EVENTS

1. Ask about them.
2. Involve them.
3. Keep a list of names.
4. Repeat steps one through three.

Specific Events

The Telecast — The November Williams/Amherst football game telecast is the most held event nationwide. More than 50 regional associations gather for this annual ritual. The Alumni Relations Office sends detailed instructions on how to receive the telecast. These instructions can change from year to year, so read them carefully. A timeline/checklist for the telecast is included in the appendix.

If at all possible, it is important to coordinate this event with an Amherst counterpart throughout the planning and during the actual telecast. This doubles connections and splits the cost.

Weather and conversation go together “Turnout can vary dramatically from year to year based on the weather that day in the local area and based on the records of the Williams and Amherst football teams that year. If it snows or if it’s a beautiful day outside, fewer people will show up; if it rains, more people will show up.”—Gerrit Fitch ’89 (Colorado)

Most associations hold their telecasts at sports bars or similar places, but if people in your region have Direct TV or a satellite dish, it’s possible to hold the telecast in private homes. Be aware, however, that when promoted well, the telecast is a very popular event. Some regions have more than 150 attendees at an individual telecast. Unless your association is a small one, consider taking a head count before having this event at your home.

Each person keeps track of their own tab “We hold the telecast at a city club in the bar area which works out well. Attendees can order food from the menu and drinks at the bar. Each person keeps track of their own tab and pays cash to the club member before leaving.”—Irwin Blond ’67 (Kansas City)

If you decide to hold the telecast at a restaurant or sports bar, check whether the venue has the following:

• The game
• Large TVs
• Ample parking
• Good food with a wide variety of choices and prices
• A large non-smoking section

The dish on sports bars “The satellite dish requires a fair amount of attention in the event coordinator’s planning. Most sports bars have a satellite dish, but many of them do not always subscribe to the specific programming packages that includes the Williams/Amherst football game. If they don’t subscribe to the requisite programming package, most will offer to do so in time for the telecast, or the local alumni association can offer to reimburse the bar for the cost of subscribing to the programming package for one month. Many sports bar managers forget to subscribe to the necessary programming package in time for the game. Therefore, it’s important for the event coordinator to call the sports bar manager about a week before the game to remind him/her to subscribe to the programming package. Both event coordinators should arrive at the sports bar about half an hour before game time to confirm that the manager has in fact ordered the correct channel. Ask the manager to turn on one of the televisions and show you that the correct channel is being received. If it is not, the manager has time to call the satellite provider to fix the problem before the game starts.”—Gerrit Fitch ’89 (Colorado)

Take Gerrit’s point regarding confirmation a step further and visit the bar/restaurant to confirm accessibility of the game before mailing invites. Consider placing Williams/Amherst banners to help alumni find the viewing location.

Williams Speakers — These events fall into two categories: presidential visits and faculty speakers. Williams President Morty Schapiro usually visits eight to 12 regions per year and has spoken at events in 50 different regions during his tenure at Williams. Events where Morty has spoken have been very well attended — usually double the attendance of typical events. While his availability is dictated by his travel schedule, if you would like Morty to speak to your association, please contact Brooks Foehl in the Alumni Relations Office.

The faculty at Williams has a reputation for delivering insightful and thought provoking talks. Invite faculty members to speak on timely or regional topics — for example, a presidential scholar can speak during an election year, or an art history professor’s talk could coincide with a museum exhibition.

Faculty lectures/seminars tend to be well received, but they require planning and organization well in advance. Obtain information about Williams’ faculty areas of expertise in the alumni section of the Williams Web site. Currently this information can be found at http://www.williams.edu/ admin/news/experts.html. Contact Brooks Foehl for a list of speakers currently giving talks.

Keep in mind that:

• Faculty speakers receive a $300 honorarium paid by the Alumni Relations Office.
• Alumni Relations covers all travel expenses for the speaker.
• Some times may be better for faculty to travel than others — beginning of semesters and during exams are difficult; academic year breaks are usually better times.

• Topic
• Event location
• Cost

Alumni homes are great venues for seminars. The setting will be informal, cozy and, best of all, free. Ask people in your region if they are willing to host a seminar. Keep a list of those who say yes. If someone’s home is not an option, send a request through your listserve to see if any alums have access to meeting space (many do). Associations will often hold gatherings in private dining rooms at local restaurants. As a last resort, one can always rent a hotel meeting room, but these tend to be a lot more expensive.

Send-off and acceptance parties — These gatherings directly link the College’s future with its past. They provide a warm setting for incoming Ephs to meet alumni, current students and their parents, and to ask questions about life in the Purple Valley. Keep in mind that these two activities have distinct timetables and issues.

Acceptance parties take place in a very short window of opportunity in April, after Williams acceptance letters have been mailed and before all students need to make their decisions to attend, or not, by May 1. They are usually hosted by an alumnus/a or current parent and are an opportunity for accepted students to have their questions answered and to gain the perspective of Williams graduates and current parents. Most regions do not invite the entire regional constituency but rather handpick parents, recent graduates and more seasoned alumni for this type of gathering.

“Our association does not invite everybody in the region to acceptance and send-off parties. We find that it is very personal and welcoming to have a small group of alums and parents who are focused solely on the new/prospective families rather than a large group who might want to catch up or network with each other”—Elizabeth Unger ’77 (Philadelphia)

Acceptance parties require all the leg work to be done (finding a host, setting the date and inviting Williams alumni) before the guest list is known. The Admission Office will release the names of accepted students only after they are certain notification letters have arrived at the students’ homes, typically late the first week in April. Hosts then must invite accepted students and their parents via e-mail, phone, or both, to the gatherings, which usually take place the last two weeks in April. Please note that the Admission Office hosts two sets of “Previews” for accepted students in Williamstown. Check with our office to get those dates so they do not conflict with your plans.

Send-off parties are just fun-filled events that typically take place in the first three weeks of August. Many regional officers say the send-off party is the most enjoyable event each year, and that it generates the most goodwill toward Williams of any association event.

Send-off party advice “The greatest benefit the first years and parents received at our send-off party was being able to ask about the details and logistics of practical topics such as availability of laundry services, cell phone coverage in Williamstown, meal plans, care packages, campus safety, what time of year to visit campus, what restaurants to take their kids to during visits, whether to buy winter clothes in California or wait to hit the outlets in Manchester, VT, life without a car, etc.”—Leila Jere ’91 (NorCal Region) “Create a folder for all incoming first years that includes information about the college, fun facts, and contact numbers, and try to present the information to appeal to an eighteen year old.”—Laura Moburg ’99 (Boston)

Having recent Williams graduates attend these parties is especially helpful. Contact the Alumni Relations Office for a list of young alums and current students/families in your area. As with acceptance parties, some regions do not invite their entire constituency to the event, but handpick attendees who will be the most valuable information resources. If inviting the entire regional association, consider holding the send-off party in conjunction with a summertime picnic event. Combining events can save time and money and will usually attract more people. Entering first year students may be a bit anxious about college. It is best to conduct this event at an informal setting and with a casual dress code. Don’t be afraid to ask entering students and their families to bring food to the event. Many send-offs are pot-luck meals that help the families feel an immediate connection to the group.

Low-key venue “Most years, we have had a send-off party at the home of a local alum for all current students and alumni. It is best to find an alum (or current parent) to host the party who has a nice home that is centrally located, if possible. We usually hold the party in August before the students head to Williamstown for First-Years Orientation.”—Gerrit Fitch ’89 (Colorado)

Entering First-Year Student Summer Send-Off Party Checklist:

At least four to six weeks before the party, contact Alumni Relations with invitation details for typing and printing. Remember to include RSVP information.

Obtain a list of local leadership with phone numbers, which also can be obtained from the Alumni Relations Office. This list should include Alumni Executive Committee members in your region, Parent Council members, Alumni of Color Network leaders, etc.

At least three weeks before the party, tell Alumni Relations where to send the Party Box. This box contains name tags and pens, cocktail napkins, balloons (purple and gold, of course) and gifts for incoming first-year students.

Congratulatory e-mail to incoming first year students in Maine Dear Katie: I am the current President of the Maine Alumni Association of Williams College. On behalf of our group please let me extend our congratulations on your acceptance to Williams. Those of us with Williams connections here in Maine love our fine state and love our great college and its community. We’re very proud to have more Mainers roaming the halls and streets of Williams College. Please let me know if there is anything we can do or any questions we can answer. Take care,” Chas Foehl ’87 (Maine)

Seasonal — Seasonal events such as summertime picnics, pool parties, and holiday gatherings are great to hold annually. Ask alumni to host the holiday party at their home. It will save money and provide a warm atmosphere. For summer activities, make sure your invitations include a contingency plan for rain. If you plan a barbecue, remember to offer meatless options as well as traditional fare. Anytime your association is paying for food, try to get an accurate headcount of people planning to attend. Meat and cheese won’t last until next year’s picnic.

Boston Annual Holiday Cocktail Party “It’s our biggest party—the most expensive by far—this year we spent $3400 (up from $2000 last year). Things that make our event successful—special invitation (postcard), nice location (Westin Copley Hotel), free for guests, lots of attendees (125 people). At this event, we always sponsor a collection for some cause (Williams 1914 Library in 2002, Food Pantry in 2003—we got 250 lbs of food!).”—Jordan Hampton ’87 (Boston)

Happy Hour — Happy hours are perfect opportunities for volunteers to get involved in the regional association without taking on heavy commitments. Frequently, happy hours evolve into informal meetings, where some of the best organizational and brainstorming work takes place. Find a centrally located bar with good, relatively inexpensive food, and a private room or quiet corner if possible. Shorter periods of time tend to be more successful. People often don’t want to commit an entire evening, but are delighted to stop by for snacks and a drink. Happy hours are often cornerstone events for young alumni in a region, and they serve as a great way to get them involved. Use Evite.com to promote the event, and consider e-mailing a reminder early the week of the event.

A note about alcohol While alcohol is welcome at numerous RA events and even expected at some, be aware that various alums may not want to be around alcohol. In addition to hosting holiday parties and happy hours, make sure to organize non-alcoholic events like hikes, museum tours, and faculty seminars. It is important to offer non-alcoholic alternatives at all events where alcohol is served.

Community Service Projects — Organizing and taking part in a Williams led community service project can be a wonderful experience for all involved. It is very rewarding to work alongside other members of the Williams family for a good cause. These projects provide much needed services to the community, and they have the bonus of demonstrating the quality of commitment by the College and you. Running a successful ongoing community service project can be a major undertaking. This type of event will require several dedicated people working to ensure success. Remember, for better or worse, when people hear about Williams regional associations, they will think you represent the College, so any service projects need to make the best possible impression on the community.

Exceptional service in Chicago “One of the largest and most successful Williams community service projects is the Chicago RA’s partnership with De La Cruz, an inner-city Chicago middle school. In 2001, Oren Pollock ’49 and Sheldon Ross ’82 approached the school about its needs and how the Chicago RA could help. Years later, the duo, together with a dozen RA volunteers, are tutoring De La Cruz students on a regular basis. They have served as judges at science and history fairs, have taken students and faculty to a White Sox game, and spoke at the 2003 commencement ceremony. A project like this is dependent upon leadership willing to donate a great deal of time, effort and energy to a project. Sustaining a program of this scope requires dedication, persistence in reminding volunteers of dates of commitment, and a continuous effort to seek new faces.”—Oren Pollock ’49 In 2001, 25.2 percent of De La Cruz students scored at or above national norms on the Iowa Test of Basic Skills in reading, and 28.6 in math. In 2003, the percentage was up to 53.6 in reading and 41.4 in math. De La Cruz Assistant Principal Robert Hrad attributed that turnaround to the help of dedicated Williams alumni who volunteer at the school. Williams volunteers have helped De La Cruz staff to write grant proposals, and recently gave a demonstration to students on light refraction using gelatin. All of De La Cruz’s students are considered low-income, and 13.3 percent have limited English proficiency. The Williams College alumni and our other volunteers have provided us with new directions and new questions that we might not even have thought of asking, Hrad said. “There’s no limit to the directions we can spread our wings with their help.”—Robert Hrad, August ’03 Chicago Public Schools press release “The alumni networks provide a rare link between Chicago public schools and some of the nation’s most prestigious colleges and universities. These volunteers are not only highly qualified to assist and inspire young people, but they often help students to set their sights well beyond their immediate surroundings.”—DiversityInBusiness.com, September 2003

Service projects do not have to be large to have a positive impact. The Boston association organizes an annual beach cleanup followed by a barbecue at a graduate’s home. The Washington D.C. association hosts a “Clean-up Kenilworth Park” event where Ephs help maintain local wetlands and aquatic gardens. Maine has an annual workday with the local Habitat for Humanity chapter.

With service projects of any size, it is crucial to remember that the alumni’s public and private contacts in local areas can have a profound impact on the services and programs that an organization (e.g. a public school) receives.

Sheldon Ross ’82, of Chicago says, “I happen to know the director of the VH1 Save the Music Foundation, which focuses on restoring music programs back into the public schools. As the result of this connection, the school we sponsor will be getting a full orchestra of instruments donated and have a music program next fall.”

Sporting Events — Whether your regional members are attending a professional, minor league, or Williams sporting event, these events are relatively easy to plan. Most ticket offices offer discounts to groups of 20 or more. Consider designating a central meeting point, or perhaps a pre- or post-game gathering, so people can remain together.

Cultural — Cultural events include museum tours and evenings at the theatre, symphony, ballet, or opera. Cultural events enable Williams alumni to socialize and enjoy the arts at the same time. If possible, it is nice to tie the event to Williams via a speaker before or after the event. Events at museums and theatres can be expensive. Be clear who is paying for tickets and what time the event starts. These events don’t require much time to organize, and they are frequently well attended.

Collaborative — Many regions collaborate with associations from other colleges. For example, several regions organize a summertime Williams vs. Amherst softball game. Collaborating doubles the likelihood of a good turnout, and it doubles the connections that your group can make as well.

Boost your attendance (even with people from Amherst) “We also accept any invitation extended by the regional leadership of Amherst or Wesleyan. We have an understanding with Amherst by which each of us extends invitations to the other when we are short of responses for our own events even if the invitation arrives on very short notice before the event. We also accept any invitation we receive from any of the Ivies. We have found that our alums really enjoy mingling with folks from other institutions and show up in droves for combined events. These opportunities are wonderful because you don’t have to do any work and you get all sorts of credit anyway. We try to reciprocate when possible.”—Leila Jere ’91 (NorCal Region)

Does your state offer Williams license plates? “I noticed that, as a Maryland resident, there are many schools with their emblems on state license plates. Why not Williams? I contacted the Dept. of Motor Vehicles, and it turns out that all we need to do is turn in a sheet (which I have) with 25 names/license plate numbers for vehicles registered in MD, along with proof of non-profit status for the school, and we can get Williams license plates. We can have a full color design for a logo—perhaps a big “W” or something. The cost for each license plate is minimal— $25/plate.”—Tom Kimbis ’93 (Washington, D.C.)

A Final Word on Events and Volunteerism

“I’d like to offer a general note of advice about being a regional president: While at events, I have been button-holed by a fair number of alumni many of whom simply want to thank me for arranging an event and express their support. Others have a lot to say about types of events we should hold in the future, locations, costs, and some of their comments can take an accusatory tone and start with, “why aren’t you...?” or “why don’t you...?”, or “how come you never...”

At first, I would listen attentively and respond by saying I would take it all under advisement and so forth and try to make it a better event the next time. I developed a better approach, which is to turn it around and ask them very respectfully if they would be willing to participate and volunteer their time to the organization. Some agree and have pulled off fine events.

Those who simply have a lot to say with no intention of lending a hand tend to fade into the crowd and desist in their peskiness. So, I recommend being very open about the fact that you are a volunteer, that you are organizing activities out of the goodness of your heart, and that anyone who sees room for improvement is free to jump in and take on a job.” — Leila Jere ’91 (NorCal Region)