Newcastle Freshers' Event
After the event
Well done for hosting a Freshers' Event. We hope it was an enjoyable experience for everyone involved and that you feel satisfied by your contribution. Before you put your feet up for a well-earned rest, there are a few follow-up tasks for organisers that we would ask you to complete.
Submit your attendee data
Please submit your attendee data to the Alumni Engagement team within two weeks of the event, following the instructions on the attendee data page.
If you submit this information to the Alumni Engagement team within seven calendar days of the event, you will be entered into a free prize draw to win a £50 voucher to use online or in store at Cambridge outfitters, Ryder & Amies. A winner will be drawn and notified during the week of Monday 14 October 2019. Terms and conditions apply.
Share your feedback
After the event, you will be provided with a link to an optional short online survey to complete. We will welcome your feedback on all aspects of Freshers’ Events, to help improve our guidance and support to organisers. We will respond to your feedback before the end of December.
On receiving your attendee data, we shall contact the attendees of your event for their feedback and share any responses with you by the end of December. We hope this will give you an idea of what worked well and provide some suggestions for next time.
Share your event photos
We would love to see your event photos and use them to promote future Freshers’ Events. You can email them to the Alumni Engagegment team as an attachment, or use a free file sharing platform such as Dropbox or WeTransfer. Landscape-orientated photos, sized 900 x 450 pixels or bigger, are ideal.
Keep in touch with attendees
It is recommended that you keep in contact with event attendees throughout their time at Cambridge. Please note that this must be done in accordance with the data protection legislation for your Group's area. Guidance for Groups based in the European Economic Area is available at the bottom of the run a group page.
Start with an email thanking attendees for coming to your event and inviting them to join your mailing list. Follow this with an invitation to any events taking place in the Christmas vacation and continue to promote the Group's student engagement activties throughout the year. Why not invite them to next year's Freshers' Event - this time as current student volunteers?
Freshers' Events organiser Tony Banton (Trinity College 1975), who is Honorary Secretary of the Cambridge Society of Paris and an Alumni Advisory Board member, shares his tips for keeping in touch with attendees:
"We offer attendees free membership of the Society for three years. Most accept and we keep in touch with them through general mailings. We contact those who don't respond a couple of times with reminders of our membership offer and then, if they still don't join, we apply data protection rules and delete them from our lists. The new approach this year is an event we are holding on 1st February in Cambridge, specifically targeted at our current student members - most of whom have attended our Freshers Events' as new students, or current student volunteers, over the last three years. The invitation will also be the last chaser to the non-joiners, hoping they will want to come along."
Keep in touch with volunteers
Please show your appreciation to volunteers by contacting them soon after the event to thank them for their involvement.
- Current students: keep them informed about the Group’s events and student engagement activities, and invite them to help at next year’s Freshers’ Event
- Recent graduates: invite them to join the Group and/or sign up to the mailing list. Please signpost them to other Groups if they are based in a different area
- Schools Liaison Officer (UK only): enquire about opportunities for the Group to get involved with outreach activtities in the area and consider co-hosting your Freshers' Event with them next year
- Student societies: team-up with your Group's equivalent student society for events and other initiatives. Working together is likely to ensure a smooth transition for members from the student society to the Alumni Group when they graduate. To find out if your Group has an equivalent student society, visit www.societies.cam.ac.uk or www.cusu.co.uk/directory, or email the appropriate team
Next year's events
The Alumni Engagement team and Cambridge in America will review the year’s Freshers’ Events and start planning for the coming year in December. Groups will be contacted from March onwards with an invitation to host an event.