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CHS President's Handbook 2013

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Issue link: http://pubs.sha.cornell.edu/i/230850

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Cornell Hotel Society-Chapter President's Handbook • RSVP Date – Your venue will likely require the final count for your group by a specific date. You should give your alumni base an RSVP date a few days prior to this date to allow for last minute changes and to confirm any details with your final count. Requiring payment upfront will help decrease no-show guests and will cover your expenses if the venue will charge based on your confirmed guest count, regardless of the number of guests who actually attend. • Guest Arrangements - If you have a special guest speaker coming for the event, arrange for a room, meals, and travel. See the section on managing visitors and guest speakers. Once the event details are confirmed, submit events to the Office of Alumni Affairs in Ithaca (http://www.hotelschool.cornell.edu/alumni/connect/events/) as early as feasibly possible. This will add the event to your website inform The School so a link can be placed and help ensure broader publicity. Also, post upcoming events on any social media outlets you use. Arrange for a Save The Date to be sent to the alumni in the area and to the Office of Alumni Affairs. If you are organized in advance, it's best to send one quarterly email listing multiple upcoming events. Even if all the details aren't ironed out, it's okay to include event listings on a Save The Date message to get it in the minds of your alumni base. The Alumni Affairs Office can assist with sending a mass email and placing the event in the School's monthly newsletter. You may want to prepare a similar Save The Date flyer to distribute at events. (Click for example ) Four Weeks Ahead • Create and send invitations (click for example) Plan to send an invitation up to 4 weeks ahead with reminders every other week or so up until the registration deadline. Many will not register for events until the last minute but if they receive invitations early, guests can plan for the event and keep the date open. • Consider inviting outside groups such as other nearby CHS Chapters, your local Cornell Club, or industry associations in the area, as appropriate. One to Two Weeks Ahead • Finalize the guest list as you near the event date. This may mean clarifying names for "plus ones" or graduation years. The Office of Alumni Affairs can help with details on alumni who have served the School, such as former CHS Presidents or committee members. • Create and print any materials needed for the event such as a program, speaker bios, sponsorship brochure, signs, menu, alma mater lyrics, auction signage and catalog, Save The Date flyer, and name tags. The name tags typically can't be Page | 45

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