Welcome! This resource portal is designed to provide information and support to the valued leaders of Purdue Alumni communities throughout the world.
Alumni communities have been an integral part of the Purdue Alumni Association since the first clubs were founded in 1890. As a volunteer alumni leader, you have demonstrated your pride, loyalty, and passion for Purdue. It’s that enthusiasm and dedication to the Boilermaker spirit that will serve as the catalyst needed to reach the goal set by Purdue Alumni’s Board of Directors — 90,000 members by 2020. The tools and resources we’ve compiled for you in this portal will help you to plan, promote, and execute a variety of events; track attendance and engagement; and integrate membership marketing into your communications.
News and Updates
Protect Purdue Plan — On-Campus Event Guidelines
On-campus guidelines in effect as of July 7, 2020
Purdue Alumni Association clubs and networks are required to adhere to these guidelines:
- All 2020-21 university-sponsored on-campus convocations will be canceled to prioritize space for learning and discovery activities and to ensure campus capacity to follow the safest social distancing recommendations
- The university urges all colleges, divisions, schools, departments, and other organizational units to delay or cancel any event that includes attendance of people outside of the Purdue campus community through the spring 2021 semester.
- For 2020-21 academic year, any on-campus event that may include 50 or more people must have the approval of the Office of the Provost.
Protect Purdue Plan — Off-Campus, In-Person Event Guidelines
Off-campus, in-person guidelines in effect as of July 7, 2020
Clubs and networks are required to reach out to their regional liaison, and he/she will seek permission from the appropriate person to gain approval for all in-person events.
- Any university-sponsored off-campus, in-person 2020-21 event, regardless of funding source, that may include 50 or more people must have the approval of the Office of the Provost.
- Any off-campus, in-person 2020-21 event with fewer than 50 attendees that is sponsored by the University or any college, division, or other unit of the University, regardless of the funding source, must adhere to the health and safety guidelines of the locality and venue in which the event is held and be approved by the dean, associate/vice provost, or vice president responsible for the event or their designee.
If the in-person event is approved, the club/network is responsible for ensuring it:
- Complies with all current federal, state, county, and city restrictions regarding travel, event size, and social distancing requirements
- Is held at a site that is adequately insured, consistent with university risk management guidelines
- Has adequate COVID-19 safety plans
- Is documented by a clear agreement between the club or network and the event site
- Includes a financial plan assessing the financial risks of an event cancellation
- Look for a force majeure clause in the contract. Force majeure is a common clause in contracts that essentially frees both parties from liability or obligation when an extraordinary event or circumstance beyond the control of the parties occurs.
If the in-person event is approved, the club/network will be responsible for ensuring attendees register through a single common system whereby:
- Safety requirements can be communicated to attendees
- Event safety compliance can be required of attendees under terms and conditions.
- This requires a terms and conditions checkbox that attendees are required to read and sign off on that releases Purdue University, Purdue Alumni Association, and all other parties involved from any liability — especially as it relates to COVID-19.
- Event staff and attendee contacts can be maintained for any needed contact-tracing activities
- Event data can be reported
For more information on the Protect Purdue Plan, please visit protect.purdue.edu.
Share Your Ideas. Get Ideas.
Feel stuck? Need some inspiration? Check out our ongoing list of ideas, or share your ideas with other leaders about creative ways to engage your community during this time. Add your ideas to the bottom of the spreadsheet. View the spreadsheet.
Finally, we’re building a list of frequently asked questions regarding the temporary events requirements.
As COVID-19 (coronavirus) continues to be a developing concern worldwide, the University has launched the Protect Purdue Plan to keep our campus and our community safe. The Protect Purdue Implementation Team is developing the plans, tools, and protocols needed for the successful resumption of campus activities to help every member of the Boilermaker family stay safe and healthy. This plan, which represents the measures approved by the Board of Trustees to date, will continue to evolve, driven by the latest science surrounding COVID-19 and the collective efforts of thousands.
Guidance from the Protect Purdue implementation team, President Daniels, Provost Akridge, and other campus leaders and answers to the most frequently asked questions can be found at protect.purdue.edu, which is updated regularly.
The Purdue Alumni Association will implement all measures enacted by the University which follows all Centers for Disease Control and Prevention and federal recommendations.
Understandably, the coronavirus is raising concerns about the safety of large gatherings held by our clubs and networks worldwide. The safety and comfort of the Purdue Alumni community remains our number one priority.
We appreciate all the time and energy you put into planning and executing your yearly events, and we know it is difficult to make a decision to postpone or cancel.
CAMPUS SPEAKERS — There may be options to have a speaker live stream or send a recorded message for virtual events. Please contact your Purdue Alumni liaison to discuss these alternative options.
CANCELATION PROCEDURES — If you decide to cancel or postpone an event, please notify your Purdue Alumni staff liaison immediately so that we can manage any communications scheduled to promote the event.
- The Purdue Alumni Association will issue a cancelation email alerting all recipients in your respective club/network.
- For events where alumni leaders manage funds, the cancelation email will include the club/network event contact and advise attendees that they may request a refund. If no refund is requested, the registration fee will be applied to the club scholarship fund.
- For events managed in Cvent, an email alerting registrants of a refund will be sent within five business days of notice of cancellation.
- Canceled/postponed events will also be added to our master list.
SOCIAL MEDIA — Please post notification of event cancelations to your social media channels. Communications should be brief and to the point. Please see the linked file below which provides suggested messaging to use when communicating your event cancelation or postponement to external audiences.
Example messaging: Due to concerns surrounding the coronavirus and the safety of attendees, the [event name] scheduled for [event date] has been canceled. We are disappointed the event cannot take place at this time, but the health and safety of our community is our top priority.
FUTURE EVENT PLANNING — We understand that there may be financial implications to canceling or postponing events. Because the full impact of coronavirus is unknown, we encourage you to negotiate proactively when planning future events for the time being, such as avoiding any nonrefundable deposits.
CANCELATION POLICIES — A 30-day cancelation clause is common for many venues. Some venues are able to apply any deposit toward a rescheduled date. I encourage you to check with your venue to understand the implications of canceling. There may be a financial advantage to canceling earlier rather than later.
BOARD MEETINGS — There may be some cases, such as board meetings, where you can meet by phone or via WebEx rather than in person.
Thank you for all that you do to promote Purdue and share the Boilermaker spirit in your community. We are ever grateful for your service to the Purdue Alumni Association.