Leveraging the strength of the Indiana University brand is vital to the success of your event and consistency is key! When planning the marketing strategy for your event, your IUAA alumni communities liaison can help ensure that you follow the IU brand guidelines within the marketing materials for your event (invitations, emails, registration forms, signage, nametags, etc.). Learn more about IU Brand Compliance for alumni communities.

Your event may require negotiating a contract with a venue and/or vendor. We realize this may be a first for some volunteers, so be sure to check out the contract policy.

Consider a prominent alum or an alum with specific expertise to add an interesting dimension to your event. If you have a speaker, it’s important to make him or her feel comfortable and provide all the information he or she will need before the event takes place.

Consider the following when booking a speaker for your event:

• Speaker contract, if applicable and/or Payment; or Reimbursement
• On-site handling (someone to greet the speaker and attend to their needs during the event)
• Audio-visual needs
• Speaker gift (IUAA has gift options available; ask your liaison)

Working with a catering service can streamline the meal or appetizer portion of the event and take one thing off your plate.

Here are some things to consider when booking a caterer for your event:

• Ask for references in the area and/or ask for a tasting
• Ask what your caterer provides (e.g., linens and centerpieces)
• Ask about the alcohol policy/set-up (liquor license, bartender fees, etc.)
• Become familiar with the Food and Alcohol Sales, Serving, and Conduct Policy and the Alcohol Policy.
• Vendor contract (know who can sign it and be aware of deposit/payment expectations and deadlines; understand cancellation policies, etc.)
• Review day-of event schedule (arrival, food service, departure) and on-site contact information

If your event requires IU or IUAA swag for your participants, contact your alumni communities liaison a minimum of two weeks before your event and choose from a list of options.

If you need promotional items (membership materials, pom-poms, name tags, IU table tents, etc.) check out our Event Merchandise page to place an order.

Signage is an important piece of any event. It helps attendees feel welcome and recognize your event as an official IUAA event. We’ve created three sign options for you to ensure a consistent event experience for all of our alumni no matter what event they attend all over the world. Contact your alumni communities liaison for more information.

• Crimson tablecloth (Limit one per group)
• “Welcome To” pull-up banner (Chartered Communities Program “Welcome To” Campaign activation is required. Limit one per group)
• IUAA Member table signage

In addition, COVID-19 and mask protocol signage is available for download and should be displayed at both indoor and outdoor events.

The crimson tablecloth welcomes your guests upon arrival.

Special acknowledgement for our IUAA members.

“Welcome To” Banner: Customized for your group

Forms are available for volunteer leaders to request an event listing and/or registration form be published for their event. Your liaison will request the appropriate information be created based on the information you provide. More information can be found on the Calendar Listings & Registration Forms page.

IUAA branded nametags should be used at all IUAA-sponsored events. Attendees will write their names on the nametag at the event.

There are two nametag templates available to download:

• Avery Nametag #5392 (adhesive)
• Avery Nametag #88395 (insert into a plastic nametag holder)

If your event was awarded an IUAA Alumni Communities Grant, your liaison will work with you to send a satisfaction survey to your alumni attendees. Your liaison will share the feedback with you shortly following the close of the survey.