1. For scheduling of an alumni contest and/or recognition event, initial contact must be made, well in advance, with the Assistant Director, Operations. This will result in determination of scheduling feasibility/facility availability and scheduling of organizational meeting with appropriate staff. Final approval of the scheduling of each event will be the responsibility of the Associate Director, Recreation Services & Athletics.
2. The assigned Athletics supervisor will serve as liaison/contact person and fulfill the following responsibilities:
a. Assist with implementation of event arrangements.b. Serve as contact person for sponsoring staff member to provide information on policies, procedures, appropriate contacts, etc. for campus units outside Athletics that will be needed for the event (e. g. , food, tent, etc. ) and to ensure that required confirming and financial paperwork is completed.
c. Provide appropriate procedures to secure tickets to Athletics event in a block and at cost, if applicable.
d. Arrange locker room facilities and parking as necessary.
e. Process orders for needed equipment, supplies, etc. (includes T- shirts/mementos) through Associate Director, Business & External Affairs.
f. Arrange for event set-up needs (tables, scoreboard, etc. )
g. Respond to other requests as approved by Assistant Director, Operations.
3. The sponsoring staff member will have responsibility for the following in consultation with the event supervisor and Director of Development for Athletics as applicable.
a. Develop letters to alumni for event and supply sufficient letterhead, envelopes and forms.b. Form committee of alumni to assist, if desired.
c. Determine scope and range of event (e. /g. , game/match competition, reception, meal, etc. ).
d. Assist to organize and administer alumni activity.
e. Place all requests for goods and services with the assigned supervisor (all inclusive - T-shirts, mementos, meal requests, tickets, tents, set-up, etc. ).
f. Recommend fees to be charged, as applicable (initial meeting). All fees must be reviewed/approved by Associate Director of Athletics, Business & External Affairs.
g. Recommend other special needs related to the event, as applicable (e. g. , cheerleaders, game programs, parking passes, remarks by Director, etc. ).
h. Oversee signing of hold harmless forms by participants.
4. For applicable events, Director of Development for Athletics assistance will be provided as follows:
a. Provide ideas and contacts (initial organizational meeting primarily).b. Reproduce and mail letters and forms.
c. Act in a liaison role with alumni committee, where applicable.
d. May choose to attend some, but not all such actual events.
5. Hold harmless forms MUST be completed by all active alumni participants in scheduled competition PRIOR TO any activity. Any person conducting an alumni contest or other event involving physical activity who does not comply will be held responsible and be subject to disciplinary action. Completed forms should be submitted to the Associate Director, Recreation Services & Athletics, the first business day following the event. This is vital for compliance with both liability and archive requirements.
6. All expenses associated with such alumni contests will be charged to the sport's supplemental funds. Head coaches will be responsible for ensuring that sufficient funds exist. Some recognition events will be designated for Athletics funding and will primarily recognize 10th, 25th, 50th or 100th year reunions/events. These must be approved well in advance by the Director of Athletics. Recognition events that do not fall into this category will be funded by the sports supplemental funds.