Programming Chair

Role Responsibilities

The club programming chair serves as a club leader and a member of the club board. Events are the heart of a club, and the events you choose to host reflect the spirit and character of your members.

• Together with the board, develop ideas for club programs throughout the year that support the club’s established goals. Possible goals include but are not limited to increasing the geographical range of your events, engaging young alumnae, building a strong community service presence, fostering stronger diversity and inclusion in programming, and partnering with SIGs/other nearby clubs. 

• Fully utilize the club website to promote and plan events. Work with your club communications and website chairs to ensure programs are advertised well in advance. Wellesley alums are busy people, and their calendars fill up quickly! 

• Keeps the club board informed of attendance trends and makes recommendations about continuing or changing events.
   

Choosing events and activities

Plan programs that:

• Address current alumnae interests and concerns—explore topics such as careers, the arts, education, politics, parenting, health/wellness, community service, admissions/current student events.

• Attract varied constituencies: alumnae of all ages, religions, at various life stages (working/non-working, etc.).

• Start and conclude at specified times.

• Are held at various times of day at enticing and accessible locations.

• Include current Wellesley undergraduates and their parents, particularly during school breaks.

• Are collaborative with Shared Identity Groups (SIGs). 

• Pilot new and different activities that may engage alumnae who have not been involved.

A club membership/programming survey is a useful strategy and tool to determine the interests of the members of the club. Survey results provide insight into which types of programs and events the club members want to have. Be open to new ideas and pilot programs! Consider adding a survey question to the club’s online membership form for an easy way to collect opinions and ideas. 

Keeping track of the number of active members and volunteers will also help you find a level of activities that keeps the club engaged and involved. When selecting a planning or steering committee, keep in mind that it should represent diversity in ages, cultures, experiences, and interests. Some clubs have shared that “decade” leaders on the board have been effective in maintaining focus on the varied interests of each community.

Big, Small, and In Between

The club’s main events will require more thought and planning. For a guideline, we recommend the timeline below. But big events don’t have to be the only type of program you host. Many clubs have had great success with smaller, more spontaneous events, or recurring programs. For example...

The Chicago Wellesley Club hosts a program called “Around Town,” where volunteers and general members are encouraged to “host” an outing to a local event as an open invitation to all, i.e. “I’m planning on going to see the holiday market and skating rink downtown next Friday evening. If anyone wants to join for cocoa and a stroll, meet at the fountain at 7pm!” These types of events can easily be advertised via social media or in a newsletter roundup.

Wellesley College Alumnae of Boston have a Metrowest dinner group that meets at a different restaurant each month for a pay-your-own way meal. They also have a Downtown Lunch Group that meets on weekdays, where working alums can meet up mid-day for an easy way to connect.

Think of ways you can tag on to other events. Performances, town celebrations, and public events in outdoor spaces are easy events to attend as a group. Events that involve small groups, minimal cost, and little advance notice may appeal to a different subset of your members.

Event Ideas:

Faculty speaker events, holiday events, community service, making care packages for students, museum tours, summer send-offs, book clubs, brunch, backstage tours, cookie swap, tours of historic landmark, brewery/winery tours, tea, happy hours, spotlights on local alumnae events, and any other great ideas you and your board may have.

 

Recommended Event Planning Timeline for Key Events 

3-4 months before the event:

• Decide upon the event.

• Choose a date keeping in mind holidays, vagaries of weather, and school vacations.

• Choose a location that is easily accessible with sufficient parking or close to public transportation.

• Ensure that your event site is non-discriminatory, handicapped accessible, and can accommodate the event’s catering and meeting needs.

• 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.

• Be cognizant that cost and location can be barriers to entry.

• Together with the board decide on registration fees to offset expenses. Consider offering members the opportunity to become an event sponsor and provide spirit funds to help alums who otherwise could not afford to attend. 

2-3 months before the event:

• Plan marketing and publicity strategy across multiple channels including: an email save the date, information in the club e-newsletter and on the club web page, broadcast emails, and posts on club social media.  

• Ensure that the club website has current and accurate information about the event including date, time, location, and any information about registration fees, tickets, and deadlines.

• Begin to put in place the plans for food and drink, whether it is through volunteers or caterers.

6 weeks out:

• Ensure members have received emailed invitations and the event registration is live, current, and accurate on the club website—including date, time, and location.

• Continue communications and publicity strategy.

4 weeks ahead of time:

• Organize a telephone tree to encourage unregistered members to register and attend.

• Finalize your volunteers for the event.

• Re-confirm all details, as applicable, for the space and set-up, including any technological needs; food and drink; and speakers.

• If there will be a program, be sure to have several people proof the program before it is final.

• Determine if there will be any swag or thank you gifts needed.

• Continue communications and publicity strategy. 

1-2 weeks ahead:

• Confirm volunteers.

• Confirm the registration number to volunteers providing food or to the caterer.

• Finalize any necessary signage.

• Print (and bring) sign-in sheet to the event, and create name tags or prepare peel and stick name tags supplies.

• Prepare swag and/or thank you gifts.

• Final communications and publicity push.

After the event:

• Send thank you notes to host and key volunteers.

• Complete the post event form and send to your key contact at WCAA.This ensures that your club’s event is represented in our alumnae engagement metrics. 

• Post photos on your website to show what a wonderful time it was and build excitement for the next event. 

Communications and Social Media 

You have the power to connect—and build excitement about all the connections that are possible through the club. Let alumnae learn about upcoming events and share photos of past ones! Add personal touches as you introduce the board—what are their favorite books/movies/Wellesley memories? Or perhaps a spotlight on one in each newsletter—how did they come to volunteer and why?

Newsletters/Emails

• Together with the club’s communications leaders, establish a timeline for regular communications about upcoming programming to the club via email or newsletter.

• Send all club emails, newsletters, and invitations through the club website (alum.wellesley.edu). Training for communications volunteers is available online- please visit our video tutorials and Website FAQ.

• If your email requires additional technological assistance, you may use this form to request an email blast, newsletter, labels, or list.

• The WCAA encourages email and e-newsletters for sustainability and suggests mailing only to alumnae with no email on file. If a print mailing is necessary, be sure to include a way for alumnae to update their information: “Update your contact information at alum.wellesley.edu or email recordupdates@wellesley.edu.”

Website

• Ensure your website has current content on it. Work with your website chair or other board members to post information about upcoming events, add photos of past events, and provide info on how to volunteer to help with events. 

• If you and your website chair need assistance, request it here or view our video tutorials and Website FAQ.

Social Media

• Social media is a great way to show off your club’s events! This is often one of the first things potential new members will see when looking into joining your club. Use your channels to demonstrate the range of activities that club members enjoy. 

• The WCAA does not own and therefore cannot manage or moderate online groups and pages outside of our official channels. Be aware of the groups your club uses and the discussions taking place. These groups can be a great source of positive connection for your club when used responsibly!

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 alumnae 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.

• If you wish to do individual outreach to alumnae to encourage attendance and other participation, you can request a club list here. A club list will include: name, addresses, and phone number. A lost list will include name and last known address. A do-not-contact list will include names only. The WCAA requires the most recent Annual and Financial Reports to be submitted before we will provide lists. For several reasons, we are unable to provide you with email addresses. For more information, please review our Email policy.