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Examples of Previous Polar Bear Gatherings

• Social event at a private home, local restaurant or bar
• Art museum or gallery tour
• Picnic at a local park

Volunteer Host Responsibilities

• Communicate regularly with the Office of Alumni Relations
• Determine the venue, menu, and costs for the event. Confirm parking, directions, handicapped access and rain plan (if outdoors)
• Provide a welcoming and accessible environment for the ³Õºº¾ãÀÖ²¿ community to gather
• Send Alumni Relations a summary of an event, list of attendees, and photo(s), after the event

Alumni Relations Services and Support

• Email invitations and event reminders to region or targeted group
• List gathering details and registration on the Upcoming Alumni Events website
• Record RSVP's and communicate updates with host
• Send host the final RSVP list, name tags, swag and ³Õºº¾ãÀÖ²¿ banner prior to the event

Suggested Timeline

8-12 weeks prior to event date

• Speak with an Alumni Relations staff to discuss event
• Determine date and time for event and check with the Alumni Relations to make sure no other events are planned for your area on that same date.
• Select and reserve space/venue with consideration of accessibility
• Determine event cost and funding (e.g. hosted event at a home, per person fee at a venue, etc?)

6 weeks prior to event date

• Alumni Relations will send an electronic invitation to invitation list
• Share the invitation with your local ³Õºº¾ãÀÖ²¿ network

2 weeks prior to event date

• Alumni Relations will send an electronic reminder to the invitation list
• Receive updated RSVP list from Alumni Relations

Week of Event

• Final RSVP list from Alumni Relations
• Package of event materials to be sent to host

At event

• Arrive early to check on all arrangements
• Welcome guests and encourage introductions
• Distribute nametags and maintain check-in list
• Take a group photo/candid photos
• Remember, enjoy the event!

Post-event

• Send update to the Alumni Relations with feedback, photo(s) and attendee list