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23days until
DukeGEN Speed Networking Event

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Happy Hour Checklist

  1. About two months before
    1. Contact the DukeGEN co-chairs (Reid, Howie, etc) to let them know you'd like to plan a Happy Hour
    2. Find a date that you'd like to use
    3. Check the Duke Regional Events Calendar to make sure there are no conflicts, http://www.dukealumni.com/olc/pub/DUKE/cm_clubs/club_5.html
  2. About six weeks before
    1. Create the event on LinkedIn Events
      1. Select a location - call them to tell them when you're coming.  They may offer you a drink special or some free appetizers.
      2. Select a date and time (usually about 6-8pm works well; 6-9pm is a little long, but can work)
      3. If a group of people are planning, make sure one person is in charge of the event (and will be attending
    1. Draft an email to send 
      1. Send this to the DukeGEN co-chairs and we can pass on to the Alumni Office to send to your alumni
    2. Reach out to other marketing channels
      1. Post on any relevant Duke facebook groups
      2. Contact your Duke Club (if there is one near you) to see if they will promote the event through their marketing channels
        1. Locate a club near you through this link: http://www.dukealumni.com/olc/pub/DUKE/cm_clubs/club_35.html
      3. Contact any personal contacts that may want to attend.
      4. Do a LinkedIn search on Duke alumni and send them the invitation through LinkedIn.
  3. About a week before
    1. Re-send the email about a week before
    2. Confirm the location
  4. Day of
    1. Bring sticky badges - Avery 5395 works well - Buy from Amazon - here is a simple template with the DukeGEN logo and the logo by itself (large, medium, small)
      1. Event planners tip:  We have generic Duke nametags that we are happy to give either to you or local organizers to save them that step and incremental cost.
    2. Bring sharpies (probably about 5 - sometimes they disappear)
    3. Optional - bring colored dots to designate different areas of interest - Avery 05473 works - Buy from Amazon, printout Instructions for Dots on Badges.  
    4. Optional - bring a flyer describing DukeGEN
    5. Optional - bring a camera to take some pictures
    6. Optional - bring a sign-in sheet for people to check-off that they've attended
    7. Optional - pick up a Duke banner
  5. At the event
    1. Show up about 30 minutes before, check-in with the manager. It's good to show up early because there's usually something that needs to be setup/clarified.
    2. Setup your badges, sharpies, dots, handouts on a table near the door
      1. Event planners tip: To prevent disappearing sharpies, take the caps away.  No one will take a capless pen.
    3. You can put a fishbowl out to collect cards (or ask people to sign-in if they don't have a card) and then do a drawing for a chotchky.
    4. If possible, designate a greeter or two to say hello and stay at the front.  Attendees tend to come in waves, so ideally they will commit to a certain time slot so that they will wait out the slow periods as well.
    5. Take some pictures
    6. Canvas attendees for ideas and volunteers
    7. Give a brief welcome to DukeGEN toast explaining briefly our mission and how to benefit
  6. Post event
    1. Forward your list of attendees (from LinkedIn) to the DukeGEN co-chairs, hwr2@duke.edu
    2. Forward your pictures to the DukeGEN co-chairs - we use Picasa / Flickr, if possible.
    3. Let us know how the event went
    4. Let us know if there's anything we could do to help you host a future event
    5. DukeGEN Co-chairs (Reid, Howie, etc) will send feedback survey to all participants
    6. Send out press release (if applicable)

Attachments (7)

  • DukeGEN-100x50-v3.gif - on Jun 12, 2009 11:03 AM by Howard Rhee (version 1)
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  • DukeGEN-400x200.gif - on Jun 12, 2009 11:03 AM by Howard Rhee (version 1)
    20k View Download
  • DukeGEN-800x400.gif - on Jun 12, 2009 11:03 AM by Howard Rhee (version 1)
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  • DukeGEN Dots Instructions Happy Hour.doc - on Jun 12, 2009 8:47 AM by Howard Rhee (version 1)
    28k Download
  • DukeGEN happy hour badges.doc - on Jun 12, 2009 10:58 AM by Howard Rhee (version 1)
    40k Download
  • DukeGEN sign in sheet.doc - on Jun 12, 2009 8:54 AM by Howard Rhee (version 1)
    57k Download
  • R07 - DukeGEN marketing.docx - on Jun 12, 2009 8:48 AM by Howard Rhee (version 1)
    45k Download