Memo Itinerary and Meeting Agenda Worksheet

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ITINERARY AND AGENDA ASSIGNMENT[1]

Homecoming is a big deal at most college campuses, and UMPI is no different. Every fall, UMPI hosts its Homecoming, a time when alums from across the street or across the world return to share news and memories and renew contact with their beloved alma mater. There are special events sprinkled throughout the week, culminating with a rich array Friday through Sunday. There’s no time limit on being an alum and returning for Homecoming: you can be an alum of a few months or many decades—all are welcome. There is usually special recognition for alums who are marking graduation milestones: 10 years, 25 years, 50 years. So that needs to be incorporated into plans.

You’ve been put in charge of planning the itinerary (think schedule). Part of that will be an alumni business meeting. That meeting will include all alumni, but will have a special section for the significant anniversary groups. During a typical meeting, people review the minutes from the last meeting, approve them, approve the current agenda (with or without corrections for either). They often begin with announcements. They hear reports from committees (think about the types of committees). They discuss old business items and then new business. They might discuss support for scholarships, give input into programming to help students from afar feel comfortable (such as the host family program), etc. (This just gives you some starting ideas.)

Using our samples and the Internet for ideas, draw up an itinerary and a meeting agenda. PLEASE NOTE THAT THESE ARE TWO DIFFERENT THINGS (although for us they’re certainly related). Be as creative as you would like–but also be realistic. The fact that people have been out of college for 25 or 50 years doesn’t mean that they’re dead. If they didn’t have more than a mere pulse, they wouldn’t be coming to Homecoming. They’re going to want to socialize and catch up with old friends. So don’t plan on their going to bed at 7 p.m. or only playing a lot of Bingo. It’s a good idea to give people more than one option from which to choose. So, for example, you could have more active and less active choices.

Having an itinerary for an event can really help it stay on track. People like to know what to expect and what their options are. You’ll want to cover everything from transportation (who will meet and transport those who come by bus or plane?), to lodging, meals, activities. Some of the attendees will not have been back to campus in decades. So you’ll want to give them time to explore the campus to see what’s old and what’s new, as well as ample time to renew old acquaintances and make new ones.

Break things down day by day and hour by hour. BE DETAILED.

• Homecoming usually takes place on a weekend at the end of September or the beginning of October.
• Plan for four days: Thursday-Sunday.
• Don’t have too much on Thursday—perhaps something for the evening.
• Many will arrive on Thursday.
• You may want to end events on Sunday in early afternoon to allow for travel.
• People will be coming from some distance, possibly. They may take mass transport. For Presque Isle, that would be bus or plane. Check out the arrival and departure times for the bus and planes. Plan on shuttles to pick people up and take them back to the terminals.
• Plan the hotels where people will stay.
• Provide shuttle service from the hotels to campus and back. You can do this either in blocks of time in the morning and evening or have the shuttles run regularly throughout the days and evenings.
• Be sure to provide for every meal.
• Give detailed locations for all events.
• Note any costs, including differences for age: often children and seniors are less than typical adults.
• Give choices: sometimes have more than one event at the same time. As we said above, you might want more active and less active options; things in particular for children, etc.

REMEMBER: One of the things that makes our class distinctive is that we don’t do busywork: our assignments are intended for use and to make a difference. So when you complete this assignment, you’ll draw up a memo (see separate handout) to accompany it. Then, after I proof your itinerary, agenda and memo, we will send them on to Dr. Debbie Roark, Executive Director for University Advancement and External Affairs[2], to share with the Homecoming Committee and the Alumni Board. This is yet another way to make a positive difference with your communication gifts.

HAVE FUN–REALLY!

[1] You can get ideas for Homecoming by looking on the UMPI website and seeing what took place last year and what has been scheduled for the current Homecoming. You can also look at other examples, such as those from other schools. You don’t have to reinvent the wheel. By all means, build upon what is there. But find ways to improve it through tweaks, additions, etc. And don’t let what’s happened before stifle your creativity.

[2] This is the person, complete with her position titles, to whom you will address your Memo.