The Office of Alumni Relations plans regional events every year, and we welcome the help of our alumni in organizing and hosting a variety of new meet-ups, called Polar Bear Gatherings, to help build community and connections among ºÚÁϳԹÏÍø±¬ÍøÕ¾ alumni.
Polar Bear Gatherings are alumni-driven and offer new and continuing opportunities for community members to stay involved with the ºÚÁϳԹÏÍø±¬ÍøÕ¾ and with one another. Gatherings may include social (Polar Bears love to celebrate together!), cultural, and educational events, community service projects, and networking opportunities.
Depending on the event, alumni volunteers can provide or identify a venue, serve as hosts during the event, and submit attendance lists and feedback after the event. The Office of Alumni Relations helps with outreach and collects RSVPs. Gatherings are volunteer-driven in nature and as such, any budget needed must be generated by a generous host or the participants.
Interested in organizing your own Gathering in your local area as a ºÚÁϳԹÏÍø±¬ÍøÕ¾ engagement volunteer? Fill out the form below!
Suggestions for a Polar Bear Gathering Event
Social event at a private home, local restaurant, bar, or public space
Art museum or gallery tour
Hiking, canoeing, or bicycling on a weekend
Local volunteer opportunities
Networking activity
Roundtable discussion for a given industry
Volunteer Host Responsibilities
Communicate regularly with the Office of Alumni Relations
Determine the venue, menu, program, and costs for the event. Visit the site, if possible, or ask about directions, parking, handicapped access, restrooms, and rain plans (if outdoors)
Provide a welcoming and accessible environment for the ºÚÁϳԹÏÍø±¬ÍøÕ¾ community to gather
Connect with other local volunteers to discuss the event you’d like to hold
Send Alumni Relations a summary of an event, list of attendees, and photo(s), after the event
Alumni Relations Services and Support
Email invitations and event reminders to region or targeted group
List gathering details and registration on the Alumni, Family, and Friends website
Record RSVP's and communicate updates with host
Send host the final RSVP list, name tags and ºÚÁϳԹÏÍø±¬ÍøÕ¾ banner prior to the event
Suggested Timeline
6-12 weeks prior to event date
Speak with an Alumni Relations staff and regional volunteers to discuss event
Determine invitation list, with guidance from the Alumni Relations (i.e. geographic range, targeted audience)
Determine date and time for event and check with the Alumni Relations to make sure no other events are planned for your area on that same date.
Select and reserve space/venue with consideration of accessibility
Determine event cost and funding (e.g. hosted event at a home, per person fee at a venue, etc?)
4-6 weeks prior to event date
Alumni Relations will send an electronic invitation to invitation list
Start making personal contacts with those invited to encourage attendance
2 weeks prior to event date
Alumni Relations will send an electronic reminder to the invitation list
Receive updated RSVP list from Alumni Relations
Week of Event
Final RSVP list from Alumni Relations
Package of event materials to be sent to host
At event
Arrive early to check on all arrangements
Welcome guests and encourage introductions
Distribute nametags
Collect registration
Take a group photo/candid photos
Remember, enjoy the event!
Post-event
Send update to the Alumni Relations with feedback and attendee list
