Events - Awards, Fundraising and Alumni

• Purpose: Is the event for cultivation, solicitation or stewardship?
• Goals: Define clear fundraising goals (dollars raised, donor engagement, pipeline development, etc.).
• Audience: Who is the event targeting? (major donors, new prospects, etc.).
• Format: Is an event format the best route for fundraising or donor cultivation?
• Budget: Understand the balance between event cost and projected return on investment (ROI).
  • Paid events must include a $5 or more donation per ticket.
  • Consider event sponsorship opportunities to offset costs.
• Experience: Ensure every touchpoint makes the donor feel appreciated and connect to the university.
• Leadership: Identify appropriate university representatives to be stakeholders or speakers.

• Hosting an event with no clear fundraising purpose or strategy.
• Over-programming: Avoid long speeches or overloading the agenda.
• Lack of follow-up: Ensure timely post-event stewardship.
• Assuming all events will result in an immediate gift.
• Poor timing or overlap with other key campus events.
• Assuming “donation” is to cover the cost of the event from your budget. 

• Define your event purpose and goals.
• Determine if you will be managing the project planning internally or need assistance from the Division of Philanthropy and Alumni Engagement (DPAE).
  • All event communication and outreach is managed by DPAE communications regardless of event team assistance.
• Our division’s ability to assist varies based on capacity and strategic fit. The levels of involvement we may consider include:
  • Consultation Only: We are available to provide guidance on event planning, vendor recommendations and best practices.
  • Limited Logistical Support: We may offer assistance with vendor contacts, event checklists and marketing toolkits.
  • Strategic Partnership: Full event team collaboration is considered only if the event strongly aligns with our mission and we have the necessary resources. Approval for this will come from division leadership.
  • Funding Support: Financial contributions will only be considered if our division is involved in the planning process from the outset and it aligns with institutional goals.
  • Sponsorship Plans: DPAE will work with your team to develop sponsorship levels and materials.
• If assistance is needed, complete this form. All requests must be submitted at least six months prior to requested event date.
• Once the form is submitted, the request will be reviewed by DPAE leadership within two weeks to see if the requested event aligns with our institutional goals, priorities and staffing.
• Identify an internal events manager/point person.
• Contact your DPAE Project Manager and Philanthropic Advisor.
• Build a budget and timeline.
  • Pro tip – ensure you have the budget available to fully cover your costs while maintaining fiscal priorities.
• Develop a guest list and/or target audience (DPAE Comms assists with this).
• Work with project manager on event communications plan.
• Plan the program.
• Promote the event (DPAE Comms assists with this).
• Execute the event.
• Follow-up and thank the guests and collect post-event surveys (DPAE Comms assists with this).
• Evaluate success and key metrics (gifts received, donor engagement, feedback).
• Share all guest information with your DPAE project manager for Banner record updates.

Can we use an event to raise funds for a specific scholarship or initiative?
Yes, but alignment with DPAE processes and procedures is required.

How far in advance should we start planning?
The sooner the better. At least 6-9 months in advance for large events and 4 months for smaller gatherings.

Who should be invited?
Work with DPAE to help identify prospects and key donors.

Can I make a direct ask for donations during the event?
Possibly. Work with your DPAE contact to ensure that timing and messaging are appropriate.

What is the protocol for inviting university leadership or the president?
Both the president and provost have established channels to request their attendance.  Note: all fundraising events need to be vetted in advance by DPAE before requesting the president or provost. 

Send request to Leigh Greenfelder at lgreenfe@kent.edu, then once verified fill out the following forms:

President Event Request Form 

Provost Event Request Form 

Do you have any helpful event planning tips?
University Events and Conference Services will serve as a key partner for implementing any event on campus. Please refer to their general guidelines for assistance: 

University Events Guidelines

DPAE Events has developed an event planning toolkit with helpful tips as you work through the logistics of your event:

DPAE Event Planning Toolkit

• Purpose: Is the event for cultivation, solicitation or stewardship?
• Goals: Define clear fundraising goals (dollars raised, donor engagement, pipeline development, etc.)
• Audience: Who is the event targeting? (major donors, new prospects, etc.)
• Format: Is an event format the best route for fundraising or donor cultivation?
• Budget: Understand the balance between event cost and projected return on investment (ROI)
  • Paid events must include a $5 or more donation per ticket
  • Consider event sponsorship opportunities to offset costs
• Experience: Ensure every touchpoint makes the donor feel appreciated and connect to the university
• Leadership: Identify appropriate university representatives to be stakeholders or speakers 

• Hosting an event with no clear goal or alumni-facing purpose
• Inviting alumni to a student event with no alumni-facing purpose
• Overextending budgets without defined engagement outcomes
• Failing to coordinate with other campus units to engage the same audience
• Over-programming: Avoid long speeches or overloading the agenda
• Lack of follow-up: Ensure timely post-event engagement
• Poor timing or overlap with other key campus events 

• Define your event purpose and goals
• Determine if you will be managing the project internally or need assistance from the Division of Philanthropy and Alumni Engagement (DPAE)
  • All event communication and outreach is managed by DPAE communications regardless of event team assistance
• Our division’s ability to assist varies based on capacity and strategic fit. The levels of involvement we may consider include:
  • Consultation Only: We are available to provide guidance on event planning, vendor recommendations and best practices.
  • Limited Logistical Support: We may offer assistance with vendor contacts, event checklists and marketing toolkits.
  • Strategic Partnership: Full collaboration is considered only if the event strongly aligns with our mission and we have the necessary resources. Approval for this will come from division leadership.
  • Funding Support: Financial contributions will only be considered if our division is involved in the planning process from the outset and it aligns with institutional goals.
  • Sponsorship Plans: DPAE will work with your team to develop sponsorship levels and materials
• If assistance is needed, complete this form. All requests must be submitted at least six months prior to requested event date.
• Once the form is submitted, the request will be reviewed by DPAE leadership within two weeks to see if the requested event aligns with our institutional goals, priorities and staffing.
• Identify an internal events manager/point person
• Contact your DPAE Project Manager and Philanthropic Advisor
• Build a budget and timeline
  • Pro tip – ensure you have the budget available to fully cover your costs while maintaining fiscal priorities
• Develop a guest list and/or target audience (DPAE Comms assists with this)
• Work with PM on event communications plan
• Plan the program
• Promote the event (DPAE Comms assists with this)
• Execute the event
• Follow-up and thank the guests and collect post-event surveys (DPAE Comms assists with this)
• Evaluate success and key metrics (gifts received, donor engagement, feedback)
• Share all guest information with your DPAE project manager for Banner record updates 

Can we partner with DPAE to host an alumni event without a fundraising component?
Yes, if the event does not have a paid ticket. If there is a cost to attend, all alumni events must charge an additional minimum of $5 per person toward a designated scholarship fund to utilize our RSVP platforms and resources.

How far in advance should we start planning?
The sooner the better. At least 6-9 months in advance for large events and 4 months for smaller gatherings.

Who should be invited?
Work with DPAE to pull alumni data based on location, class year, interest or previous event attendance.

Can we invite current students, faculty or staff?
Yes, depending on the event’s focus. Just be clear about the intended audience in all promotions.

What is the protocol for inviting university leadership or the president?|
Both the president and provost have established channels to request their attendance.  Note: all alumni events need to be vetted in advance by DPAE before requesting the president or provost. Send request to Leigh Greenfelder at lgreenfe@kent.edu, then once verified fill out the following forms:

President Event Request Form

Provost Event Request Form

Do you have any helpful event planning tips?
University Events and Conference Services will serve as a key partner for implementing any event on campus. Please refer to their general guidelines for assistance: 

University Events Guidelines

DPAE Events has developed an event planning toolkit with helpful tips as you work through the logistics of your event:

DPAE Event Planning Toolkit

• Purpose: Is the event meant to thank donors, celebrate impact, provide updates or deepen engagement?
• Audience: Who is being recognized? (donors to a specific fund, leadership-level donors, scholarship supporters, etc.)
• Tone: Should the event feel warm and celebratory, formal and prestigious, or personal and reflective?
• Partnerships: Are colleges, units, scholarship recipients or student leaders involved?
• Location: On-campus, regional or virtual? Is the setting meaningful or symbolic to the donor experience?
• Budget: Ensure the event reflects the importance of donor contributions while remaining fiscally responsible.
• Experience: Every interaction should make donors feel appreciated, connected and confident in their impact.
  • Donors love to meet students. Can donors meet the students their gift(s) support?
• Leadership: Identify the right university voices to speak on behalf of the institution (e.g., President, Provost, Deans, scholarship recipients). 

• Planning an event without a clear stewardship purpose or audience
• Generic messaging that doesn’t personalize the donor experience
• Overloading the agenda with lengthy speeches or unrelated content
• Overextending budget on aesthetics at the expense of meaningful touchpoints
• Lack of follow-up: timely, heartfelt follow-up is crucial to closing the stewardship loop
• Overlap with other major donor communications or events without coordination 

• Define your event purpose and goals.
• Contact your DPAE project manager and philanthropic advisor.
• Determine if you will be managing the project internally or need assistance from the Division of Philanthropy and Alumni Engagement (DPAE).
  • All event communication and outreach is managed by DPAE communications regardless of event team assistance.
• Our division’s ability to assist varies based on capacity and strategic fit. The levels of involvement we may consider include:
  • Consultation Only: We are available to provide guidance on event planning, vendor recommendations, and best practices.
  • Limited Logistical Support: We may offer assistance with vendor contacts, event checklists and marketing toolkits.
  • Strategic Partnership: Full collaboration is considered only if the event strongly aligns with our mission and we have the necessary resources. Approval for this will come from division leadership.
  • Funding Support: Financial contributions will only be considered if our division is involved in the planning process from the outset and it aligns with institutional goals.
  • Sponsorship Plans: DPAE will work with your team to develop sponsorship levels and materials.
• If assistance is needed, complete this form. All requests must be submitted at least six months prior to requested event date. 
• Once the form is submitted, the request will be reviewed by DPAE leadership within two weeks to see if the requested event aligns with our institutional goals, priorities and staffing.
• Build a budget and timeline.
  • Pro tip – ensure you have the budget available to fully cover your costs while maintaining fiscal priorities.
• Identify an internal events manager/point person.
• Develop a guest list and/or target audience (DPAE Comms assists with this).
• Work with project manager on event communications plan.
• Plan the program.
• Promote the event (DPAE Comms assists with this).
• Execute the event.
• Follow-up and thank the guests and collect post-event surveys (DPAE Comms assists with this).
• Evaluate success and key metrics (gifts received, donor engagement, feedback).
• Share all guest information with your DPAE project manager for Banner record updates.

Can we host a stewardship event without a fundraising ask?
Yes. These events are explicitly intended to thank and recognize donors without soliciting a gift.

How far in advance should we start planning?
The sooner the better. At least 6-9 months in advance for large events and 4 months for smaller gatherings.

Who should be invited?
Work with DPAE to pull accurate donor lists based on giving history, fund designation or campaign involvement.

Can students be included in stewardship events?
Absolutely. Hearing directly from scholarship recipients or student leaders helps donors connect their giving to real impact.

What is the protocol for inviting university leadership or the president?
Both the president and provost have established channels to request their attendance.  Note: all alumni events need to be vetted in advance by DPAE before requesting the president or provost. Send request to Leigh Greenfelder at lgreenfe@kent.edu, then once verified fill out the following forms:

President Event Request Form

Provost Event Request Form

Do you have any helpful event planning tips?
University Events and Conference Services will serve as a key partner for implementing any event on campus. Please refer to their general guidelines for assistance:

University Events Guidelines

DPAE Events has developed an event planning toolkit with helpful tips as you work through the logistics of your event:

DPAE Event Planning Toolkit

Do you have any tips for making stewardship events more meaningful?

• Personalize your outreach and messaging whenever possible.

• Create opportunities for authentic interaction (e.g., student-donor meet-and-greets).

• Reinforce the donor’s impact through storytelling, visuals or testimonials.