wellness, community service, admissions/current student events, the arts, parenting, etc.
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Attract varied constituencies: alums of all ages and at various life stages (working/non-working, etc.).
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Start and conclude at specified times.
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Hold events at various times of day and at enticing and accessible locations.
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Include current Wellesley undergraduates and their parents, particularly on holidays and school breaks.
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Try something new and different for your SIG. Pilot a program or event that may engage alums who have not been previously engaged.
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Collaborate with a local club, or multiple clubs within a geographic region for an event.
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During times impacted by COVID-19, make sure you utilize the WCAA’s Zoom account to host virtual events. Contact the Alumnae Association for more information.
Recommended Virtual Event Planning
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Decide upon the event. If collaborating with a local club or multiple SIG regional representatives, be sure to communicate at every stage.
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Choose a date keeping in mind holidays, work schedules, and time zones.
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Make sure to reserve your meeting time on the WCAA’s Zoom account.
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Pick a host to run the event. Choose someone who is comfortable using Zoom.
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Send out information to your members advertising the date and time. If asking members to register, make sure you send out the registration form.
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Send reminders as the event gets closer.
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Log in to start the meeting a few minutes ahead of time. Please respect your reserved time and do not run over if another group has a meeting scheduled after you.
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Be sure to keep track of event attendance and report to the WCAA using this form.
Recommended In-Person Event Planning Timeline
3-4 months before the event
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Decide upon the event. If collaborating with a local club or multiple SIG regional representatives, be sure to communicate at every stage.
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Choose a date keeping in mind holidays, vagaries of weather, and before school vacations.
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Choose a location that is easily accessible and close to public transportation or with sufficient parking.
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Ensure that your event site is non-discriminatory, handicapped accessible, and can accommodate the event’s catering and meeting needs.
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Develop a projected budget of expenses and revenues; expenses should include food, drink, space rental (if applicable), printing and mailing (if applicable), admission fees (if applicable), and any other event specific costs.
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Be cognizant that cost and location can be barriers to entry.
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Together with the board decide on registration fees to offset expenses; Consider offering alums the opportunity to become a sponsor for the event and provide spirit funds to help alums who otherwise could not afford the event.
2-3 months before the event
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Plan marketing and publicity strategy across multiple channels including: an email save the date, information in the newsletter, posting information on the web page, broadcast emails, and posting across social media channels.
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If there will be a program, be sure to have several people proof the program before it is final.
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Begin to put in place the plans for food and drink, whether it is through volunteers or caterers.
6 weeks out
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Ensure members have received emailed invitations and the event registration is live, current, and accurate on the club website; including date, time, and location.
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Continue communications and publicity strategy.
4 weeks ahead of time
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Organize a telephone tree to encourage unregistered alums to register and attend.
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Finalize your volunteers for the event.
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Re-confirm all details, as applicable, for the space and set up, including any technological needs; food and drink; and speakers.
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Determine if there will be any swag or thank you gifts needed.
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Continue communications and publicity strategy.
1-2 weeks ahead
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Confirm volunteers.
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Confirm registration number to volunteers providing food or a caterer.
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Finalize signage, if applicable.
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Create name tags or pull together peel and stick name tags supplies.
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Prepare swag and/or thank you gifts.
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Final communications and publicity push.
After the event
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Send thank you notes to host and key volunteers.
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Complete and send the post event form to your point of contact at WCAA.
Communications and Social Media
Communications and Social Media
You have the power to connect—and build excitement about all the connections that are possible through the club. Let alums learn about upcoming events and share photos of past ones!
Newsletters/Emails
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Together with the communications leader, establish a timeline for regular communication to the SIG via email newsletter.
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Be consistent with the information included in newsletters, especially when planning collaborative events with clubs or with multiple regional reps where information will be distributed across multiple platforms.
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Send all SIG emails, newsletters, and invitations through the club website (alum.wellesley.edu). Training for communications volunteers is available online. If your email requires additional technological assistance, you may use this form.
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The WCAA encourages email and e-newsletters for sustainability and suggests mailing only to alums with no email on file. If a print mailing is necessary, be sure to include a way for alums to update their information: “Update your contact information at alum.wellesley.edu or email recordupdates@wellesley.edu.”
Website
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Ensure your website has current content on it. Refer alums to the website and ensure that the website reflects the most current information on events nationwide. If you and your website chair need assistance, request it here or view our video tutorials.
Access to Contact Information
WCAA strongly encourages use of the online alumnae directory. The online alumnae directory is behind a Wellesley firewall that requires signing in. If alums have difficulty logging in, they can call the help desk at 781.283.7777 or email them at helpdesk@wellesley.edu. They can also use the password reset feature.