Event Resources

Here are resources to help you host the perfect in-person and virtual events.

Plan an Event

Hosting and attending alumni events is one of the best ways to stay connected with the Dartmouth community. We’re here to ensure that your event is a resounding success!

Hosting an Event

Ask yourself questions such as:

  • What is the purpose or goal of this event?
  • Who is the target audience?
  • How many attendees do you expect?
  • Will my event be hosted in-person or virtually (webinar, meeting, live stream, etc.)?
  • How long should the event last?

Tips:

  • Keep virtual events to no more than two hours. If more time is needed, consider hosting the event over multiple days.
  • Consider a variety of ways to engage attendees. Encourage audience participation through interaction such as a chat, poll, Q&A, Zoom hand raise, screen sharing, etc.
  • Consider designing your event around virtual content that already exists.

Does your event conflict with a major university or Alumni Relations event already scheduled? Ensure the best turnout for your event by avoiding major programming days or times held for major events.

When planning a virtual brown bag event at noon, consider whether most of your likely participants are on the East Coast. If they aren’t, consider changing the time or format.

Consider the variety of roles that classmates can fill to assist in making the event successful.

Event Organizer: This person manages event details, including the venue, catering, outreach to possible event hosts, moderators, and speakers, etc.

Event Host: This is the person (or persons) who have attached their name to the event. These people may be the event organizers, the person introducing the event, or a “big name” who would draw people to the event.

Moderator: For events with speakers, the moderator assists with maintaining the flow of the event, manage the timing, and ensures the conversation continues smoothly when multiple speakers are involved.

Speakers and Panelists: When reaching out to speakers or panelists, ensure they are aware of your theme and what ties their perspectives to the overarching theme.

Greeters: Ask classmates to greet attendees as they arrive. This may include staffing a sign-in table, helping early arrivals feel welcome and comfortable, and providing direction regarding locations of restrooms, event sessions, etc.

Marketers: Ask for help spreading the word about your event. Beyond sharing the details on official class platforms (social media, newsletter, email, website, etc.), ask a few classmates to help push the event out to their friend groups.

Scribe: Think about how this event will be leveraged in the future. By assigning a scribe to take notes and photos during the event, the event can easily be reported on in upcoming newsletters, social media posts, and on your website.

Tips

  • Technology Support: Two classmates focused on technology support are recommended to ensure that the technological aspects of the meeting run smoothly. These classmates should be familiar with the platform and be able to troubleshoot basic issues during the event.
  • Breakout Room Moderators: If Zoom breakout rooms are being used to facilitate small group conversations, breakout room moderators should be determined in advance of the event.

Is your event in-person or virtual?

If the event is in-person, will you require microphones, projectors and screens, or other equipment? Venues may be limited, so it is important to confirm that your technology needs can be met before booking and advertising a venue.

If the event is hosted virtually, decide on which platform will work best for the particular program. Options include Zoom, a live streaming platform, using a pre-recorded session with a live chat component, etc.

Tips

  • Do I need Zoom Pro functionality or will Zoom Basic suffice? If Zoom Pro is needed, contact your class president, vice president, or mini-reunion chair to ask them to set up your session using their Dartmouth Zoom Pro accounts. Basic accounts allow you to host an unlimited number of meetings with up to 100 participants for up to 40 minutes. Pro accounts allow you to host an unlimited number of meetings with up to 300 participants for up to 24 hours. Additional features include cloud recording, user management, and admin feature controls.
  • Does this event require small group discussion?
  • Do I need to be able to share a recording of this event in the future?
  • Are my classmates comfortable using the platform I’m considering?
  • Is there a classmate who can assist with troubleshooting issues that arise before and during the event?
  • Passwords are now required for all Zoom meetings.
  • Set to require registration if needed.
  • Set to automatically record if you'd like to share in the future.
  • Set to mute participants upon entry if you're hosting a speaker.
  • When hosting an event on Zoom, ensure event protection by adjusting the settings to meet your needs. Understanding Zoom meeting settings will lead to a smooth-operating event.

Determine whether your event requires registration. Event registration pages can be requested by submitting a request to the Alumni Help Desk. This request should be submitted at least a week before you anticipate registration opening. These forms can be used for both in-person and virtual events.

Tips 

  • To prevent unknown entities from accessing your virtual event, do not share the link to the event publicly. Consider emailing the link to registered classmates, posting to a private social media account, or sending the link in a newsletter instead.
  • As your event nears, send occasional reminder emails. If screen sharing or the chat will be utilized during your virtual event, use this as an opportunity to encourage classmates to join the event from a computer instead of by phone.

Marketing may be the most important step when planning an event. Be sure to get word out about your event well in advance to ensure the date and time can be held on calendars.

Utilize all channels available to your class: newsletter, social media, website, Dartmouth Alumni Magazine column, word of mouth, etc.

And don’t forget to post your event to the Alumni Relations events calendar!

When inviting panelists and speakers to participate, obtain permission to use images for promotional purposes and video to share with those who could not attend after the event.

If applicable, gather and organize content for a presentation. Consider playing an introductory slide show (perhaps with upbeat music playing) as people arrive. This can include brief speaker bios, a welcome message, instructions if the event is interactive, an agenda, photos from recent events or your yearbook, and other materials.

Share materials ahead of time with speakers, including the agenda, any points you hope they will touch one, overall goals for the event, and arrival time.

Schedule a practice session with speakers to ensure they’re comfortable with the technology, timing, and audio visual equipment.

Tips
In addition to the speakers walk through, schedule 30 minutes with your virtual event team to review the technology, roles, tasks for each person, and answer any questions.

Ask key players—speakers, moderator, etc.—to arrive 45 minutes prior to an in-person event. Take time to walk through the event to ensure everyone knows where they should be and when. Conduct a sound check as needed.

If a check-in table is used, ensure it is set up and ready to welcome classmates 30 minutes prior to the start of your event.

Tips
If using Zoom, ask classmates overseeing the technology to sign in 30 minutes in advance to confirm meeting settings, controls, and the video/audio connection.

Speakers, panelists, and event hosts should connect at least 20 minutes prior to the start of the event to test their connection, ensure they’ve been un-muted and are visible if needed, find the best lighting, review the agenda, and ask any last-minute questions.

After the event, be sure to follow up to thank your classmates for attending the event. If the event was recorded, and permission has been obtained, share the recording with classmates. If notes or photos were taken, share these with the newsletter editor, digital content manager, and secretary.

Consider surveying classmates to get feedback regarding your event and suggestions for future events.

Event Registration Forms

Encompass (formerly iModules) Registration Forms

Event registration forms can be created in Encompass to help classes share event details, track event attendance, and collect registration fees. Learn more about the event registration tool.

Encompass registration forms may be utilized for both in-person and virtual events.

Reunions party on the green.

Reunions

Dartmouth alumni and their families are invited to return to Hanover to reconnect with classmates, friends, and faculty during Reunions!

Check out upcoming reunion schedules for the most up-to-date information.

Mini-Reunions 101

Mini-reunions are integral to providing Dartmouth alumni with opportunities for classmates and friends to gather, reflect, and generate enthusiasm. The mini-reunion chairs and committee members are selected by their classmates and generously volunteer their time building and maintaining the bond between their classmates and the College as the primary event planners for each class.
 

What is a Mini-Reunion?

A mini-reunion is a non-reunion gathering of classmates that has been widely publicized in advance of the event, requires some effort to organize, and is hosted with the purpose of reuniting classmates.
 

Role of the Mini-Reunion Chair

  • Foster connections between classmates ’round the girdled Earth
  • Plan and organize all non-reunion activities for the class
  • Engage classmates as members of your mini-reunion committee (e.g. city captains) to help coordinate events in regions with large numbers of classmates
     

Mini-Reunion Requirements

  • All mini-reunions must be open to all members of the class and not an exclusive subset of the class
  • Mini-reunions should be widely publicized and may include targeted marketing to classmates in a specified region
  • Events occurring over multiple days (such as a destination mini reunion) or a recurring series (such as monthly luncheons) shall be considered a single event
  • If an event takes place in multiple locations (such as class birthdays), each location shall be considered an individual mini-reunion event
  • Mini-reunions may be held virtually
  • Classes are expected to plan a minimum of three (3) mini-reunions per year
     

Reporting

Chairs should track the date, location, number of classmates in attendance, and total number of people attending (including guests) for each mini-reunion. This information, along with a brief description of each event, should be reported to the class executive and will be necessary for completion of the year-end Class Activities Report.

Sample Tracking Documents

Communication

A cornerstone to any great event is its publicity. The list below reflects some of the ways classes have advertised mini-reunions. Other methods may be employed and not every method is appropriate for every class or event.

  • College Resources
    • Alumni Events Calendar Posting - Every mini-reunion should be sent to Alumni Relations to be posted on the Alumni Events Calendar
    • Dartmouth Alumni Magazine - Mention your mini-reunions in your class news section
    • Event Registration - Track registrations via iModules. Email the event information to Alumni Relations to handle the rest!
  • Class Resources
    • Class Newsletter - Dedicate a column to upcoming mini-reunions in each class newsletter
    • Class Website - Keep your class website up to date by posting upcoming mini-reunions
    • Postcards - Send a postcard to all classmates or classmates in a specific geographic region
    • Email - Utilize your iModules email capabilities to share opportunities for classmates to connect
    • Class Facebook Page - Post event details to the Facebook page or create a Facebook event

Mini Reunions: Frequently Asked Questions

A standard rule of thumb is to expect between 10% and 40% of those invited to attend.

Many classes hosting large-scale events such as destination mini-reunions, multi-day gatherings, and multi-class events form an event-specific committee to assist with the planning. The committee may include an overall event chair (usually the mini-reunion committee member in that region) and additional classmates to coordinate food, lodging, activities, marketing, entertainment, etc. 

To request on-campus space for your events, please contact Conferences & Events (603-646-2259). Be prepared to share the following when making your request:

  • Type of Event
  • Preferred Date and Time
  • Expected Attendance
  • AV or Technical Support Needed
  • Room Set-Up Preferences
  • Handicap Accessibility as Needed
  • Parking Requests (Incurs a Fee)

Any event held on campus must abide by Dartmouth alcohol policies, Hanover town ordinances, and New Hampshire state liquor laws. Please refer to Dartmouth's Guidelines for Events Involving Alcohol document when planning an event on campus.

Furthermore, no person—whether student, alumna/us, graduate student, etc.—is permitted to possess, serve, or consume hard alcohol on the grounds of undergraduate residence halls, fraternities and sorority housing, undergraduate and senior societies, affinity houses, Collis Center, Tom Dent Cabin, Robinson Hall, and Class of 1953 Commons, including Sarner Underground.

Yes, and it is important to note that approved caterers must be used for all on-campus events.

Yes, to review the policies that apply to Dartmouth alumni classes, view the resources below. 

If you wish to invite a member of the Dartmouth faculty, Board of Trustees, senior administration, or Athletics to speak at an event, please submit the Dartmouth Speaker Request Form. The Alumni Continuing Education Office will respond promptly to all speaker requests.

Event Ideas

Interested in providing fun and unique events throughout the year? The possibilities are endless! Take a moment to review a list of event ideas below.

The Young Alumni Chair assists in engaging graduates of the last decade. There are many ways to capture the attention of this population. Check out a few ideas below for your next event, and be sure to let the Volunteer Engagement team know what was worked for your community. Let's keep the list growing!

College Sponsored Events

Alumni Relations has a rich and vibrant portfolio of flagship events built specifically to engage Dartmouth alumni with the College and with one another. Consider a pre- or post-event gatherings.

  • Host a Big Green Affair event in your city.
  • Meet the newest group of admitted students while catching up with old friends!
  • Attend a Dartmouth game or gather around a TV for a viewing party
  • Participate in Homecoming! It’s a great time to get a group together to visit your Alma Mater, meet and make new friends by reliving the life of a college student by participating in the many planned activities throughout the weekend. Can't make it to Hanover? Gather young alumni in your region for a viewing party, bonfire, etc.!
     

Volunteering

Connect while giving back to your community! Do you know someone in the region who is the director of a non-profit, sits on the board for a charity, or works at a local school? Sounds like a young alumni event just waiting to happen!

  • Connect with your local volunteer agency to select a service project for Dartmouth’s Alumni Season of Service, #GivingTuesday, Random Acts of Kindness Week, Martin Luther King, Jr. Day of Service, or Make a Difference Day.
  • Encourage young alumni to participate in the Admissions Ambassador Program, to meet potential applicants at college fairs, to interviewing applicants, or attending admitted student events.
  • Collaborate and challenge the alumni group of one of your Ivy League rivals (Example: a Habitat for Humanity build, measuring both schools on the number of volunteers they mobilize to build and the donations they can raise).
     

Networking and Career Development

Looking for the opportunity to network or explore new career options? These events provide alumni with opportunities to sharpen critical career-related skills, explore various industries, learn about trending career topics, and network with fellow Dartmouth graduates.

  • Invite a professional to speak on personal development topics: stress management, time management, career management, emotional awareness, etc.
  • Organize a speed networking event (think speed dating) that provides brief opportunities for recent graduates to network with alumni 5-10 years out of school.  
  • Plan an alumni panel on topics of interest to young alumni, including buying a first home, financial planning or work/life balance.  
  • Develop an alumni series, where members of the chapter share knowledge and expertise in their field that are relevant to the group: personal finance, marketing tools, technology tips, etc. 
     

Social  

From first-year trips and biking across campus to time spent at the skiway and kayaking, Dartmouth alumni are known for their active lifestyles. Whether you go low-key or upscale, everyone also loves events that are centered around food and friendships. Relive your college days by organizing a fun and festive event for young alumni.

  • Celebrate Dartmouth's birthday on December 13th.
  • Register a co-ed bowling, softball, kickball, flag football, or volleyball league with your local recreation sports league.  
  • Explore your local area and organize hiking, kayaking or other "field trips" that can be done with minimal expense.  
  • Celebrate the changing seasons with events that showcase the best of each season in various regions.
    • Fall - hikes, festivals, apple picking, etc.
    • Winter - snowshoeing, skiing, build your own snow sculpture, cocoa and conversation, etc.
    • Spring - spring picnic, pottery painting, clean up a local park, rejuvenate the flowerbeds at a non-profit near you.
    • Summer - beach trips, bike rides, outdoor festivals, fireworks viewing, etc.
       

Family-friendly

Consider offering a fun day out! Explore a local attraction on your own or with friends and family then gather for lunch or dinner. Local theater, concerts, museums and festivals are often overlooked. Take advantage of the arts and culture scene in your area to help plan an exciting and unique gathering.

  • Picnic or cook out at a local park or community space that includes activities for children and adults.
  • Plan and organize a cultural event together such as special art exhibits, museums, shows, zoo, etc. 

Virtual events are a wonderful way to engage classmates regardless of location or ability to gather in person.

  • Develop an event around existing virtual content.
     
  • Virtual Book Club: Select a best seller or a book authored by a classmate and host an online meeting to discuss.
     
  • Netflix Party: Host a virtual movie night for your classmates with Netflix Party, a new way to watch Netflix with friends online. It allows you to synchronize video playback and has a group chat feature so your guests can connect with one another while enjoying a movie or TV show.
     
  • Class Playlist: Ask classmates to submit songs that remind them of their time at Dartmouth. Consider a collaborative playlist on Spotify.
     
  • Virtual Happy Hours
     
  • Virtual Dance Party: Encourage classmates to submit songs to be added to a Spotify playlist. Encourage classmates to wear their favorite Dartmouth gear, choose a Dartmouth Zoom background, and get ready to move! The event host can share their sound through Zoom so everyone hears the same songs at the same time.
     
  • Social Media Themes: Encourage classmates to submit photos for inclusion in a theme week post on your social media sites. For example, a Dartmouth Outdoors theme could solicit photos of classmates biking, hiking, swimming, kayaking, etc. while Everyday Dartmouth might garner photos of classmates working remotely, teaching their children, wearing masks to the grocery store, etc.
     
  • Classmate Features: Give shout-outs to classmates who are helping others.

From First-Year Trips and biking across campus to time spent at the Skiway and kayaking, Dartmouth alumni are known for their active lifestyles. Relive your college days by organizing a fun and active event for your classmates.

  • Bike Trips
  • Golfing
  • Hiking
  • Kayaking or Canoeing
  • Rock Climbing
  • Runs - Fun runs, 5k, 10k, half marathons, and marathons
  • Sailing
  • Skiing
  • Whitewater Rafting

Local theater, concerts, museums and festivals are often overlooked. Take advantage of the arts and culture scene in your area to help plan an exciting and unique mini-reunion.

  • Art Festivals or Craft Fairs
  • Band Concerts
  • Book or Poetry Readings
  • Comedy Clubs
  • Music Festivals
  • Symphony Performances
  • Theater Performances
  • Tours of Museums, Gardens, or Local Architecture

Alumni Relations has a rich and vibrate portfolio of events built specifically to engage Dartmouth alumni with the university and with one another. Consider a pre- or post-event reception or dinner mini-reunion with your classmates.

  • Dartmouth on Location
  • Alumni Travel: Work with Alumni Relations to plan a trip for your classmates.
  • Admitted Student Events: Meet the newest group of admitted students while catching up with old friends!
  • Volunteer Officers eXperience (VOX): Arrange a gathering for your Upper Valley classmates while you're in Hanover!
  • Dartmouth Athletics: Attend a game or gather around a TV for a viewing party.
  • Homecoming
  • President and Provost Regional Events  

Reunite while giving back to your community! Is a classmate the director of a non-profit, sit on the board for a charity, or work at a local school? Sounds like a mini-reunion waiting to happen!

  • Alumni Day of Service: Consider coordinating community service projects ’round the girdled Earth to support your community and your alma mater.
  • Class Specific Volunteering
  • Soup Kitchen
  • Homeless Shelter
  • Community Cleanup
  • Mentoring at a Local School
  • Reading in Local Schools
  • Walk-a-Thons
  • Local Volunteer Opportunities
  • United Way Day of Caring
  • Martin Luther King Day of Service
  • Habitat for Humanity Build

Whether you go low-key or upscale, everyone loves events that are centered around food and friendships. 

  • Barbecues  
  • Birthday Parties
  • Culinary or Wine Dinner Events: Often hosted by restaurants or culinary institutes
  • Food Festivals
  • Picnics
  • Winery & Brewery Tours

Consider offering a fun day out! Explore a local attraction on your own or with friends and family then gather with classmates for lunch or dinner. 

  • Aquarium
  • Beach or Pool Parties
  • Planetarium
  • Sporting Events: Host a tailgate or post-game reception
  • Zoo

Consider getting your classmates together for a fun and creative themed event or activity.

  • Birthday Party: Celebrate milestone birthdays together (you're all turning 25, 40, 50, 75, etc.)
     
  • Decade Party: Miss sock hops and milk shakes? Want to wear neon again? Looking for a way to bring that Saved by the Bell look back?
     
  • Day Of the Year: Celebrate the year your class graduated
    • Class of ’60 could celebrate the 60th Day of the Year
    • Class of ’11 could celebrate 11/11
       
  • Seasonal Celebrations: Celebrate the changing seasons with events that showcase the best of each season in various regions.
    • Fall: hikes, festivals, apple picking, etc.
    • Winter: snowshoeing, skiing, build your own snow sculpture, cocoa and conversation, etc.
    • Spring: spring picnic, pottery painting, clean up a local park, rejuvenate the flowerbeds at a non-profit near you.