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Club & Chapter Bylaws and Guidelines

Chapter basic guidelines

Meetings

Each Chapter must meet one time per year. The goal of a Chapter is to inform and engage. Meetings should include updates, information about upcoming chapter events, etc. A list of meeting attendees should be submitted within a week following the meetings to the Director of Alumni Engagement.

Bylaws

View the FLC Alumni Chapter Bylaws. Please note that this is an example and the specifics of each individual chapter will be updated therein.

Club basic guidelines

Meetings

Each club must meet at least one time per year. The goal of club is to network and socialize with alumni living in your area.

Events and Programs

Engaging alumni through chapter and club events will help you grow and sustain enthusiasm and support for the groups. Groups are encouraged to offer a variety of events that appeal to various demographics. Too many events can burn-out your volunteers. Manage the number of events to avoid overextending the time and goodwill of alumni volunteers. As a group leader, you should plan to attend the event as host/hostesses.

Planning

Planning sets the foundation for how the event will operate. Ideally the planning process should begin 6 to 8 weeks prior to the event date. Group leaders are in charge of developing event details- including event type, date, time, location, catering, etc.

Once the event details have been determined by the chapter or club leader, they will contact the Alumni Engagement Office with the event details described above. We will require the event type, event details and ticket price (if applicable). This will be very important as it provides information needed to assess how the Alumni Engagement Office can help you. Please let us know if you need help with communications, such as save the dates and invitations.

Day of Event

On the day of the event, the club or chapter leader(s) should have a list of the contact information for any parties involved in the events, such as the caterer and location manager. You should arrive at the location one hour in advance to confirm all event details are in place. In some cases, it may be beneficial to establish a group of volunteers to help with set-up and clean-up. Make sure someone is designated to manage the sign-in table.

Following the Event

After the event, it is important to report event numbers and updated contact information on attendees to the Alumni Engagement Office in order to track engagement. The information you provide allows the database to remain current in order to reach more alumni and increase participation at events.

Support from Alumni Engagement

The Alumni Engagement Office is here to assist chapter and club leaders as you plan events. We can assist with event promotion, accept RSVPs and continue to keep group leaders informed about the growing event attendance list.

What can we do for you?

Digital Communication

Once event information is finalized and submitted to the FLC Alumni Engagement Office via email, we will prepare a save the date and an invitation to be emailed to the alumni population in the database selected to attend this event.

The frequency and timing of emails will be determined by the FLC Alumni Engagement Office in congruence with departmental policies and other email communication through the college. For unique events, printed invitations can be requested. The Alumni Engagement Office will advertise events through email and the online calendar of events.

The Alumni Engagement Office will also promote your event through the FLC Alumni social media outlets.

RSVPs

The Alumni Engagement Office will serve as the contact to receive RSVP through email or phone calls. An attendee list will be emailed to the affinity group leader the day after the RSVP deadline or as estimates are needed for catering/planning purposes

Funding

Financial support is available to each affinity group. The Alumni Engagement Office allocates funds for approved programs. Funding requests must be received at least two months prior to an event. Typical costs include printing and mailing invitations, food, and venue costs. Monetary support will be provided on a case-by-case basis and may vary from year to year.

Venue

The Office of Alumni Engagement can assist the group with room reservations if you plan to have an event on FLC campus depending on campus space availability. 

Attendance

When possible, the Director of Alumni Engagement will attend one event per year, and invite FLC top leaders and representatives