Starting New Alumnae Chapter

[blueangel]

I've gotten the go-ahead from my district president to start a new alumnae chapter because there isn't one close to where I live. Every event is at least an hour drive (and usually farther).

I'd like to get some advice from some of you who were involved in getting a chapter started (or re-started!)

I already have a strip list (500 names! Whoa!) of ZTA alumnae who live within a half hour from me. But.. surprisingly few e-mail addresses on it.

I'd like to get a few women in my area to help me launch this. We need to plan our first recruitment event. Unfortunately, I don't know a single ZTA alumnae in my area, so I'm going to be going into this cold.

What's the best way to approach alumnae about this? At first, I was thinking of just calling people on the phone, but I now think it would be better to write a letter first rather than hit people cold.

Any suggestions on what the letter should say? I'm a writer, but I'm at a loss on this one!

Thanks for any suggestions, tips, etc.

[DaffyKD]

I restarted our Albuquerque, NM Alumnae Association eons ago. Back in those days, there was no e-mail or internet. I gave Headquarters a list of all the zip codes around me that I wanted to include in the start-up. They sent out an interest survey that was sent directly to me. It asked questions as to whether people wanted day meetings, night meetings, which day of the week, what activities they would like to see take place, were they willing to help with the start-up, etc. It included their name, address and phone number.

I then called everyone and set up an initial meeting. Amazingly we had about 25 people at that meeting. We talked about what was required by National to be rechartered, and came up with an activity that appealed to all ages for our next event. At that time, we started to talk about the dues so that we had the required funds for re-chartering and for people to think about officers. By the 3rd meeting we actually had a board in place and were in contact with everyone who had shown any interest. Unfortunately, I moved back to California shortly after we set up the board and regained our charter. The group stayed active for about 15 years and then finally died out

Keep in mind that you probably will onlly get 1/20 to respond and maybe only half of those might eventually join. Its a lot of work, but worth it for both the members and the sisterhood.

DaffyKD

[dakareng]

I've been involved in alumnae associations in several states and it takes use of multiple mediums to generate interest and enthusiasm. Email alone won't do it. Especially for alums more than 15 years post-graduation. Young alums may prefer email and use it extensively but older alums don't. A snail mail mailing with a return card is another way to assess interest. Your district president can help you edit the letter. When I've written these letters in the past, I've talked about the things that drew me to Pi Phi in the first place and then on renewing the bonds of sisterhood. Focusing on how nice it would be to have events close to home and that you are planning to organize a meeting, then how they can help (hostessing, assist mailings, assist planning events). If you step forward as being willing to be chairman or president, that will help.

Not knowing your location, I'm just going to throw out ways I've hunted down women to revive clubs. If there is a City Panhellenic in the area, find out if someone is representing ZTA at it. There many be women out there who want a more local alum association but don't have the time or energy to start it. They likely would help you though. I'm guessing there isn't a collegiate chapter locally but if there is, who are their advisors?

Target the women from your chapter. You already have a common bond with them (the undergraduate campus experience). Even if you don't know them, you have something to talk to them about.

Your biggest decision for a first event will be timing. There is no perfect answer.
**working women will not come to a weekday day event.
**older alums often prefer weekday day events
**younger alums usually prefer evening meetings but not on weekends
**women with families may be too busy on weekends
**what are conflicts in your community? Is yours one that many churches have Weds evening events? Are there youth sports leagues on certain nights?
Those are things to think about to maximize your potential.

Good luck

[33girl]

Whatever your national org says is the minimum amount of women needed to charter...don't charter until you have at least double, preferably TRIPLE that number of people involved. And really involved, not just into it if someone calls them constantly and asks them to do it. Haranguing people to come to things just so you can keep the chapter afloat is not fun.

[blueangel]

Thanks, these are great tips! dakareng, I found your ideas for a letter very helpful, and after reading them, a lightbulb went off over my head. I got past the writer's block and worked up a draft which I sent to my District President for review.

33rd girl... what type of events have you had the most success with? I'm also wondering about demographics.. do you have the best turnout with the young grads, the stay-at-home moms, the businesswomen, or the older alumnae?

DaffyKD: wow, sounds like you really had a successful group there! Any pitfalls I should avoid when starting up?

[AOIIalum]

When you are starting, go for low-key events that appeal to a wide spectrum of women. An informal cookout on someone's deck, a girls night out for drinks and dinner, afternoon tea at a local teahouse, a group doing a philanthropy walk (tis the season for all sorts of these walks!), meet at a local library or museum (especially if they are sponsoring an interesting event), a weekend day to plant flowers at the closest chapter house, meet at a paint-your-own-pottery boutique, and so on.

As for older alums preferring daytime events: sometimes it's as simple as a preference to not drive at night. Offer to pick them up for night events, so they can join in the fun without worrying about driving.

You don't necessarily have to start with the "business" side of things, unless your organization requires it during start-up. Definitely agree with the recommendation to go for more than the minimum for installation. Good luck!

[33girl]

Originally posted by blueangel
33rd girl... what type of events have you had the most success with? I'm also wondering about demographics.. do you have the best turnout with the young grads, the stay-at-home moms, the businesswomen, or the older alumnae?

none really, which is why it flopped. LOL.

[dakareng]

One thing that my current club does that cuts down on the time required for "business" and maximize social/ program time is to have a printed page of announcements. All upcoming dates/ events are listed with appropriate contact information. the Only business items then are things that need discussion or volunteers.

Your first event may be more successful if it's in a public place rather than a private home. Not everyone is comfortable going to a private residence of someone they have never met. They would, however go the Starbucks for an informal gathering. A follow up barbecue after collecting some names/ emails of an organizing committee can generate buzz.

One thing that your district president can help you with is a snapshot of "what's happening in the fraternity". That is one thing that may attract some alums curious about what is happening that may or may not make the magazine. Talk about where chapters have been chartered, where convention is next. The basic idea is that you are offering something they can't get elsewhere.

[SmartBlondeGPhB]

I helped fpund my alumnae chapter in 1999 and I also help women across the country who want to start Gamma Phi chapters.

Doesn't ZTA have a team who helps women do this? For us when a woman expresses interest in starting a group, we pay for the mailing that goes out to the area alumnae advertising the first meeting. If they are starting an alumnae chapter, a coordinator even attends the meeting and walks the women through the process and all the requirements. The Coordinator (someone like me) works with the group from first contact until installation with everything that needs to be done. There's a full formal process similar (but much simpler) to collegiate extension.

I have no reason to give, but I would disagree with the statement to not form until you have double or triple the number required by ZTA. That just seems silly. For Gamma Phi, you aren't recognized until you officially form so it makes no sense to just keep waiting to officially install until you have twice or three times the required number (for us the required amount is 12).

My chapter doesn't do any business at our events. The business is handled by the Exec Board separate from the events we have and all meetings are open to full membership (I don't think any non-Officer has ever attended).

You want a diverse group of women. We have young alums (most of our members are in their 30's) who work, we have stay at home moms and we have older (some retired) alumnae. We plan our events for what the most members want to do. We also have "sub groups" that do happy hours, mom-n me activites, networking (still trying this one) and such. We also vary the location, but this is also because we cover a large geographic area.

But if you target one specific type of alumnae you will lose them when they no longer fit the type. If you get all young alumnae still settling, you will have a hard time finding officers for the chapter.

But again, Zeta should be helping you with this process.

[33girl]

Originally posted by SmartBlondeGPhB
I have no reason to give, but I would disagree with the statement to not form until you have double or triple the number required by ZTA. That just seems silly. For Gamma Phi, you aren't recognized until you officially form so it makes no sense to just keep waiting to officially install until you have twice or three times the required number (for us the required amount is 12).

My reason for saying that is so not everyone in the chapter has to hold an office or chair - some people just want to be "plain members" and are very put off if the first meeting they attend, they're asked to take on a responsibility they're not sure of.

And if your recognition is lost when you get under that required amount, it can really be a problem.

[DaffyKD]

Originally posted by blueangel


DaffyKD: wow, sounds like you really had a successful group there! Any pitfalls I should avoid when starting up?

Don't know that I can give a good answer since I left so quickly after the rechartering. I am now going to be President for the 3rd year in my current AA. You want activities that go across the ages. Don't cater to just the young or just the older members. Try to have both young women and more seasoned women on your board.

HTH

DaffyKD

[blueangel]

I think Gamma Phi Beta is the exception, rather than the rule. From what you describe, they really hold your hand and make the process easy. Sounds to me like you've got an excellent system!

I'm new at this, so there may be more than I'm aware of.... As far as support, I do know we can get the strip list from IO plus some written material with suggestions on getting started (I've got that), how to hold a first recruitment party, etc. The District President is also available to answer questions. I'm still trying to find out about expenses. I think there is some seed money available. Exactly how much, and what it's allowed to be used for (stamps? refreshments?), I still need to find out.

I have heard that some founders have used their own money upfront, and waited to be reimbursed through their AC once things got rolling.

[SmartBlondeGPhB]

Originally posted by blueangel
I think Gamma Phi Beta is the exception, rather than the rule. From what you describe, they really hold your hand and make the process easy. Sounds to me like you've got an excellent system!

Why make the process hard? Yes, the groups have to do all the work but there's always someone available to answer any questions and take you through the process.

Alum Chapters are one of the only ways to keep your alumnae involved. Why wouldn't you make it as easy as possible for them?

But no, we don't have an excellent system. If they bring back the AC Development Team, then we'll be close.

We used to have a team of women who took over after the installation (usually for the first year) and gave the chapter extra help. Because the Extension Team is done after installation.

[blueangel]

Here's an update...

I wrote up a letter, and had it approved by my DP. Every week, I'm sending them out via snail mail.

So far, I've gotten only two responses back and they said that they're too busy, but keep me on your mailing list for when you get started.

I do live in a very fast paced community where most women juggle a lot of things including career and family.

Suggestions?

[dakareng]

Start simple. Maybe the idea of starting an alumnae chapter has people thinking that you're asking them to do more than you really are. Let's face it, we ALL live fast-paced lives. It boils down to priorities. You've made ZTA a priority, and now you need to persuade others to do the same.

Here's a wild thought: I don't know when the local Komen race is for your community but the next contact could be a reminder of your philanthropic efforts internationally. Even if it's just three of you, invite them to walk the race, or volunteer and then meet for the after-race celebration.