Find the checklists to host successful virtual events for alumni. Create your virtual events while you are working from home and boost alumni engagement.
As a remote working professional with years of experience in alumni relations & fundraising, Nita June, Director of Alumni Relations at The Association of Waldorf Schools (AWSNA) finds that working remotely offers flexibility and freedom that is refreshing and gratifying. She also feels that this same freedom can be challenging to manage successfully and that everyone has their own methods that work for them. Check out our Advancement from Home eBook to read what Nita and other advancement professionals are saying.
With schools and universities closed for a long time now, advancement staff members are gradually adapting to the new norm of working from home while effectively engaging alumni and donors via virtual events.
Backed by data from 200+ schools and universities who have hosted successful virtual events over the last two months, here’s a virtual event checklist for advancement teams.
With tons of creative virtual event ideas floating around the internet, the best way to figure out what’s best for you is to ask yourself these questions:
- How can you offer support to your audience during these testing times?
- How can you solve a particular pain point of your constituents with your event?
Based on what your audience will resonate with the most, get started with building your virtual event.
The French American International School anticipated a need for an increase in financial aid for next year as it provides support to its students in the form of tuition, books, lunches, and to every family that needs help during these tough times.
Once you’ve decided your virtual event theme, put together your event agenda and figure out what tools you need to execute your event.
You can set up a dedicated event page on your alumni website or create a Facebook event page to capture registrations. If you need additional software such as Zoom for video conversations with attendees, Trello for organizing your event, or Almabase or Blackbaud to send emails to your attendees, this is the right time to talk to the experts on each team.
Take a cue from Antioch College’s incredible success with its first Virtual Div Dance Party. The Alumni Association set up an event page on its alumni website and Facebook to capture registrations. In addition to this, Antioch College needed funds to be able to host the 6-hours long virtual event which had 400+ registrations. So, the college set up a virtual fundraiser and urged attendees to contribute. Read how Antioch College got 400+ attendees to its Virtual Div Dance Party in 11 days amidst the COVID-19 outbreak.
Your virtual event’s success is largely dependent on your marketing strategy. O, how do you build a solid marketing strategy? The answer is by following the basics - emails and social media.
Use past data including event attendance, Facebook engagement, donation history and email engagement to identify highly engaged constituents and retarget them with personalized emails for your virtual event.
Social media is a powerful tool when it comes to maximizing the reach of your virtual event. Create a hashtag, a series of posts, get your followers to join in and encourage them to share these posts with their network.
You’re done with the planning, you got people to register for your virtual event, and with that awesome tool you signed-up for, your event is going great. Now what?
Having a good measure of engagement is critical to report on the success of your virtual event while working remotely. Measure your event based on metrics like registrations, check-ins, email open and click rates, and social media impressions and reactions.
Another key metric that helps determine the success of your virtual events is post-event feedback. This is crucial in improving the quality of future events and boosting participation. It reveals what attendees, sponsors, and stakeholders loved about your event and what you can do to make it even better next time. There are various ways to collect high-quality feedback from your event attendees.
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As the COVID-19 outbreak continues to disrupt alumni relations and fundraising, institutions around the world have found themselves in a tight spot as a consequence of canceled events, giving days, and other planned alumni engagement activities.
With this new world order settling in, advancement teams are looking for unique ways to engage their alumni digitally. While a lot of institutions have been engaging alumni digitally for a while now, in this blog post, we’ll be looking at some of the most creative engagement ideas that we’ve seen being implemented during COVID-19.
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With alumni confined to their houses and being forced to work from home, everyone’s missing out on those Friday night Happy Hours. But wait, who said social isolation’s equivalent to the end of Happy Hours?
Virtual happy hours are a great way to encourage social interactions among alumni during these difficult times. You can organize your next virtual happy hour as a 1-hour event open to limited registrations. Create a dedicated event page for collecting RSVPs and lay down all the details on this page. Ask alumni to grab a beverage of their choice and join the meeting link. To add structure to your virtual event, encourage your event attendees to share something about themselves during the event like a short introduction, some insight into how they’re dealing with the crisis, or what they’re doing to help those in need.
St. Thomas University School of Law created a dedicated event page for its first-ever Young Alumni Virtual Happy Hour and promoted the event via social media.
According to a recent survey by Goldman Sachs, 51% of America’s small-business owners said they could not weather more than three months of the current economic environment.
With small business owners struggling to stay afloat throughout this crisis, this is a good time to offer your support to your alumni who own small businesses by leveraging your alumni network.
Create a web page listing small businesses owned or operated by your alumni and promote it on all your official websites and various social media platforms.
Here's how Centenary College of Louisiana offered its support to alumni small business owners.
Since the educational fundraising landscape has evolved as an outcome of the coronavirus situation, the approach that institutions have been adopting for fundraising asks has also transformed. Since schools and universities need funds now more than ever to be able to support their students, but feel apprehensive about asking their alumni for monetary donations, a lot of them are choosing to opt for fundraising in kind.
Similar to other institutions, Nicholls State University also had to move its classes online. However, the university realized that many students did not have webcams at home which served as a major obstacle to conducting online tests and smooth functioning of classes.
With the ongoing coronavirus situation, raising funds for webcams wouldn’t have been possible and so, the university appealed to its alumni to help students out by donating webcams.
With everyone confined to their homes, forced to work from home, limitations on social interactions, and physical fitness taking a back seat, health and well-being of alumni has become a major concern for institutions across the globe.
Aid your alumni through this phase of social isolation and encourage them to make exercise a part of their routine by organizing a virtual race. A virtual race can have participants from any location within a predetermined time. Photos shared by alumni during their walk/run can further be shared with the alumni community via Facebook or alumni website, helping drive engagement and registrations.
The College of Idaho’s ongoing ‘2020 Coyote Dash [Virtual 5K] race’ is helping connect its alumni who are located miles away from one another during these testing times.
Read the complete success story here 👇
With COVID-19 leading to stress and anxiety as a result of social isolation and financial pressures, the mental health of alumni is a rising concern for all schools and universities. Many institutions are organizing virtual exercise or yoga sessions for their alumni to help them deal with stress, depression, anxiety, energy, fatigue, and motivate them to work towards their overall physical and mental well-being.
William Peace University, a liberal arts college in downtown Raleigh, North Carolina, roped in its former Alumni Board President, Alli Leggett '01 to organize a virtual yoga session for alumni to join from the comfort of their home.
Alumni photos that capture happy moments is another great way to engage your alumni and get them to interact with one another. You can start a photo contest by encouraging your alumni to post their photos on your alumni website or alumni group on social media.
Bob Greene, Alumni Director at Serra High School started a ‘Picture Time’ contest via email, urging alumni to share pictures while they’re at home with their families or any picture that makes them feel happy.
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Social isolation during COVID-19 means that you can’t invite your alumni to your school or university for a fun game of soccer but, how about hosting a virtual event for alumni to engage in some healthy competition over online games?
Bring your alumni together for a fun night of online Charades, Monopoly, Pictionary or Cards against Humanity. Take it a notch higher with special appearances of some of their favorite staff members.
Encourage your alumni to show off their creative side by hosting a virtual coloring contest open to them and their families. Coloring is known to be great for mental, emotional, and intellectual health in adults and serves as a wonderful hobby that keeps children calm and entertained.
Chestnut Hill College organized a fun virtual coloring page contest for alumni and their families where campus photos and logos were converted into coloring pages using the Colorscape app. Take a look at the coloring pages here.
The college also took to social media to launch a contest by encouraging alumni to download coloring pages and participate by coloring and sharing it with the alumni community. The best submission will be chosen by the alumni community and receive a CHC prize pack.
8 creative ideas to boost alumni engagement & fundraising amidst COVID-19
Here's a look at the 8 unique and creative ideas that we've seen advancement teams implement to engage their alumni digitally during the COVID-19 crisis.
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Events play a significant role in maintaining a highly engaged alumni community and advancement teams around the world leave no stone unturned to plan their events with meticulous detail. So, why is it that this planning stops with the end of an event?
Post-event feedback is one key aspect of event planning as it plays a crucial role in improving the quality of future events and boosting participation. It reveals what attendees, sponsors, and stakeholders loved about your event and what you can do to make it even better next time.
While post-event feedback strategy largely depends on the type of event that you’re organizing, here’s a step-by-step guide to creating an effective feedback strategy :
Before you start reaching out to your event attendees to collect feedback, identify the most relevant questions that need to be asked. Simply put, frame your questions in a way that you receive the most out of it. In addition to basic questions such as name, contact details, etc., include questions that help you analyze the positive and negative outcomes of the event, based on your attendees’ opinions. Here’s how Centenary College of Lousiana gauges the opinions and interests of its alumni post an event.
Once you’re done creating your list of questions, the next step is to add them to a survey form. It is highly recommended to move away from traditional paper forms. Paper forms are difficult to organize, access, and there is a high risk of data inconsistency involved while transferring the information onto your database. Online survey forms are one of the most commonly used methods for collecting feedback from event attendees. There are multiple free and paid tools that can help you create customizable survey forms. Here are some of the most popular tools for creating online survey forms: Google Forms, Survey Monkey, and Jotform.
Centenary College of Louisiana adds event photos to the landing page where the survey form is added.
Now that your survey form with questions is in place, it is time to spread the word and gather responses. The most popular channels for collecting post-event feedback are social media and emails.
Here’s how QuestBridge encourages alumni to share feedback post its ‘Dinner with QuestBridge Strangers’ event.
Read more about the event here: How QuestBridge promotes local connections between alumni via ‘Dinner with QuestBridge Strangers’ program
In 3 simple steps, your post-event feedback strategy is complete!
Why is a post-event feedback strategy critical for boosting participation?
Post-event feedback plays a crucial role in improving the quality of future events and boosting participation. Here are 3 simple steps to creating an effective feedback strategy.
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Email marketing is crucial to the success of your online giving campaign. Does that sound like a used and abused fact to you?
While it may sound repetitive, it’s the gospel truth!
Advancement teams extensively use email marketing to promote their online giving campaigns but, what do they do differently to increase the sense of urgency?
Here’s a look at the 6 most effective email marketing hacks that can help you create a sense of urgency and drive more people to donate:
Segmenting your alumni into groups based on different parameters such as location, class year, interests, etc. and targeting them via personalized emails is a widely popular approach adopted by schools and universities worldwide.
Here’s how Centenary College of Louisiana personalizes emails for an affinity group - Women’s Basketball and asks group members to make a gift to support their cause.
Apart from sending generic emails inviting donations, leveraging your influencers helps create a personalized touch and acts as a strong incentive for your alumni to contribute. These influencers should be people who your alumni can relate to and would appreciate hearing from.
See how Scranton Preparatory School used the peer-to-peer approach via emails to increase its Giving Day donations by 546%. Read the full story here.
Creating more opportunities for class years to compete with one another and gamifying this approach can significantly boost your giving day donations. Ensure that there’s an incentive tied in with the challenge and lay down the rules clearly in your email.
Here’s how Calvert Hall College High School emails alumni about the inter-class challenge and lays down clear guidelines & incentives. This approach helped create a healthy competition between classes leading to the school increasing its Giving Day donations by twice as much in 3 years. Read the full story here.
With shorter campaigns where timing is crucial, adding a countdown timer or a goal meter in your email creates a sense of urgency. Also, consider sharing a story that your alumni would relate to and feel the urge to contribute towards.
See how North Shore Animal League America includes a countdown timer to appeal to its donors.
Whether it is a one-day or a week-long campaign, it’s always a best practice to keep your constituents informed of all that’s planned as a part of the campaign. Right from the campaign announcement down to thanking donors for their support, ensure that your audience is engaged throughout the campaign.
Here’s how Mercy High School announces its upcoming Giving campaign, complete with the information about the goal of the campaign and all relevant links.
Saying thank you never goes out of style. Sending donors a thoughtful thank you email is a great practice for not only expressing gratitude but more importantly, for building lasting relationships. A thank-you email goes a long way in retaining the same donors and getting them to contribute again.
Check out Scranton Preparatory School’s thoughtful ‘Thank You’ email to all alumni after the end of its #PrepDay campaign. Read the full story here.
6 email marketing ideas to drive participation towards your online giving campaigns
Find email marketing best practices to improve alumni engagement and boost fundraising for schools, colleges & universities.
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