Use this checklist to plan alumni receptions, reunions, recognition events and other programming designed to engage PHHP graduates. Alumni events often involve coordination with the college’s development and alumni relations teams — confirm those partnerships early, as they affect your guest list, communications and budget.
Phase 1: Before your event
Planning coordination
- Confirm the event concept, scope and target alumni audience with the college’s Development team.
- Confirm the event date well in advance — alumni availability requires significant lead time.
- Identify key program components: remarks, award presentations, networking and reception.
- Arrange photography if desired — submit a photo request or confirm a staff photographer and distribute photo release forms at check-in if necessary.
Venue and logistics
- Confirm date, time and venue — alumni events often benefit from off-campus or elevated venues; see the Vendors and Venues Guide for options.
- Submit a room request via EMS or contact the venue coordinator directly for off-campus bookings.
- Confirm A/V needs: slideshow, microphone, podium and background music.
- Confirm the space is accessible for all guests — see the Accessibility Guide.
- For off-campus venues: process the venue contract through UF Procurement before signing (contact your fiscal administrator for instruction).
Guest list and registration
- Coordinate with PHHP’s alumni relations contact to access or build the intended guest list.
- Determine whether the event is invitation-only or open registration.
- Set up a registration system and share the link with the intended audience.
- Track RSVPs and provide headcount updates to your caterer as the deadline approaches.
- Prepare a check-in list and/or badge system for the event.
Budget and purchasing
- Download and complete the Budget Template before committing to any expenses.
- Alumni events typically warrant a higher per-head catering budget than internal events — factor this into your PAR submission.
- Submit a PAR for catering, venue rental, A/V and any event supplies before placing orders.
- Confirm your chartfield and spending authorization with your fiscal administrator.
- If accepting sponsorships or gifts for the event, coordinate with PHHP development staff in advance.
Communications and promotion
- Draft and send a save-the-date four to six weeks in advance — see AI Prompt Templates or Email Templates.
- Send a formal event invitation two to three weeks before the event with a registration link.
- Prepare a printed or digital event program if applicable.
- Send an RSVP reminder three to five days before the registration deadline.
Day-of preparation
- Assign staff or volunteer roles — see Day-Of Checklist and Role Assignments.
- Prepare signage, name badges and check-in materials.
- Confirm the catering delivery window and setup timeline with your vendor.
- If a photographer is attending, brief them on key moments to capture: arrival, remarks and award presentations.
Phase 2: During your event
Day-of tasks
- Arrive 45 to 60 minutes before start time — alumni events require more pre-event setup than internal events.
- Confirm A/V is functioning and test any slide presentations.
- Manage check-in and distribute name badges.
- Brief speakers, awardees or program participants on timing and order of events.
- Monitor catering and flag any issues with the vendor immediately.
- Capture attendance count for your records.
Phase 3: After your event
Immediate follow-up
(within 48 hours)
- Send post-event thank-you emails to speakers, awardees or key guests — see Communication Templates.
- Share event photos with attendees or post to PHHP channels if applicable.
- Submit receipts and expense documentation to your fiscal administrator.
Wrap-up
(within one week)
- Send a post-event survey if feedback was planned — see Post-Event Evaluation Templates.
- Update alumni contact records with attendance information in coordination with alumni relations staff.
- Document vendor notes, venue feedback and process improvements for future planning.
Last Reviewed: 7/14/26 | Submit a Revision