Plan Your Own Reunion

Planning Guide: Promotions and Registration

One of the most valuable services the UIAA can provide is helping you communicate with your targeted audience. Our team of project, programs, and communication experts will assist you with a multi-faceted approach to help increase attendance and build excitement for your event.

Promotions

Due to lifestyle and marketing trends, as well as printing and postage price increases, the UIAA recommends reunion promotions in electronic format. Print is available if requested, but be sure to incorporate these costs into the reunion budget and registration fee.  Your reunion UIAA contact will assist in projecting promotional costs.

All promotional copy and event details should be provided to the UIAA six weeks before the intended send or live date.

Possible Electronic Promotions

  • Save-the-Date E-mail—Sent 9-12 months prior to the event describing details such as hotel room reservation blocks and when registration will begin. View an example.

  • Registration E-mail—Sent 3 months prior to the event. This communication will include time, date, cost, speaker details (if any), and locations of each event. View an example.

  • UIAA Reunion Website and Online Memories—Event information will be posted on the reunion site and we can assist in creating an “online memory book.”

  • Calendar—Event information will be posted on the UIAA calendar.

  • Social Networking—We use Twitter, Facebook, UIAA Blog, RSS Feeds, UI Online Community, and LinkedIn to promote reunion activities. View more information about our social networking strategies.

  • Reunion Blog—Create a blog for your reunion group to share memories, information, and reunion program updates.

  • Online Photo Book—Set up an account with an online photo book site such as Flickr or Google photos for reunion attendees to upload and share photos.

  • Online Discussion Group—Google groups can be used for discussions, collaboration, and sharing documents online.

Possible Print Promotions

  • Save-the-Date Postcard—Sent 9-12 months prior to the event describing details such as hotel room reservation blocks and when registration will begin.

  • Press Release—UIAA will work with University Relations to help coordinate an appropriate press release to promote the event once registration begins.

  • Volunteer Personal Letters—Volunteers can write letters to reunion invitees as a personal invitation. Because alumni address lists are not provided to a committee, volunteers can send their letters to the UIAA (printed and in a sealed envelope), and the UIAA can address the envelopes at a nonprofit rate.

  • Reunion Brochures—Typically sent 3 months prior to the event with solidified events and registration instructions.

Contact Lists and Non-Profit Mailings
Due to privacy and legal issues, all lists and contact information pulled from the University of Iowa Alumni Records database for promotional efforts will not be provided to the reunion planning team—e-mails and materials will be sent by the UIAA.

Reunion communication pieces mailed through the UIAA can use the USPS non-profit rate. Nonprofit mailings cannot promote the sale or lease of commercial goods and services, and the UIAA can ensure your mailing meets nonprofit eligibility requirements. For budgetary purposes, be sure to calculate your nonprofit postage rate.

Registration

To maintain the integrity of UIAA-sponsored reunions, we require that all registrations be processed through our office. We have staff designated to provide event information, answer questions, and process registration forms. The UIAA will provide the reunion planning committee timely reports that will include the total number registered, registrant names (and guests if applicable), city, state, and selected events. Registration fees collected will be held in a UIAA account and released to pay necessary reunion expenses.

  • Online Forms— Reunion attendees can register through a safe, secure online system that will automatically process their payment. Refunds can also be issued if necessary. View an example.

  • Mailed Forms—Should an attendee feel uncomfortable registering online, we also provide a downloadable registration form that can be mailed to the UIAA with a check, money order, or credit card information.