IA Event Request Form
Please submit this form for each event you are planning and all related communications. If you are planning a series of events, please submit this form for each individual event, not for the whole series. Contact eblackwe@risd.edu with questions.
Approval Status
Pending
Approved
Denied
Name:
*
First Name
Last Name
Email:
*
example@example.com
Request date:
Requesting team/office:
*
Alumni + Family Relations
Donor Engagement Team
Development + RISD Fund
RISD Museum
SMG / VP IA
Major + Planned Giving
Other
Do you need any digital communications built for this event? (i.e., emails, registration pages, web pages, etc.)
*
Yes
No
Will you send print communications?
*
Yes
No
Will you send Text Blasts? Please note, this option is only for high touch events.
*
Yes
No
Does this event need to be added in Raiser's Edge?
Yes
No
Do you need to submit a data request for any other reason?
*
Yes
No
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Event Details
Event Name:
*
i.e., Club of CT Monthly Meeting, ACW, NY Presidential Dinner, etc.
Event Description:
*
Please provide a detailed description of event purpose and audience.
Event Date:
*
-
Month
-
Day
Year
Enter the date the event is taking place
Start Time:
*
1
2
3
4
5
6
7
8
9
10
11
12
:
Hour
00
15
30
45
Minutes
AM
PM
AM/PM Option
End Time:
*
1
2
3
4
5
6
7
8
9
10
11
12
:
Hour
00
15
30
45
Minutes
AM
PM
AM/PM Option
Time Zone:
*
Public or private event:
*
Public
Private
Virtual or In-person event:
*
Virtual
In-Person
Hybrid
Event will be recorded: (Note: only institutional events will be recorded; club events will not)
Yes
No
Will this event be on or off campus?
*
On campus
Off campus - Domestic
Off campus - International
Links for the virtual event:
i.e. Zoom links
Event Location (on-campus):
*
Event Location (international):
*
Event Location:
*
Street Address
Street Address Line 2
City
State / Province
Postal / Zip Code
Event Host:
*
Institutional Advancement
Alumni Club / Affinity Group
RISD Alumni Association
RISD Families Association
Another RISD Department
An external group / organization we are partnering with
What Alumni Club or Affinity Group is hosting the event?
Event Audience:
*
i.e., Families Leadership Council, Boston Alumni, 1877 Society members, etc.
Name tags required and/or list of registrants formatted for name tags:
*
Yes - please create nametags for me
Yes - just a list, I will create nametags myself
No
Name tags due date:
*
-
Month
-
Day
Year
ie. date of event, last day traveling staff member is in office, etc.
Name tag list due date:
*
-
Month
-
Day
Year
Date
Give name tags to:
*
ie. Staff member traveling to event
Type of name tags:
*
Sticky
Lanyard
Magnetic
Other
Include full titles for faculty + staff on name tags/name tag list:
*
Yes
No
Team members who need to review name tags:
Additional name tags needed:
*
(ie. speakers, staff members, # of extra blank name tags)
Link to event brief:
Event photography needed:
Yes
No
Preferred photographer:
If you have a preferred photographer, list them here
Raiser's Edge access needed for volunteers:
*
Yes (If yes, Advancement Services will contact you)
No
Associated constituents (include class year and major or parent year when applicable):
i.e., speakers, event volunteers; Separate multiple entries with commas.
Is this event associated with a specific RISD Discipline?
Link to registration / RSVP list (if available):
Registration or ticket fee:
If there is more than one cost level, please separate with commas or semicolons.
Attendance capacity:
Waitlist needed if capacity is reached:
Yes
No
Additional guest information:
If you have additional information about your guests (ie. dietary restrictions, t-shirt sizes, etc.), list here
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Web + Email Content
Do you need an event registration page built?
*
Yes
No
Registration end date:
-
Month
-
Day
Year
If you would like registrations to end on a specific date
What should the URL of the BBNC registration page be?
i.e., https://engage.risd.edu/plant-walk, /risd-in-boston, etc.
Preferred ticket type options for registration page (Select all that apply):
*
Alumni
Alumni Guest
Faculty/Staff
Recent Alumni
RISD Student
Senior Citizen (65+)
Child
Adult
Guest
Registrant
Booth Fee (RISD Craft)
Booth Fee Payment (RISD Craft)
New Graduate/Student Booth Fee (RISD Craft)
Other
Amount of guests attendees allowed to bring:
One
Unlimited
None
Other
New webpage or edits to an existing webpage needed:
*
New Webpage
Edit an Existing Page
Both
Neither
Which website? Select all that apply.
*
alumni.risd.edu
families.risd.edu
events.risd.edu (only if event is open to the full RISD community)
Description of web edits needed:
*
URL of the existing webpage:
Please enter a valid URL.
Do you need any emails sent?
*
Yes
No
Check all of the following emails that need to be designed and sent.
*
Save the Date (special events only)
Invitation
Reminder to Attend (Automatically deploys 24 hours prior to event. Specify special requests in the comments section at the end of form).
Thankview Follow-up Email (for presidential and special events only)
Other
Link for email + webpage copy:
*
(Please include all in one Google document. Must be a valid URL.)
Upload the images that will be used in the emails and/or webpages.
Browse Files
Cancel
of
From Address:
*
alumni@risd.edu
families@risd.edu
giving@risd.edu
risd_engagement@
commencement@
Other
From Name/Alias:
*
i.e., O'Neil Outar, RISD Alumni Association, etc.
Reply Address:
*
alumni@risd.edu
families@risd.edu
giving@risd.edu
risd_engagement@
rsvp@risd.edu
advancementservices@
commencement@
Other
Header + Footer:
*
Alumni Association
Families Association
RISD Fund
Institutional Advancement
Commencement
Other
Contact information for confirmation + reminder emails:
*
In case of questions during the time of the event (RISD alumni email/phone, volunteer email/phone, etc).
IA staff + external stakeholders who need to review drafts:
Preliminary mailing list due by:
-
Month
-
Day
Year
Date
Preferred Email STD Send Date:
-
Month
-
Day
Year
Please date 3 weeks prior to event
Preferred Email Invitation Send Date:
-
Month
-
Day
Year
Preferred Email Attendance Reminder Send Date:
-
Month
-
Day
Year
Please date 24 hours prior to event
Preferred ThankView Follow-up Send Date
-
Month
-
Day
Year
Please allow 10 days following event if sending a photo carousel
Criteria for the STD and/or Invite emails:
*
List needed in advance for review:
Yes
No
Description of the post-event ThankView email:
*
Who should make photo selections for the ThankView email?:
*
Communications Team
Event Staff
Other
ThankView Email Copy:
*
Please provide link. Refer to the ThankView Email Template below.
ThankView Landing Page Copy:
*
Please provide link. Refer to the ThankView Email Template below.
ThankView Email Subject Line:
*
ThankView Email Sender Name:
*
ThankView Reply Email Addresses:
*
ThankView Email Draft Reviewers:
*
ThankView Email List Criteria:
*
Who should receive the open stats once ThankView email is sent?
*
Refer to the
ThankView Email Template
as a guide for email and landing page copy.
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Print Invitations
What is the desired print invitation drop-date?
*
-
Month
-
Day
Year
Date
Who is the audience for the print invitation?
*
i.e., Families Leadership Council, Boston Alumni, 1877 Society, etc.
What is the criteria for the print invitation mailing list? Please be as specific as possible.
*
List any IA staff members who should be added to receive this mail file.
Separate multiple entries with commas.
What date do you need the final mailing list?
*
-
Month
-
Day
Year
Do you need to review the print mailing list data in advance of the date above? (i.e., a count for printing or postage)
*
Yes
No
What date do you need the preliminary print mailing list data for review?
*
-
Month
-
Day
Year
Should the recipients of the of the print invitation be single or householded?
*
Joint (one mailing/email per house, both spouses addressed on mailings)
Joint, but only include spouse if they meet the criteria as well (ie. if both spouses are reunion alumni list both, if only one is in a reunion year only that one will be listed)
Single (one mailing/email per person)
When do you need the print piece designed?
*
-
Month
-
Day
Year
Date
What quantity is needed? (If list-pull will determine #, please indicate # of extras desired in-hand in addition to # list pull will indicate)
*
Please provide a description of the project including what pieces are needed, sizes, look and feel, other details to guide the design.
*
Please provide a link to print invitation copy
*
Preferred as a google doc
Please provide a link to images for the print invitation
Preferred in a google drive folder, NOT embedded in google doc
What copy/text should be included on the invitation?
*
Images Upload:
Browse Files
Cancel
of
IA Staff who need to review the drafts of the print invitation:
*
List who will provide final approval of the print invitation:
*
Will this invitation be mailed in-house or by an outside vendor (ie. Signature Printing)?
*
In-house
Outside vendor
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Text Blast
Please note that your RNL text blast request must be submitted a minimum of 4 weeks prior to your desired text blast date. Text blasts can only be requested for major and presidential events and will be approved on a case by case basis.
What is the desired text blast send date?
*
-
Month
-
Day
Year
Date
What is the criteria for the text blast list? Please be as specific as possible.
*
Note, texts can only be sent to domestic numbers
Do you need to review the data list for the text blast in advance?
*
Yes
No
If you need to review the list prior, what date do you need the preliminary text blast data list for review?
-
Month
-
Day
Year
Date
Do you need support writing copy for the RNL text blast?
*
Yes
No
If you already have copy for the text blast, please provide the link.
Preferred as a google doc
Staff who should be added to the text blast list
Additional staff who need to approve the text blast
Is there any additional information regarding your text blast request that you would like to include?
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Event Data Request
Do you need an email list or a mailing list?
Email List
Mailing List
Both
When do you need this data?
-
Month
-
Day
Year
Date
What is the criteria for the mailing list? Please be as specific as possible.
*
What is the criteria for the email list? Please be as specific as possible.
*
Would you like any constituencies to be excluded (even if they qualify)?
Deceased
International
Museum Friends (only affiliation)
Trustees (current - term, ex officio, and emeriti)
Trustees (past)
MBOG (current)
MBOG (past)
Estates
Family Foundations
All Organizations
Other
Should the recipients be single or joint or householded?
*
Joint (individual + spouse or partner)
Single (individual only unless spouse or partner is also included)
Will this data list be shared with anyone outside of the IA team? (if yes, please explain on next page)
*
Yes
No
List any additional IA staff members' email address who should also receive a copy of this data.
Separate multiple email addresses with commas or semicolons.
List any IA staff members who should be added to this mail file/email list.
Separate multiple entries with commas.
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Is there anything we should know that wasn't recorded in the form?
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Submit
Should be Empty: