Milestone Anniversary Event Planning Guide 1

Big Sister/Little Sister Planning Guide
MILESTONE ANNIVERSARY
EVENT PL ANNING GUIDE
12737 E. Euclid Drive • Centennial, CO 80111-6445 • P (303) 799.1874 F (303) 799.1876 • GammaPhiBeta.org
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Milestone Anniversary Event Planning Guide
TABLE OF CONTENTS
Introduction 3
Frequently Asked Questions (FAQs) 4
Planning Your Milestone Celebration 6
Event Planning Checklists 7
Appendix A: Working with International Headquarters 28
Appendix B: Setting Your Budget 29
Appendix C: Questions to Ask When Booking a Venue 30
Appendix D: Booking a Hotel 32
Appendix E: Anniversary of Collegiate or Alumnae
Chapter Installation Service 34
Appendix F: Activities to Enhance Milestone
Anniversary Celebrations 38
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INTRODUC TION
Gamma Phi Beta continues to celebrate our Sorority’s rich history through collegiate chapter
anniversaries. We are proud of Gamma Phi Beta’s heritage, growth and sisterhood. Milestone
anniversaries are an opportunity for Gamma Phi Beta sisters across generations to reconnect and
celebrate. In an effort to help our chapters make the most of these milestones, Gamma Phi Beta has
created this event guide to help chapters and alumnae start the celebration planning process.
In this guide you will:

• Learn about an ideal committee structure for executing your milestone celebration
• Access a suggested timeline for executing a successful celebration
• Learn how to use International Headquarters resources to augment your event
• Review best practices and templates for celebrating your chapter milestone anniversary
Read on to get started!
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FREQUENTLY ASKED QUESTIONS (FAQS)

What is a milestone anniversary?
Traditionally, milestone anniversaries are every 25 years. However, a new chapter may choose to
celebrate their one-, five- and 10-year anniversaries.
What is the purpose of a milestone celebration?

There are several reasons a milestone anniversary should be celebrated:
• To celebrate sisterhood
• To commemorate the history of the collegiate chapter
• To reconnect with sisters throughout the decades
• To support the future of the collegiate chapter
• To honor Gamma Phi Beta
Does a collegiate chapter need to host an anniversary party on an annual basis?

While it’s great to recognize a collegiate chapter’s anniversary, Gamma Phi Beta does not expect chapters
to host an anniversary event every year. Consider hosting celebrations for milestone years.
How do I find out the collegiate chapter’s installation date?

GammaPhiBetaHistory.org is a great resource for to find out the installation dates of our collegiate
chapters. Additionally, this site features historical information* for our collegiate chapters.
*The information on GammaPhiBetaHistory.org is updated based on the information International

Headquarters has received. If your event committee comes across historical information, such as
prominent members, vintage photographs or items, please contact us so we may consider including this
information on the site and/or add it to our museum inventory.
Who is responsible for hosting a milestone anniversary?

The collegiate chapter, local alumnae chapter, affiliated house corporation (AHC)/local facilities advisory
committee (LFAC) and alumnae from the chapter should all work together to plan the celebration.
How many members should be on the event committee?

This can vary based on the size of your event and the number of interested alumnae in your area.
Planning a large-scale event is not an easy task and should not be done alone. We encourage the
president of the collegiate chapter, chapter advisor, local alumnae chapter and AHC/LFAC to sit on the
committee and work together to identify area alumnae and collegians to serve as committee members.
We also recommend that an alumna member serve as the event chairwoman to provide consistency,
as the planning of a milestone anniversary celebration will take several years. We recommend including
the following positions (see page 7 for committee member descriptions) on your committee, but these
positions can be adjusted based on the needs of your chapter and the size of your event. Please consider
your event goals when creating your committee.
• Event Chairwoman
• Treasurer
• Program Chairwomen (two or more members)
• Decorations Chairwomen (two or more members)
• Venue Chairwoman
• Music/Song Chairwoman
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• Marketing/PR Chairwoman
• Facility Tour Chairwomen (optional)
• Technology Chairwoman
• Volunteer Coordinator
What happens to the committee during officer transitions?

The new officer will transition onto the committee; however, outgoing officers may volunteer to stay
involved.
What if there is not a local alumnae chapter in my area?

It is recommended you reach out to alumnae who reside in the area for support.
Do I need to invite International Council or International Headquarters professional staff to our event?
Yes! Always invite the current International President to your milestone anniversary. If available, she
will attend the event at the chapter’s expense. The chapter should budget to cover the International
President’s transportation/flight, hotel and meals. The International President (or her designee) is
the only member from the international organization whose costs the chapter is expected to cover.
The International President will deliver a message of congratulations at the event. If the International
President is unable to attend, she may send another International Council member in her place, and at
the very least, will send a congratulatory message.
If your chapter is celebrating an anniversary that is not considered to be a milestone anniversary, the
chapter may wish to contact International Headquarters with details so that the International President
may send a congratulatory message to commemorate the anniversary.
Who else should be invited?

All living alumnae from the collegiate chapter, as well as current collegians, volunteers and advisors
should be invited to the milestone celebration. You may also consider inviting past volunteers who have
made an impact on the chapter. We encourage you to send invitations to all current International Council
members, the Gamma Phi Beta Foundation and the Facilities Management Company Board of Managers,
which can be done via International Headquarters.
How is a budget created?

A budget is created based on the cost of the venue, anticipated guest count, event program needs and
materials used to market the event. Please see Appendix B section in this guide for example items that
should be included in the event’s budget.
How far in advance should we start planning?

For a milestone anniversary, start planning, at a minimum, one year in advance. For large-scale events,
a date and venue are often secured eighteen months to two-years in advance. The sooner you start
planning your celebration, the smoother the planning and execution of your event will go!
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PL ANNING YOUR CHAPTER’S MILESTONE

CELEBRATION
Celebrating 100 years of sisterhood for a chapter is truly something special. To honor this milestone,
planning must start early – we recommend you form your event committee and begin planning at least
two years in advance of your anniversary. This section includes common celebratory events, event-
planning tasks and detailed timeline checklists that can be used to guide the event chairwoman and her
committee along the way.
Event Planning Tasks

The following outline identifies tasks that are important to consider while planning your celebration.
• Reach out and coordinate communication between collegiate chapter, alumnae from the
chapter, AHC/LFAC and the local alumnae chapter.
• Create an event committee.
• Be sure to include both alumnae and collegiate members.
• Meet regularly to ensure event planning progresses on schedule.
• Assign committee member roles to handle specific tasks (view sample committee
member roles on page 7).
• Create a working list of addresses – use the Member Search function on GammaPhiBeta.org
to help locate sisters.
• Encourage sisters to update their addresses via GammaPhiBeta.org through your
newsletter and social media platforms.
• Create a budget. See Appendix B for more about budgeting.
• Select a type of event (e.g., banquet/gala dinner, dessert/hors d’oeuvre reception, facility/
campus tour, social or combination of events, etc.).
• Select a venue and date (the date typically falls on or near the anniversary, but can vary based
on what works for the venue or your campus/chapter schedule).
• Design and create invitations.
• Visit the Event Milestone Planning page of GammaPhiBeta.org for design options
provided for no design fee to the chapter. Instructions on customizing to your event can
be found with the design options.
• Be sure to include a way to RSVP to the event.
• Determine the event program/activities.
• Determine the event décor and entertainment.
• Invite the International President to attend or request her to write a letter that can be read
during the event’s program.
• Recruit volunteers to assist with day-of operations of your event.
• Recruit to assist with: setup, registration, event greeters, teardown, etc.
• Gather history from the chapter.
• Utilize GammaPhiBetaHistory.org for historical facts and information.
• Contact Gamma Phi Beta’s historian for additional guidance, if needed.
• Identify resources you may need to make the event planning and operations run smoothly.
• What connections does the event committee have that can make a task run smoothly?
• For large-scale events, the committee may consider hiring an outside professional, such
as a public relations specialist or event planner, to ensure a task is done correctly. Be sure
this extra expense fits in with your event goals and budget.
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EVENT PL ANNING CHECKLISTS

The following checklists were created to help guide the committee throughout the event planning
process. They are a great way to identify event needs and hold the event committee accountable. Please
note that the checklists are samples that may be used for reference and can be adjusted based on the
needs of the event. Treat these as a guide, but make adjustments to fit your needs.
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One to Two Years in Advance
Task Person(s) Due Date Date

Responsible Completed
Determine Committee Member Roles Alumnae chapter
(The following sample roles can be modified to fit your president,
needs.) AHC president,
LFAC member,
FF Event Chairwoman: Organizes and schedules collegiate
committee meetings, gathers alumnae contact chapter
information, provides social media support and
president
creates and manages all stewardship plans.
FF Treasurer: Creates and determines budget, handles

the collection and disbursement of funds.
FF Program Chairwomen (2+ sisters): Coordinate

event speakers, special guests and printed program
execution. This role may also serve as mistress of
ceremonies at the event
FF Decorations Chairwomen (2+ sisters): Coordinates

ordering of party favors, table center pieces
and other décor, as well as sales of anniversary
mementos.
FF Venue Chairwoman: If the event chairwoman is not

the best resource, consider having one sister serve
as a liaison between the venue and the committee.
FF Music/Song Chairwoman: Coordinates all music and

songs during the event.
FF Marketing/PR Chairwoman: Coordinates ways to

help spread the word and engage alumnae (both
local and from out of state). Manages social media.
FF Facility Tour Chairwomen (Optional; collegian and/

or AHC/LFAC member): Coordinates all aspects of
tours of the facility – including a team of collegians
who can help. Also consider reaching out to a
university representative to plan a campus tour.
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One to Two Years in Advance Continued
FF Technology Chairwoman (collegian): Coordinates

updating the collegiate chapter’s website regularly
with event activities and details. Prepares a
slideshow or other multimedia presentation to be
shown at the event from pictures/items that have
been gathered.
FF Volunteer Coordinator: Manages all volunteer

positions including sign-ups, role assignments and
onsite management.
Create an Event Committee Alumnae chapter
president,
FF Create and distribute a committee sign-up form that AHC president,
explains committee roles. LFAC member,
FF Review and select the event committee. collegiate
chapter
FF Identify an event chairwoman (recommend an president
alumna for consistency).
FF Announce committee members at the next chapter

meeting.
Schedule Committee Meetings Event
Meetings should occur monthly/bi-monthly once chairwoman
committees are formed, and increase in frequency as the
event nears.
FF Create a calendar that shows the dates, times

and locations for all meetings and give it to the
committee in advance so they know up-front what
level of commitment is expected.
FF Email reminders before each meeting.
FF Designate a minute taker responsible for distributing

a summary to committee members post meeting.
Create a Budget (See Appendix B) Event
chairwoman,
FF Identify event costs. treasurer
FF Identify projected number of attendees (collegians,
non-local alumnae, local alumnae, alumnae chapter
members, AHC/LFAC, significant others, etc.).
FF Determine what ticket prices need to be to keep on

budget.
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Determine Event Type Event committee

(e.g., banquet/gala dinner, dessert/hors d’oeuvre
reception, facility/campus tour, social or combination of
events)
FF Will your celebration be multi-day?
FF What will it include?
FF Will you need to secure a local hotel block for your

event?
Select and Secure Event Location/Date Alumnae chapter
president,
FF Make sure the date does not conflict with any AHC president,
collegiate chapter/campus events (recruitment, LFAC member,
philanthropy, homecoming game, etc.). collegiate
FF Meet with venue staff at the location to secure the chapter
event space and date (see Appendix C for helpful president
questions and things to consider when booking a
venue).
• Consider hosting the event on your campus.

Can you use a banquet room on campus? Give a
facility/campus tour?
• Look into venues that are near campus so

traveling alumnae will feel connected to the
area.
• Ask questions – what is the venue’s catering
policy, audio/visual needs, maximum capacity,
etc.? Will the venue be able to meet all of your
event needs?
Travel Accommodations Event
chairwoman,
FF Secure a block of rooms at a special rate at the event event committee
venue or a local hotel for out-of-town guests (see
Appendix D for tips and things to consider when
securing a room block).
Start Event Promotion* Event
chairwoman,
FF Add a Save the Date section to your newsletter, marketing/PR
include on your website and social media and email chairwoman
to your alumnae, current chapter members and
special guests.
FF Create one event on social media that alumnae

chapters, the collegiate chapter, area alumnae
and the AHC/LFAC can use to invite** members to
attend. 10
*Keep the information minimal – date/venue/reason.

More information can be added later – registration, cost,
etc. This is just to get sisters excited and to save the date.
** A social media event should not be used as a formal

invitation or a reliable RSVP source, but may serve as a
way to communicate about and promote the event.
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One Year in Advance

Organize and Update Your Address Database Event
chairwoman,
FF Create a list of invitees, including addresses and marketing/PR
emails. chairwoman
FF Utilize Member Search.
FF Reach out to area alumnae to update their addresses

via social media and newsletters.
Identify the Event’s Program Event
(The following are common event activities.) chairwoman,
program
FF Guest speaker chairwomen
FF Remarks from the International President
FF Music performance or other entertainment
FF Remarks from the current collegiate chapter

president
FF Remarks from one or more chapter alumnae
FF Video, slideshow or multimedia presentation
FF Milestone anniversary gift presentation
FF Meal or hors d’oeuvres
FF Consider ways to include current collegiate members

of the chapter
Review Logistics Event
Take your ideas from the previous task and analyze chairwoman,
them. Determine how to successfully execute them. program
chairwomen
FF How many volunteers are needed to make your
event program successful?
FF Does the venue have any policies in place that

hinder your plan?
FF What items or people are needed to implement your

program?
FF What kind of audio visual equipment will need to be

secured?
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One Year in Advance Continued
Communicate with Collegiate Chapter Event

chairwoman,
FF Communicate with the collegiate chapter regularly collegiate
about the event progress and their involvement. chapter
president
FF Will this event be mandatory for collegiate members
to attend? Can they bring a guest?
FF Let the collegiate chapter know how they can assist

in event planning and execution.
• Provide examples of how collegiate members
can assist (e.g., create slideshow; gather
historical items to be displayed at event;
escort alumnae to their seats; sit at tables with
alumnae; set-up and clean-up duties; etc.).
Determine Number of Invitations Needed Event
chairwoman
FF How many alumnae addresses do you have?
FF How many current collegians are there?
FF What area alumnae (AHC/LFAC members, volunteer

leaders, advisors) from nearby collegiate chapters
need to be invited?
FF International President invitation.
FF International Council invitations.
FF Foundation Trustee invitations.

FF Facility Management Company Board of Managers
invitations.
FF Extra invitations for late address updates/returned

invitations.
Invitation and Save the Date Design Event
chairwoman,
FF Review the designs available on GammaPhiBeta.org program
for save the dates and other event marketing and chairwomen,
collateral. marketing/PR
chairwoman
FF Provide the needed information to International
Headquarters to create your invitation and save the
date.
FF Create an RSVP method (cards, email?).
• If serving a meal with multiple options, be sure

to include that information.
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FF Identify a registration/payment method.
One Year in Advance Continued
FF Locate a printing company that can produce your

printed items.
Send a Save the Date Event
chairwoman,
FF Send a Save the Date to all alumnae and collegians program
on your mailing list, as well as other sisters who chairwomen,
should be invited (International President, advisors, marketing/PR
volunteer leaders, etc.). This step should be chairwoman
completed early so members may plan their travel
accordingly.
FF An electronic Save the Date can be sent to members

as well.
Continue Event Promotion Event
chairwoman,
FF Continue including a Save the Date section on your marketing/PR
website, social media and in newsletters or other chairwoman
communications.
FF Encourage sisters to spread the word on social

media.
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Nine Months in Advance

Contact Speakers Event
chairwoman,
FF Coordinate the logistics of all speakers. program
chairwomen
• Give speakers an estimated speech length.
• Provide talking points that need to be covered.
• Supply a tentative program schedule in order for

speakers to see a projected timeframe.
• Provide speakers with a deadline to submit their

speeches for review.
FF Discuss any travel logistics and special needs with

the speaker.
FF Confirm participation.
Secure Additional Entertainment (optional) Event
chairwoman,
FF Will the event have additional entertainment beyond program
speakers? chairwomen
• Music?
• Video?
• Activity? (For examples of activities, please see

Appendix F.)
FF Coordinate logistics of all additional entertainment.
• How long is the performance?
• Are there any special song/performance

requests?
• If there is a video, begin gathering photos,

footage, etc.
• Who will facilitate the activity?
• Do you need to sign a contract and/or supply a

deposit?
Revisit the PR Plan
FF Has the event been advertised to potential

attendees?
FF Has event buzz been created? 15

Nine Months in Advance Continued
FF Is the event posted on the collegiate chapter’s

website? (Consider having a page for potential
attendees to see with updates.)
FF Create/update Facebook event to help with

promotion.
FF Post information about the milestone

event on multiple social media platforms.
Include Facebook, Twitter, Instagram, Snapchat and
Pinterest, as your potential attendees will each have
their favorite platform.
Continue Event Promotion Event
chairwoman,
FF Continue including a Save the Date section on your marketing/PR
website, social media and in newsletters or other chairwoman
communications.
FF Encourage sisters to spread the word on social

media.
Continue Gathering Addresses Event
chairwoman
FF Make updates to your master contact list.
FF Connect with alumnae to further update the contact

list.
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Six Months in Advance

Food and Beverage Event
chairwoman,
FF Contact the caterer for food/beverage options. program
chairwomen
FF Determine menu choices within the budget.
Decorations Event
chairwoman,
FF Determine decoration theme. event committee
FF What items are needed?
FF What is your budget for decorations?
FF Does the chapter have anything that can be used?

Party Favors (optional) Event
chairwoman,
FF Determine a party favor. event committee
FF What is your budget for party favors?
Finalize invitations Event
chairwoman,
FF Finalize the event invitation text with International marketing/PR
Headquarters. chairwoman
Make sure there is a way for attendees to RSVP/register
for the event.
Send invitations Event
chairwoman,
FF Send invitations to addresses on file. marketing/PR
chairwoman
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Four Months in Advance

Signage Event
chairwoman,
FF Determine what signage is needed for the event. program
chairwomen,
• Banners marketing/PR
chairwoman
• Directional signs within venue
FF Check with the venue to see what signage they can

provide, as many hotels can assist with signage
(directional or other).
• Table numbers (venue provided?)
• Name cards
• Mean selection cards
• Allergy cards
FF What items need to be ordered in advance? (Identify

an order-by date.)
Hire a Photographer Program
chairwomen,
FF Determine your photography needs. marketing/PR
chairwoman
FF Do you have a budget for a photographer?
FF Is there a sister who is a professional photographer?

RSVPs Event
chairwoman
FF Create a list of RSVPs/check registration
system for number of RSVPs.
Make a personal connection – consider calling/
emailing sisters you have not yet heard from to
increase your RSVP count. Receiving incorrect
addresses? Identify a way to identify correct
addresses.
FF Check with hotel to see how the room block is

progressing (if you have one).
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Two Months in Advance

RSVPs Event
chairwoman
FF Continue logging RSVPs/checking
registration system for number of RSVPs.
Continue to follow up with sisters via phone and
email to increase your RSVP count. Resend invitations
to new addresses received on returned mail.
FF Send out event reminders on social media and email.

Signage Event
chairwoman,
FF Order signage. program
chairwomen,
marketing/PR
chairwoman
Party Favors (optional) Event
chairwoman,
FF Order party favors. program
chairwomen,
FF Consider providing welcome bags at the hotel with marketing/PR
your room block with local goodies. chairwoman
Decorations Event
chairwoman,
FF Order decorations. program
It’s great to have these in advance so there are not chairwomen,
last-minute trips to the party store. marketing/PR
chairwoman
Meet with Collegiate Chapter Event
chairwoman,
FF Set up a time to meet with the collegiate chapter to AHC/LFAC
engage and excite members about this milestone member,
celebration. collegiate
chapter
FF Have sign-up sheets for volunteering at the event. president
FF If there is a facility, work with the chapter to create
a facility-tour plan, including tour guides. Also
consider contacting university personnel to plan a
campus tour.
FF Create a plan to have the facility cleaned prior to

facility tours.
FF Create a plan to train tour guides at your facility.

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Two Months in Advance Continued
FF Create a food/beverage plan for facility tours.
FF Provide images/video footage that needs to be in

slideshow/multimedia presentation (optional).
• Consider scanning and providing digital copies

if you received hard copies of items to ensure
originals are not lost in transition.
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30 Days in Advance

chairwoman,
FF Contact the caterer and coordinate logistics. program
chairwomen,
• Confirm when final head count on meals is due. venue
chairwoman
• Set the time for when the meal will be served
and provide them with a tentative program
outline.
• Identify a system for food allergies, prominent

attendees, etc. Share this with the venue.
• Review room/table layout.
• Appoint venue chairwoman (or another

volunteer) to be the day of contact to streamline
any communications between catering and the
committee.
Venue Event
chairwoman,
FF Contact venue and secure audio/visual needs. program
chairwomen
FF Provide a detailed day-of plan for all setup, program
schedule and tear down logistics.

Signage Event
chairwoman,
FF Print/pick up printed items/signage for event. program
chairwomen,
FF Identify and order any additional items needed. marketing/PR
chairwoman
Decorations Event
chairwoman,
FF Pick up and identify any additional decorations program
needed. chairwomen,
marketing/PR
FF Order flowers, if necessary. chairwoman
Meet with Collegiate Chapter Event
chairwoman,
FF Follow up with collegiate chapter on the previous collegiate
plans. chapter
president, AHC/
FF Practice house tours with tour guides. Provide them LFAC member
cards with recommended topics for the tour.
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30 Days in Advance Continued
FF Connect with the facility director to ensure tasks are

being completed.
FF Ensure slideshow/multimedia presentation is in

process.
Communication Event
chairwoman,
FF Post a reminder to social media and send an email to marketing/PR
your invite list with a reminder about event details chairwoman
and the last day to RSVP for the event.
Speakers Event
chairwoman,
FF All speeches should be submitted at this time for program
review and edits. Create a plan for a run-through on chairwomen
site with your speakers and special guests.
Ritual Event
chairwoman,
FF Appoint a member to assist with the Anniversary program
Celebration Ritual ceremony and make preparations chairwomen
for the ceremony. (See appendix E.)
Entertainment (optional) Event
chairwoman,
FF Coordinate logistics with entertainers. program
chairwomen
• Confirm participation
• Determine special requests (i.e., songs).
• Inquire about time needed for set-up, sound

needs, etc.
• Create a plan for arrival/unloading/etc.

Photographer Program
chairwomen,
FF Coordinate logistics with photographer. marketing/PR
chairwoman
FF Create a plan for arrival.
FF Provide a list to the photographer of must-have

photos (i.e., speakers, decade photos, etc.).
FF Provide them with a day-of schedule.
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One Week in Advance

chairwoman,
FF Give your meal count/attendee count to your program
caterer. (Timeframe may vary based on plan created chairwomen
with caterer.)
FF Provide any special meal requests/allergies and go

over the plan to execute them properly.
Signage Event
chairwoman,
FF Print/pick up printed items/signage for event. program
chairwomen,
marketing/PR
chairwoman
Communication Event
chairwoman,
FF Post a reminder to social media and send an email to program
your guest list event details chairwomen,
marketing/PR
chairwoman
Facility Tours Event
chairwoman,
FF Ensure all items needed for house tours are in place: collegiate
volunteers, signage, clean facility, food/beverage, chapter
etc. president, AHC/
LFAC member
Vendors Event
chairwoman,
FF Call and/or email all vendors: venue, catering, audio/ program
visual, entertainment, speakers. Ensure everyone chairwomen
knows when to arrive, what their role is, what the
event needs are, etc. Go over all details and unclear
items.
Volunteers Event
chairwoman,
FF Call and/or email all volunteers. Ensure everyone program
knows when to arrive, what their role is, what the chairwomen
event needs are, etc. Go over all details and answer
any event logistic questions that volunteers may
have.
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Two Days To Go!

The following list identifies items that may be needed during the milestone anniversary celebration.
Make sure to gather and pack items a couple of days before to save time the morning of the event!
Make sure any items that are being shipped in for the event arrive well in advance. If anything is wrong
with a shipment, you will need more than two days to reconcile the problem.
Suggested Items to Have on Site

FF Master list of all event committee members, volunteers and vendors with contact information
FF Master attendee list
FF Volunteer schedule and check-in sheet
FF Event schedule timeline
FF Printed materials, such as table numbers, name badges programs, etc.
FF Signs for venue/presentations
FF Event/venue permits, if applicable
FF Decorations
FF Any historical items to be displayed
FF Tables and chairs for registration and meal service
FF Sound system/PA system
FF A/V equipment (if applicable, such as a dongle to connect a laptop to the projector)
FF Party favors, if applicable
FF Hotel welcome bags, if applicable
FF Photography equipment (if you did not hire a professional photographer)
FF Clipboards
FF Music/Playlist
FF Pens/highlighters/sharpies
FF Scissors
FF Tape
FF Calculator
FF Batteries
FF Paper
FF Power cords for computers, if applicable
FF Refreshments
FF Water/Snacks for volunteers
FF Cash boxes and starting cash if collecting money at the event
FF First-aid kit
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***Important*** Read this prior to the big day!

The following day-of timeline can help guide you during the planning process. This should be adjusted to
fit the celebration planned. Ensure volunteers are scheduled and all items are on hand.
Task Person(s) Responsible

FF Arrive at location Meet vendors and volunteers in person on-site to answer
questions and assist.
FF Make sure all event equipment Revisit the suggested items list in the previous section. Ensure all
is on hand items needed are on site/packed to be on site. If a needed item(s)
is missing, assign a designated committee member to get the
item(s). The event chair should not be running errands to prevent
any event delays.
FF Set-up Have a registration table. Make sure that the correct signage is in
place. Assign set-up tasks to your committee to help with smooth
set-up.
FF Registration Table Think of the registration table as the main hub for all information
for the milestone anniversary event. Ensure volunteers are able
to direct attendees to where they need to be – whether it’s their
table at a gala or the time of a facility tour. Extra party favors,
master volunteer list, master attendee list, first aid kit(s), crisis
communication plan, parking information, schedule of events, a
lost and found box, etc. should all be located at the registration
table for easy convenience.
FF Signage, Decorations and During set-up, ensure all signage and decorations are in place
Props prior to attendees arriving.
FF A/V Testing All AV should be set-up and tested prior to the event. This
includes lighting levels, microphones, slideshows, PowerPoints,
etc. Set your playlist to run on a loop.
FF Event Run-Through Meet with your speakers to designate their seating locations
and to have them practice walking to the stage and testing the
microphone. If they will be advancing slides, have them test this,
too.
FF Food and Beverage Set-up A plan through the venue’s approved caterer should have already
been created. Make sure the catering team knows who their
point of contact is for any food/beverage questions.
FF Photographer A plan for when your photographer should arrive and what
pictures are must-haves should already be completed. Consider
having a volunteer/committee person stay with the photographer
throughout the event to ensure the photographer is getting
desirable images.
FF Clean-up Part of the event is a successful clean-up. Create a plan and
ensure you have sisters and volunteers to help!
25
Immediately Following Event

Event Expenses Event
chairwoman,
FF Finalize expenses. Ensure all bills are paid. Treasurer
Stewardship Event
chairwoman
FF Send thank you notes to all who helped make the
event happen.
• Special guests
• All sponsors and donors, if applicable
• Collegiate chapter members (this can be done at

chapter)
• Committee members
• Additional volunteers, facility director and

advisors who helped
• Vendors (key venue staff, entertainment, etc.)

The Crescent Event
chairwoman,
FF Send information and pictures about your event to marketing/PR
The Crescent. (See The Crescent section in Appendix chairwoman
A.)
26
Appendix A
WORKING WITH INTERNATIONAL HEADQUARTERS

Point of Contact
International Headquarters is pleased to provide you with tools and resources to help your chapter plan
a milestone anniversary event. A member of our team will be in contact with the chapter president at
least three years in advance of a milestone chapter anniversary to help the chapter start the process of
planning. Ready to start planning? Email [email protected] to get started!
Event Collateral: Invitations, Programs and More

International Headquarters has created four designs for milestone anniversary event collateral to assist
you in your efforts. These professionally-designed and branded items can be customized for your event
by our graphic designer. Please refer to our Chapter Celebrations page on GammaPhiBeta.org to view
designs and instructions for completing your materials with our team.
We will offer the following materials:

• 5”x7” Invitation
• Electronic Save the Date
• 5”x7” Program
• 5”x7” Menu
• PowerPoint Template
• Social Media Post
• Social Media Cover Photo
• Social Media Profile Image
• Thank You Card
• Name Tags
• Word Document
• 10’x3’ Horizontal Banner
We will provide suggestions for where to print materials, but you may also use local print vendors to
print your final product.
Please note: we will offer up to three proofs to make edits to text. Design and layout changes cannot be
accommodated. Due to the volume of our work, we are unable to offer more than the four design choices
available on the website, and items are only available in the sizes listed above and on the website.
International Gamma Phi Beta Communications

Collegiate chapter anniversaries are important and provide an opportunity for recognition through
international Gamma Phi Beta communication vehicles. Centennial celebrations are recognized
individually in The Crescent. We will make every effort to recognize other milestone anniversaries in the
Sorority Life section of the magazine. In order to be featured, you must submit information about your
event to us. Information shared with The Crescent editor may also be used on social media or other
Gamma Phi Beta communications.
The Crescent
The Crescent wants to include coverage of your chapter’s 100th anniversary, or other milestone event,
so sisters across the continent can help you celebrate. In order to ensure The Crescent editor has enough
information to adequately cover the celebration, please designate a sister to serve as The Crescent
correspondent for the event. This correspondent can be either a collegian or an alumna, but must be
27
Appendix A
willing to complete a brief event summary and collect quality high resolution photos. All content and
photos should be submitted to [email protected].
Event Summary
Please submit a one-page event summary article to The Crescent editor within two weeks of your chapter
anniversary event. This article should include, but should not be limited to:
• Date(s) of the event(s).
• Location of the event(s).
• Type of event(s) (e.g., gala, reception, campus tour, etc.).
• Number of attendees.
• Description of attendees present (e.g., eight members of the 1960 new member class
were delighted to be reunited).
• Description of programming.
• Description of décor.
• Description of any unique or special moments (e.g., The chapter maintains a tradition where
sisters write a statement describing why they love Gamma Phi Beta prior to Initiation. The
chapter then keeps these letters in the chapter files. Alumnae in attendance were surprised
to be handed back their letters after the ceremony, some of which were more than 40 years
old.).
Photographs
• Photographs can be taken either by a professional photographer or by a sister. If you have a
sister in your chapter who is knowledgeable with photography, reach out to her prior to the
event to see if she can serve as the event photographer if a professional is not being hired.
• In order for photographs to be considered for publication, they must be high resolution (1,000
KB/1 MB in file size or larger).
• Please send a variety of photographs including small group shots, large group shots and
candid shots of both collegians and alumnae in addition to shots of the décor. If you are
sending only a handful of photos, please include a caption for each. If you are sending a full
album, The Crescent editor will contact you if captions are needed for specific photos.
• Photos can be attached individually to an email, sent as a .zip file or submitted via an online
file-sharing source such as Dropbox.
• Although chapters celebrating 25-, 50- and 75-year anniversaries will not have a
special feature in The Crescent, event chairwomen should still submit event photos to
[email protected]. These photos may be considered for social media and other
print materials and will be added to the chapter’s historical files. The chapter may also include
a brief event recap for inclusion in the Sorority Life section.
28
Appendix B
SE T TING YOUR BUDGE T

Creating a budget for the collegiate chapter’s milestone anniversary is important. There are many costs
involved when planning a large-scale event and they should be outlined at the beginning stages of your
planning.
Common costs
The following are common costs associated with planning an event. Note that additional costs may occur
that are event-specific. Be sure your event committee creates a list of predicted costs for your event.
• Venue rental
• Food and beverage (including sacks for volunteers)
• Printed materials (menus, programs, invitations, RSVP cards, thank you cards, envelopes,
name badges, menu cards, allergy cards, table numbers, etc.)
• Postage for invitations and other correspondence
• Signage (banners, directional signs within venue, table numbers, photo backdrops, etc.)
• Decorations (room decorations, table centerpieces, flowers, etc.)
• Guest speakers
• Entertainment
• Party favors and welcome bags
• Photographer/videographer
• Thank you gifts/cards for volunteers
• International President transportation/flight, hotel and meals
• Parking for event volunteers
Budget Logistics and Determining Ticket Prices

After the event committee has identified the costs associated with the event, it’s time to determine the
realistic projected number of attendees in order to determine a price to attend the event. The price
should cover the costs to host the event, making it important to identify what that price should be based
off a lower attendance rate.
Don’t forget that businesses involved with the event may require deposits. For example, a venue or
caterer may need a deposit prior to event tickets going on sale. For this reason, during the initial stages
of planning, look at the local AHC, alumnae chapter and collegiate chapter budgets to determine who
can cover these costs until they can be reimbursed after collecting ticket sales.
If you sell enough tickets to cover the event costs and are continuing to sell tickets, the extra monies
collected should go toward sponsoring collegiate members or sisters in need to attend, a gift to the
Gamma Phi Beta Foundation, a scholarship for members of the collegiate chapter, etc.
Example (Note: the numbers presented here only sample numbers and should not be an indication of
how you price your event. Your available event budget, needs and consideration of what is affordable/
reasonable for your attendees should be taken into consideration).
Goal: We want to host a gala with a sit-down dinner in a banquet facility. We’d like to keep ticket
prices under $50.
Outcome: We found a venue and catering company that would be able to meet our needs
for $40/person. We decided to charge $48/person so that the additional $8 could go toward
additional costs, such as printed materials and decorations. 29
Appendix C
QUESTIONS TO ASK WHEN BOOKING A VENUE

Venue and Logistics
• Is the space available on our desired date?
• Can the space accommodate our guest count and desired seating arrangement? Can you
provide a sample diagram?
• Will there be other events at the venue?
• Is the location convenient for guests?
• How many hours do you offer for set-up?
• Do you allow signage/displays? Are there fees for this? Rules?
• Is there an on-site printer? Color printer?
• How many hours do you offer for break down?
• Can we ship to or drop things off at the venue beforehand? Are there fees?
• How many days prior to event can we ship/drop things off?
• Is there an office/storage space available for use during the event?
• What staffing is included in the venue rental?
• What additional staffing do you require during private events?
• What furniture is included in the venue rental?
• Do you have additional furniture on-site available to rent or use (i.e., chairs)?
• Are linens included in the rental fee? What colors do you have, or can we order special colors?
What are the additional costs?
• Are there any decoration restrictions or limitations?
• Are lights on dimmers?
• Does your venue provide in-house A/V equipment, technicians and support, or will this need
to be rented elsewhere?
• What kinds of Internet capabilities does your venue have available for guests?
• Is guest parking available? If so, is it free? Self or valet parking?
• Do you have security on property? Is it included in the rental fee?
• What additional insurance, if any, does your venue require for private events?
• Do you have any construction planned? If yes, what and when?
• Do you have any important policies to know about?
Food and Beverage

• What is the food and beverage minimum?
• What happens if we do not meet our food and beverage minimum?
• Does your venue offer in-house catering?
• Do you have a list of preferred suppliers/vendors?
• Is there a fee for bringing in a vendor not on the list?
• Can we have a food truck on the premises?
• Is there a cake cutting fee?
• How accommodating are you for people with special dietary restrictions? What measures do
we need to take to provide you with dietary requests?
Payment and Event Budget

• What is the cost to rent the venue for our event’s date and time? Is it negotiable?
• Is there a food and beverage minimum?
• Is there a cost difference between peak season and off-season?
• Is there a payment scheduling option available?
30
Appendix C
• What kind of deposits are required?

• Do you take credit cards? Are there additional fees involved to pay with a credit card?
• Are there hidden costs like a service charge, gratuity, cleaning fees or overtime charges?
• What is your policy regarding last minute changes or cancellations due to weather or other
unexpected events?
• Do you include any freebies or services with the venue rental fee?
Hotel-Specific Questions
• With a block of rooms, or food and beverage minimum met, will the meeting space rental fee
be waived?
• Do you have a shuttle service?
• What amenities are available for my guests?
• Are concierge upgrades available? Room upgrades?
31
Appendix D
BOOKING A HOTEL
Things to look for when reviewing a hotel contract for a room block and/or space
• Ensure all contact information, dates and timing are accurate.
• Review the negotiated guest room rates to ensure they are accurate for your requested room
types and corresponding nightly rates. Please note that the rates do not include applicable
taxes and miscellaneous fees.
{HINT} Consider negotiating complimentary suites to be allocated for VIPs (like the
International President) or for use as a hospitality space for your planning committee and
volunteers.
• Review the number of sleeping nights you are committed to, and your agreed upon room
night revenue.
• You should be getting a 20 percent attrition rate. That means if you book less than your
agreed upon room nights or revenue, you have a 20 percent cushion before you will be
penalized for the empty rooms.
• Ensure that there is a clause in the contract that the hotel will resell any unused rooms in
your block and you will be credited if these unused rooms in your block are resold.
• Ensure that the agreed upon room block cutoff is correct. This is usually two to four weeks
prior to your event (with two weeks being ideal).
{HINT} Double check that the hotel has provided you with a booking website or phone
number with your applicable group name or special identification code.
• Make sure that the hotel knows which charges go on the master account and which ones will
be covered by the individual at their own expense.
• Provide the hotel with a basic schedule of events and make sure that this is reflected in the
contract. This should include dates, event start times, event end times, the name of the
function, the room assigned, the setup required and the estimated guest count. Please make
sure you have accounted for adequate setup and teardown in your listed event times.
{HINT} Hotels may include a clause that meeting rooms cannot be guaranteed and are
subject to change. Make sure that you have them add a clause that states that no changes can
be made without discussing with the client.
• Ideally, you should not be paying a room rental fee. This is something that many hotels will
waive with a food and beverage minimum.
• Make sure that the agreed upon food and beverage minimum is accurate. This quoted
amount is usually negotiable if needed. Also, please note that this figure does not include
service charges and taxes. Please take this into account when figuring out your minimum
costs.
{HINT} Ask to review the hotel banquet menus prior to agreeing on a food and beverage
minimum. Make sure that your estimated attendance multiplied by their menu costs (plus
service charge and taxes) is of equal or lesser value than the minimum required.
{HINT} Menu prices are negotiable. Tell them what you want to spend per person and see
if this is feasible before signing a contract. Make sure you are comfortable with the menu
pricing before signing a hotel contract that will hold you accountable to a minimum spend.
• Review and understand the schedule of penalties should you cancel. The percentage owed is
usually dependent on how far out you cancel. This varies from hotel to hotel.
32
Appendix D
• Ensure that the billing procedures and deposit schedule are accurate and that you understand
how they will be processed. Are you paying by credit card? Direct bill? When is the deposit
due? When is the final payment due?
{HINT} Final bills are typically paid 10-14 business days post contract.
• Are shipping policies and pricing listed in the contract? If not, be sure and ask about these
handling/storage costs and see if they can be waived.
• Make sure the contract includes a Relocation/No Walk clause, a Construction/Remodel clause
and Force Majeure clause. These clauses will serve to protect your event and your guests. If
you don’t see them, ask for them to be added.
• Other helpful hints:
• Ask the hotel if they would like to be included on communications with your invitees. This
is helpful to keep them in the loop on when to expect an influx of room reservations.
• Negotiate a discounted rate on your audio-visual equipment if you use the in-house
provider. This is usually anywhere between 10 and 25 percent. You will contract these
needs directly with the supplier. Be up-front with your budget as they are usually willing
to help you out with costs as much as they can.
• If you would like to bring a special cake or desert in from an outside source, please make
sure you receive permission from the hotel.
• Take note of hotel logistics so that you can prepare your guests accordingly and respond
to questions when asked.
• General helpful hotel knowledge: check-in time, departure time, parking fees,
available valet, luggage storage, coffee shop hours, available food/beverage outlets
and their operating hours, airport or area shuttle availability, hotel amenities (e.g.,
pool, etc.), location of restrooms (when onsite), where to access the banquet space,
etc.
33
Appendix E
ANNIVERSARY OF COLLEGIATE OR ALUMNAE

CHAPTER INSTALL ATION SERVICE
The Anniversary of Collegiate or Alumnae Chapter Installation Service was written in 2004 by Elizabeth
Sloan Phillips (Washington University), director of ritual 1997-2008. The service was first seen in the 2004
Ritual Manual and was revised in 2012. Please note that this version differs slightly from the version in
the 2012 Ritual Manual, and includes additional instructions and options for the execution of the service.
This service may be performed if uninitiated new members or guests will be present, or if the service will
be held in a public venue with doors that cannot be closed or locked.
Timing
• This service is designed to celebrate the yearly anniversary of the installation of a collegiate
chapter, or the installation of an alumnae chapter.
Location
• This service may be held in a public venue, with room to accommodate the number of
participants.
Participants
• Mistress of ceremonies*
• Initiated collegiate and alumnae members
• Uninitiated new members and guests may attend
*If planning a chapter anniversary or milestone celebration event, consider asking a visiting International
Council member, volunteer leader, distinguished alumna, etc. to serve as the mistress of ceremonies for
this service. The mistress of ceremonies does not have to be your event emcee.
Attire
• Collegiate and alumnae members wear business casual (dresses, skirts or dress pants – no
jeans, shorts, sweat pants, cut-offs, flip flops, etc.).
• Membership badge, or new member pin, should be worn.
Properties
• Table
• White tablecloth
• Commemorative guest book
• Pen
• One pink carnation (fresh) for each charter member present; vase with four pink carnations if
no charter members are present
• Pre-prepared newspaper quote from the time of the chapter installation, or solicited quotes
from alumnae who may remember the installation of the chapter
• Chairs for attendees
34
Appendix E
Song
• “Fidelity”
O Gamma Phi Beta to thee we would raise,
In true adoration our voices and praise,
To thee in whose circle true friendship we find,
Where love is so constant and hearts are so kind,
Where love is so constant and hearts are so kind.
O Gamma Phi Beta we’ll cherish thee more,

With each day that passes than ever before,
In thy service ever our best efforts lend,
Who art our protector our guide and our friend,
Who art our protector our guide and our friend.
Consider including the words to “Fidelity” on the back of your program, or have copies of the song at
each table (or on chairs) at your event so that all members may sing along.
General Information
1. Refer to the Milestone Anniversary Event Planning Guide for additional details about planning
your celebration.
2. Place the table at one end of the room, and cover with the white tablecloth.
3. Open the commemorative guest book to the appropriate page for signatures, and write the
anniversary date and milestone at the top of the page. When facing the attendees, place the
opened book and pen on the table, at the center of the table and to the right.
4. When facing the attendees, place the pink carnations at the center of the table and to the left.
5. Position the mistress of ceremonies behind the table and facing the attendees.
6. Chairs for attendees (position as the room allows, or remain at banquet tables if the
ceremony is part of a meal or other anniversary programming).
Mistress of ceremonies
Commemorative Pink carnations

guest book
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Seating for attendees
35
Appendix E
Service
Mistress of “The Four Founders banded themselves together that, through mutual help, they
ceremonies: might cherish the ideals of culture, moral
strength, and true womanhood. All unconscious of the future of their

organization, these women laid a sure and a permanent foundation. Their
principles and their purposes were so well defined and so enduring that
they made it possible for Gamma Phi Beta to grow into an international
Sorority with a chain of chapters from the Atlantic to the Pacific.*”
*The Crescent, June 1908
While some things have changed over the years, their spirit and enthusiasm for
Gamma Phi Beta’s ideals and values lives on and is fulfilled by our membership.
In (month, year), the following women (list names of chapter charter members)
became charter members of ________________ Chapter of Gamma Phi Beta at
(school/location of alumnae chapter). As I read your name, please come forward
and accept a pink carnation.**
Present each chapter charter member in attendance with a pink carnation.
**If no chapter charter members are present, you may place four carnations in a vase on the table
and replace the last sentence above with, We honor these members with pink carnations, the
official flower of Gamma Phi Beta.
Mistress of Today, we celebrate the anniversary of the day that those (number of chapter
ceremonies: charter members) women were gathered together to receive their charter and to be
installed as ________________ Chapter of Gamma Phi Beta Sorority.
In January 1875, the news of Gamma Phi Beta became public with this
announcement in the Syracuse University student newspaper: “A new ladies’ society
made its appearance at the close of last term, and is to be known as Gamma Phi
Beta. This name was suggested by Chancellor Haven.”
“The badge is a monogram with these three letters in gold with a dark enameled
crescent…it is one of the most tasty badges we (cont’d) have seen… We are informed
that the ladies of this society will hold their sessions in the afternoon rather than in
the evening, thereby avoiding the necessity of being on the street at a late hour. The
ladies have started on the right principle, are select in the choice of members, and
we see no reason why a prosperous future is not in store for Gamma Phi Beta.”
The following are quotes from (the school newspaper, local alumnae, etc.) to
provide you with historical perspective of the time.
Read aloud pre-prepared newspaper quote(s) from the time of the chapter installation, or solicited
quotes from alumnae who may remember the installation of the chapter.
36
Appendix E
Mistress of In the ________________ years that have passed since the installation of
ceremonies: ________________ Chapter, we have been joined by many more sisters, both new
collegians and new alumnae to the area. Would each of the attendees please now
come forward and sign our commemorative book, starting with any charter sisters
in attendance today?
All One at a time, walk to the table at the front of the room and sign their name in
attendees: the commemorative guest book. If there are a large number of chapter members
in attendance, the following options are suggested to accelerate this portion of the
service and provide an enhanced experience for your guests.
1. Have individual pages available for each decade of the chapter’s history and
provide instructions for members to line up by the decade in which they were
initiated and sign the page of their decade so that multiple members may sign at
once.
2. Bring the current chapter president and a charter member (or other distinguished
chapter alumna member in attendance) forward to sign the book to
commemorate the moment in the service. Adjust the last sentence spoken above
(“Would each of the attendees please now…”) to call the two signers forward, and
then instruct the other members in attendance to come forward at the end of the
service to sign the guestbook.
Mistress of As ________________ Chapter celebrates its rich history on the ceremonies:
ceremonies: (college or university) campus, Gamma Phi Beta looks forward to continuing our
positive contributions to campus life and our community. In closing, Gamma Phi
Beta members please stand, and we will join in singing one of our most revered
songs, “Fidelity.”
All Gamma Sing “Fidelity.”
Phi Beta
members:
Mistress of Thank you for joining our celebration!
ceremonies:
37
Appendix F
AC TIVITIES TO ENHANCE MILESTONE

ANNIVERSARY CELEBRATIONS
When hosting a milestone anniversary celebration, consider creating ways for sisters to connect. By
doing so, it can enhance the event experience and love for our Sorority.
Door Messages
Hosting a facility tour as part of the milestone celebration? Consider this fun activity!
Cover the facility doors with paper so sisters throughout the decades can write messages on them.
• Residential/room doors: How fun will it be for alumnae to connect with collegians who now
live in their room?
• Common area doors: Sisters can share memories from what television shows they watched
to preparing for recruitments and events.
This simple project gives the opportunity for many memories to be shared between sisters from across
the years.
Decade Tables
Whether the event is a reception or a gala, decades tables are a great way to create conversations
between sisters. To execute this idea, simply have one table for each decade. On each table, have
historical items, apparel and photographs from the respective decade. Consider having a guest book or
message board for each table, so sisters can see who else is in attendance from their collegiate years.
The outcome will result in sisters seeing unique items and photos from each decade of their chapter’s
existence. Beyond being a great conversation piece, decade tables provide the perfect photograph
opportunities.
Gamma Phi Beta Songs

A small activity, such as singing Gamma Phi Beta songs, is great way to connect collegians with alumnae.
Consider pairing different decades together to sing songs during your event’s program.
Position Roll Call

Discover who has held what positions by doing a position roll call. This activity is fun and simple. Simply
announce the position (i.e., chapter president, social chairwoman, historian, etc.), and have sisters stand
if they held the position.
This activity can also be done with legacies in attendance, as well as Big Sister/Little Sister pairs who are
in attendance.
Tell us more!
Have a unique activity planned for a milestone anniversary celebration and want to share? Contact us at
[email protected].
38

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FREQUENTLY ASKED QUESTIONS (FAQS)

What is the purpose of a milestone celebration?

Does a collegiate chapter need to host an anniversary party on an annual basis?

How do I find out the collegiate chapter’s installation date?

*The information on GammaPhiBetaHistory.org is updated based on the information International

Who is responsible for hosting a milestone anniversary?

How many members should be on the event committee?

What happens to the committee during officer transitions?

What if there is not a local alumnae chapter in my area?

Who else should be invited?

How is a budget created?

How far in advance should we start planning?

PL ANNING YOUR CHAPTER’S MILESTONE

Event Planning Tasks

EVENT PL ANNING CHECKLISTS

One to Two Years in Advance

Task Person(s) Due Date Date

FF Treasurer: Creates and determines budget, handles

FF Program Chairwomen (2+ sisters): Coordinate

FF Decorations Chairwomen (2+ sisters): Coordinates

FF Venue Chairwoman: If the event chairwoman is not

FF Music/Song Chairwoman: Coordinates all music and

FF Marketing/PR Chairwoman: Coordinates ways to

FF Facility Tour Chairwomen (Optional; collegian and/

One to Two Years in Advance Continued

FF Technology Chairwoman (collegian): Coordinates

FF Volunteer Coordinator: Manages all volunteer

FF Announce committee members at the next chapter

FF Create a calendar that shows the dates, times

FF Email reminders before each meeting.

FF Designate a minute taker responsible for distributing

FF Determine what ticket prices need to be to keep on

One to Two Years in Advance Continued

Determine Event Type Event committee

FF Will your celebration be multi-day?

FF What will it include?

FF Will you need to secure a local hotel block for your

• Consider hosting the event on your campus.

• Look into venues that are near campus so

FF Create one event on social media that alumnae

One to Two Years in Advance Continued

*Keep the information minimal – date/venue/reason.

** A social media event should not be used as a formal

One Year in Advance

Task Person(s) Due Date Date

FF Reach out to area alumnae to update their addresses

FF Music performance or other entertainment

FF Remarks from the current collegiate chapter

FF Remarks from one or more chapter alumnae

FF Video, slideshow or multimedia presentation

FF Milestone anniversary gift presentation

FF Meal or hors d’oeuvres

FF Consider ways to include current collegiate members

FF Does the venue have any policies in place that

FF What items or people are needed to implement your

FF What kind of audio visual equipment will need to be