Welcome to Your City - September 27, 2023

Occurring on a single day each fall, Welcome to Your City (WTYC) provides University-wide recent graduates (up to 10 years out) a targeted opportunity to connect with their local Harvard alumni community. WTYC events are social/networking gatherings with little to no formal programming and can be held in-person or virtually. Events are hosted by local Harvard Clubs and can be co-hosted by Shared Interest Groups and College Activities Chairs.

See below for information on:

• Partnering with a SIG and/or College Class Committees and Activities Chair volunteers
• Roles and responsibilities
• Outreach and communications calendar
• Additional WTYC resources

Partnerships 

Clubs and SIGs

• Clubs and SIGs are encouraged to co-host the event together and have a joint presence at the events

  • Clubs can choose to co-host with more than one SIG

  • SIGs can choose to co-host with multiple participating Clubs

College Class Committees and Activities Chair volunteers

• The HAA will invite College Class Committees and Activities Chair volunteers in the participating Club's region to help market the events to their classmates

• The HAA will introduce interested volunteers to the host Club and any SIG co-hosts

All Club hosts, SIG co-hosts and any College Class Committees and Activities Chair volunteers that sign up for WTYC are expected to be present at the event, whether it’s virtual or in-person, so please be aware of the event's format before you commit.
 

Roles and Responsibilities

Club Responsibilities:

• Pre-event:

  • Designate an event point person to be the main point of contact with the HAA for WTYC

    • The point person is expected to be present at the event, regardless of event format (in-person or virtual)

    • If the event is virtual, this person is responsible for creating the event link (via Zoom or another meeting platform of their preference)

  • Host the event and manage event logistics
  • Compliment HAA marketing via your Club email and social media channels to encourage attendance
  • Field and respond to any event questions that may come in directly to the Club
  • Review event resources provided by the HAA
  • Connect with co-hosting SIGs and any Recent Graduate Class Committees/Activities Chair volunteers to coordinate:
    • Event logistics
    • Additional marketing efforts
• During event:
  • Act as host by welcoming guests, facilitating connections, and supporting discussions
  • Act as a club ambassador by sharing information with attendees about how they can further engage
• Post-event:
  • Follow up with attendees via email re: further engaging with the club

SIG Responsibilities:

• Pre-event:
  • Designate a SIG representative(s) to co-host the event with a participating Club (can choose to host with more than one Club)
    • A SIG representative is required to be present at each event they sign-up for, regardless of event format (in-person or virtual)
  • Compliment HAA & Club marketing via your SIG email and social media channels to encourage attendance
  • Connect with the hosting Club(s) and any Recent Graduate Class Committees/Activities Chair volunteers to coordinate
    • Event logistics
    • Additional marketing efforts
• During event:
  • Act as an ambassador for the SIG by sharing information with attendees about how they can further engage
• Post-event:
  • Follow up with attendees via email re: further engaging with the SIG
     

Recent Graduate Class Committees and Activities Chairs Responsibilities:

• Participating volunteers are required to be present at the event, regardless of event format (in-person or virtual)

• Spread the word about the event to fellow recent grads and encouraging their participation via email and social media
• If interested, connect with the hosting Club and co-hosting SIGs to coordinate event logistics

Marketing & Communications

Outreach:

• The HAA will manage WTYC marketing via

  • A series of communications targeting local alumni up to 10 years out

  • A WTYC registration page that connects 

• Participating Clubs, SIG and volunteers are encouraged to market to their communities via newsletter communications and by posting the event on their website

*As in past years, SIG marketing will be included on all HAA-hosted Welcome to Your City registration sites if they filled out their Annual Report.
 

Additional Resources

• Information Sessions - Hosts and co-hosts are encouraged to attend one of two live Information Sessions in September. Please find the recording and slides from the 2023 info sessions below:

  • Info Session Recording

  • Info Session Slides

• WTYC 2023 Data Dashboard - View WTYC event locations and registration numbers in real time in a visual display

• Digital Assets – Download branded Welcome to Your City images to put in your marketing emails or to post on your webpage

  • Welcome to Your City Zoom Background

  • WTYC 227px

  • WTYC 250x250px

  • WTYC 870x600px

  • WTYC 1040x300px

  • WTYC 1600x400px

• Virtual Networking Toolkit – If you decide to host a virtual event, this document provides you with resources that will empower you to do so.

  • This includes a pre-event planning checklist and a draft agenda/run of show for your program.

• Social Media Toolkit - Learn fun interactive ways on how your Club or SIG can engage with registrants on your social channels around Welcome to Your City!