A. Special Events
Many clubs meet for special events. Such events include: student recruiting parties, SEC picnics, crawfish boils, Christmas parties, football and basketball watch parties, and many other events. Please notify the Alumni Office when planning these events. The Alumni Association will be happy to mail supplies to the club for special events. Please give a minimum of three weeks notice so that the supplies can reach you in a timely manner.
B. Club Meetings
1. Dates and Speakers. The Alumni Association, working in cooperation with the Administration and the Athletic Department, predetermines the meeting dates for the in-state club events. All other clubs should make request for meeting dates beginning in January. Every effort will be made to meet the requests.
When requesting the meeting date, please indicated the preferred speaker for the meeting. Again, every effort will be made to honor the request. All speaker request must come through the Alumni Office and NOT through the individual speaker. The Chancellor’s Office, the Athletic Department and the Alumni Association agreed upon this procedure.
2. Invitations and Mailings. Each club will receive one first class mailing per year courtesy of the Alumni Association. Please allow six to seven weeks for the invitations to be printed and mailed. Once the club meeting date has been approved, each club should:
A.) Reserve the meeting location (pick an inclusive location)
B.) Make arrangements for food and beverages
C.) Determine the cost of the meeting
1.) Clubs are highly encouraged to keep the meeting cost around $10 to $15 per person.
2.) If the club chooses to have alcoholic beverages at the meeting, it MUST follow these guidelines:
a.) The club must not profit from the sale of alcohol
b.) A third party should sell and profit from the sale
c.) NO EXCEPTIONS
Once the information has been given to the Alumni Office, an invitation will be prepared. The Club President will receive an e-mail proof of the invitation for final approval. Once approved, the invitations will be printed and mailed from the Alumni Office.
3. Press Releases. The Alumni Association must approve any press release the club wishes to publish in the local paper. The press release can be faxed to 662-916-7756or emailed to firstname.lastname@example.org. If possible, please allow a week for it to be approved.
4. Who to Invite. In addition to alumni and friends of Ole Miss, the Alumni Association encourages the club to invite local high school students. The NCAA prohibits recruiting student athletes. Leave athletic recruiting to the coaches. If the club invites an entire senior class and a recruit is among them that is permissible. In no way can the club single the recruit for introduction. The recruit and his/her family must pay their own way. He/she must also arrive to the meeting in his/her own transportation. It is permissible to ask all students who are planning to attend Ole Miss to stand, but the recruit must not be singled out!
5. Auction & Fundraising Items. Many clubs have auctions to raise funds that are used either for their local club scholarship or for extra resources to help cover expenses. The Alumni Office encourages each club to have auctions. With the help of the club coordinator, the items can be purchased on campus at a discount. Some examples of auction items are: autographed footballs, basketballs, and pictures; tee shirts; knit shirts; hats; pennants; or any other bookstore item. It is best not to auction items that have been autographed by current players. The Alumni Association will bill the club for the items purchased. Some clubs create their own tee shirts, cups, huggies, or other items. Please be aware of The University of Mississippi Licensing program. The club must obtain written permission to use any official University trade-mark, logo, or symbol. Whether the club is giving the item away or selling it, the club president must write to the Alumni Association stating what they intend to do with the item. Included in the letter must be the design of the item; name and address of the merchant printing the item; quantity of item being printed; price the merchant charged per item; price the club is going to re-sell the item; and what the club intends to do with the profits.