Thank you for participating in Alumni Network’s alumni-led event pilot program as an event lead. We are grateful for your involvement as a volunteer leader, and we want to make this experience as manageable, enjoyable, and meaningful for you and the attendees as possible.
The goal of alumni-led events is to create authentic alumni-to-alumni connections and expand opportunities for engagement.
The pilot program allows for up to two events for each young alumni network between June and November 2026 in the following cities: Chicago; Washington, D.C; Los Angeles; New York; and San Francisco. Through this program, we hope to understand what kinds of alumni experiences are most meaningful and most scalable.
The information below outlines your role as the event lead, as well as what you can expect from the Alumni Networks staff.
| General event guidelines |
|---|
| ▪ All events are subject to approval by the Alumni Networks staff and must fit into the overall WashU calendar in your city (your staff liaison will work with you to ensure this). |
| ▪ Event ideas may include outdoor/active gathering, meet-up at a festival or performance, community service project, or other social gathering. |
| ▪ Prohibited events include, but are not limited to: partisan political events, non-WashU fundraisers or sponsorship of fundraising events, and gambling events. |
| ▪ Review the Volunteer Code of Conduct and the Washington University Code of Conduct. By serving as a volunteer, you acknowledge and agree to this University Advancement Volunteer Code of Conduct. |
Your role as the event lead:
Your role is to initiate, propose, plan, and execute, at no cost to the university, an event for young alumni (undergraduate alumni who graduated within the past 10 years) in your area. Attendees are responsible for incurring any costs associated with an event.
| Event initiation and proposal |
|---|
| ▪ Complete an event request form 10-12 weeks before the event |
| ▪ Secure approval from Alumni Networks staff |
| Event planning and execution |
|---|
| ▪ Make any necessary arrangements and serve as the contact person with the event venue or vendor |
| ▪ Secure additional volunteers to assist you the day of the event |
| ▪ Help promote the event to young alumni in your area through your network and social media |
| ▪ Attend and serve as the event host and lead volunteer for the entire event |
| ▪ Send final attendee list, as well as event photos, to Alumni Networks after the event |
| ▪ Provide feedback to Alumni Networks after the event by attending a virtual debrief meeting to help us refine the volunteer-led event process. |
| What you can expect from Alumni Networks |
|---|
| ▪ An Alumni Networks staff liaison to serve as your contact person |
| ▪ An event timeline and task list |
| ▪ Creation of an on-line registration form |
| ▪ Creation and execution of two marketing emails, using the description and logistics information you provided (email copy subject to content and style edits from Alumni Networks staff). Emails will be sent to all young alumni in your area unless other arrangements have been made. |
| ▪ A confirmation email sent to all attendees before the event |
| ▪ A final attendee list, sent to you before the event |
| ▪ Event supplies mailed to you the week before the event |
| ▪ A post-event email survey sent to all event registrants and attendees |
| ▪ Scheduling of debrief meeting with you after the event |