Event Toolkit
This section will help you plan and deliver events wherever you are in the world.
There are 4 main types of events to be hosted:
- Social
- Professional
- Industry
- Enrolment
Event concepts:
- Co-branded – co-hosted events with Les Roches & Glion Alumni
- Gatherings – casual after-work events
- Professional – panel discussions, guest speakers
- Digital – webinars, virtual gatherings
Event purposes:
Social:
- Reconnect with local Alumni
- Welcome new Alumni to the local community
- Integrate any students on internships
- Drive registrations to the platform
- Inform Alumni of the latest school news (AET to support)
- Expand each others network
Professional:
- Host an industry professional for a certain activity (this industry professional can be an alumnus or non-alumni)
- Bring tastemakers and influencers together to share and exchange industry perspectives (choose locally relevant individuals)
Planning your event:
Plan ahead:
The earlier you announce an event, the higher the attendance, and better the event will be.
Factor in national holidays, weeknight, time, but try and organize at least 6-8 weeks in advance.
Choose a venue:
- The choice of venue is as important as the content of the event.
- Here are some items to consider when choosing a venue:
- Desirable to the potential attendees – ex: a new opening (hotel, restaurant, bar, etc...)
- A venue that is typically difficult to get into – ex: private members club
- A venue where an alumnus works
- Location – should be easily accessible
Think about budget:
Sponsorship should be obtained for as much of the event as possible. For gatherings that require additional contributions/funding, please submit the Event Funding Request Form which goes directly to the LRAA to approval. All requests must be made at least 8 weeks prior to the event taking place but please consider the following when thinking about the budget:
- Charge a ticket fee to attend the event – even a minimal amount will ensure alumni commit to attending and also provide additional resources to fund a round of drinks, food, etc.
- Have the event sponsored by the venue or another brand partner – please contact the Alumni team who will pitch the sponsorship concept to the brand partner if you are not already in a good working relationship with that partner
What is the content?
If content is King then context is Queen! Ultimately the choice of content depends on the purpose of the event.
If you require PowerPoint slides with updates from the school, latest LRAA information please email alumni@lesroches.edu when you brief the event in with your content request.
Please note we do not supply merchandise, however there are logos and banner artwork available for you to get produced locally. You will need to request the funding from the LRAA, but the artwork is all housed on the Alumni platform.
Examples of events:
Inspired Conversations:
Location:
- Capella Shanghai
- A relatively new property, a hidden gem in the city
- We have an alumna working there
Objectives:
- To provide the audience with an update from
- the schools and our plans for the future.
- To engage with the alumni and encourage them
- to recommend the schools.
- To influence prospective students to enrol
Guest speaker:
- Benoit-Etienne Domenget and some members of the faculty
- A successful local Alum.
Audience:
- Glion & Les Roches Alumni
- The local RAD, EC and Ambassador
- Prospective students
Content:
- The representative from the school will give a presentation,
- The content of the presentation will be provided by the alumni team.
- A keynote speech by a successful Alum.
Thought Leadership:
Location:
- Hotel Plaza Athenee New York
- A Leading Hotel of The World
- We have an alumna working there
Objectives:
- To bring tastemakers, influencers and the alumni together to share and exchange perspectives.
- To provide a networking opportunity for the attendees
Guest speaker:
- Ted Teng, CEO and President of Leading Hotels of The World
Audience:
- Glion & Les Roches Alumni
- The local RAD, EC and Ambassador
- Prospective students
Content:
- The Art of the Welcome – An Invitation for hotel guests
- To be received with honor and dignity while achieving
- A true sense of place where the deepest roots of hospitality were born.
Pre-Event
Creating an Event in the Platform Please contact the AET team if you need help with this but you will be provided training on how to do this for your events
1. Log into the Alumni platform using the admin URL: https://alumni.lesroches.edu/alumni/admin/
2. Click on Events on the left hand side menu bar
3. Click on the top right button “Create New Event”
Event Details
• Event Name: Please follow the format “ENTER CITY, Alumni Chapter Gathering”
• Please leave Featured event UNSELECTED
• Most venues should auto populate into a map
• If you need people to RVSP please select the box and a register by date
• Add yourself and any co-organisers. They can only be added if they are registered on the platform
Event Image
• Use an image that is approved by the venue or • alternatively click on the add image and select the relevant city image from the City folder where a pre-selected list of images per city has been stored for you.
Event Description
Enter an overview of what your guests should expect from the event, including:
• Any costs
• Key timings
• Who is welcome (Alumni + a guest, Les Roches / Glion /Ecole Ducasse)
• Any guest speakers
• If any food and drink is included / available to buy etc
Audience Details
- If you want your event open for all Alumni to see, select Global from the Event privacy drop down
- If you want it to be specifically for your local chapter, please select private and your group from the “Add Group(s)” drop-down
- Select “Show Attendance on the Event Page” for other Alumni to see who is attending
Letting your chapter know about the event
Email: Contact alumni@lesroches.edu who will take you through an email communication induction if you wish to send your own, OR, they can send the email on your behalf.
Facebook: Use your Facebook group as a way to communicate the event and drive registrations to the Alumni platform to collate all the RSVPs together. You can create a Facebook event if you are happy to create the event and manage 2 different event listings for RSVPs.
WhatsApp: We encourage you to build up a WhatsApp group for Alumni in your city / chapter. This will really help with ongoing communication and engagement with your community.
Marketing Materials
For your events, if you need specific material, please brief these requirements into alumni@lesroches.edu at least 8 weeks in advance so these can be designed for you to print locally.
We can create any creative and marketing for any spec, but production / print will need to occur locally.
Examples of this are a pull up banner, leaflets, event tablecloth etc.
During the Event
Post Event
Capture the Moment
Try and ensure you capture an attendee list, whether its business cards, sign-in sheet that you can share with the AET.
We want to remember and share these wonderful events, so don’t forget to:
- Take photographs and upload them to your local Facebook/Platform group.
- Send the images to the Alumni team who will add them to the platform
- When possible, do an Instagram Live or Instagram Story and tag @lesrochesalumni and all those participating. The Les Roches Alumni Instagram account can then reshare these from the main account for other Alumni to see!
Please also encourage Alumni to join the Platform to ensure that we continue to contact and keep in touch with Alumni.
Follow up
Attendees should be thanked and acknowledged that they took time from their schedule to attend your event. This is also a good opportunity to get feedback from them to improve future events.
Share the business cards / attendee list you collected at the event with alumni@lesroches.edu and they will contact the Alumni with a thank you email and invite to join the Alumni platform.
The AET will send a thank you email to each attendee and will be sent within 5 working days of the event taking place.