Bates and Beyond: Host an Alumni Event
As a member of a global network of over 20,000 Bates alumni, you’re part of something special. Bates and Beyond is here to help you strengthen your connection to the Bates community—no matter where you are. Our mission is to empower alumni like you to create and host meaningful events that bring Batesies together, beyond campus and across the globe.
It all starts with you. Let’s make it happen!
Everything you need for an unforgettable experience
An Alumni Engagement team member will guide you through all of the steps and support your event from start to finish. Submit the form below today to host an event in your local area.
The possibilities are endless
- Take a tour through an art museum or gallery
- Gather for a social event at a local restaurant, bar, or open space
- Coordinate a business networking activity or a roundtable discussion
- Get active outdoors – hike, bike, canoe, or kayak
- Volunteer together at a local shelter or food kitchen
- Attend interactive events, cooking classes, or a paint night
- Countless other ideas
Timeline
- 6-12 weeks prior to event date
- Speak with an Alumni Engagement staff member and regional volunteers to discuss event
- Determine invitation list, with guidance from the Alumni Engagement (i.e. geographic range, targeted audience)
- Determine date and time for event and check with the Alumni Engagement staff to make sure no other events are planned for your area on that same date.
- Select and reserve space/venue, considering accessibility
- Determine event cost and funding (e.g. hosted event at a home, per person fee at a venue, etc?)
- 4-6 weeks prior to event date
- Alumni Engagement will send an electronic invitation to guest list
- Host and volunteers start conducting outreach to friends, social circles, and colleagues to encourage attendance
- 2 weeks prior to event date
- Alumni Engagement will send a second electronic reminder
- Host to receive updated RSVP list from Alumni Engagement
- Week of Event
- Final RSVP list from Alumni Engagement
- Package of event materials to be sent to host
- At the event
- Arrive early to check on all arrangements and hang the Bates banner, if applicable
- Welcome guests and encourage introductions
- Distribute nametags and swag to guests as they arrive
- Take a group photo as well as some candid photos
- Remember, enjoy the event!
- Set aside unclaimed nametags to help confirm attendees
- Post-event
- Update Alumni Engagement staff with feedback and attendee list
- Alumni Engagement may send a survey to gain feedback from guests
Helpful tips
We strive for all Bates events, including Bates and Beyond programs, to represent our Bates community and the College’s mission so that all events are welcoming and accessible to all.
We will create and manage the website, reservations, invitations, and send a package ahead of your event with some great Bates swag.
Accessibility: When considering your event venue, we ask that you keep accessibility in mind. Ideally, this space will be accessible to all and the event space, restrooms, parking, etc. will not prevent anyone from attending.
Policies and Procedures: Volunteers should be knowledgeable about and act according to Bates’s policies and procedures. This includes, but is not limited to, a commitment to valuing diversity, equity, and inclusion and abiding by Bates’s Equal Opportunity, Non-Discrimination, and Anti-Harassment Policy.
Confidentiality: We are committed to maintaining your privacy, as well as the privacy of your peers. Because of this, with the exception of names and class years of registrants, we will never share your personal information, or that of other alumni, with anyone. All invitations, registrations, and personal data will be managed by Bates College Alumni Engagement Staff.
Responsibilities: When planning the event, it will be your responsibility to find a venue and to effectively communicate with your dedicated Bates College Alumni Engagement staff member. We also require that you, the host, keep track of the guests who attend, and those who don’t. You will be provided all of the resources to do so; all that we ask is that you return the checklist and banner back to us after the event so we are aware of who attended and who did not.
Cost: The cost for each event will be evaluated during the planning phase. We will do what we can to subsidize the expenses and to reduce barriers to entry wherever possible; some events may require additional contributions from the attendees which will be managed by Bates College.