Volunteer Toolkit

 

Thank you for volunteering to make OWU Near You a success!

This event has been developed to connect Bishops across the country and the globe, and it would not be possible without your help.  Thanks to your efforts, Bishops in your area will recount fond memories and share inspiring stories while growing their networks.

We want you to have some fun with OWU Near You!

Below is a guide to help you map out your successful event. We ask that you use social media and email as a tool to spread awareness to your network. Of course, we encourage you to connect with old friends through other forms of communication, too. Don't be afraid to get creative!

Remember: When you email fellow Bishops in your area, you're not bothering them; they trust you as a fellow Bishop, and you're encouraging them to attend a new Ohio Wesleyan tradition. When you post on social media, the OWU community will be thankful for your leadership. And finally, when familiar smiling faces meet new ones in person, it's going to feel special to know that you've helped to bring Bishops back together across the globe!

Host Responsibilities: Before the Event 

Social Media Guidance & Templates

Email Templates 

Host Responsibilities: At the Event 

Before the Event: Hosts have four main responsibilities

1. Locate a Venue

2. Volunteer Confidentiality

3. Promote Your Event Using Social Media

Use this outline and the templates below to spread the word to your networks via social media.

  • Registration is Live! (Early August) 
    • Make sure your followers and friends can click the link! https://owu.edu/nearyou/ 
  • Reminder (Late August/Early September) 
    • Give them the time and place! https://owu.edu/nearyou/ 
    • Share something exciting, like "20 people have said they're coming!"
  • On the day of the event! Share your excitement.

4. Send An Introductory Email

Use this outline and the templates below to send emails to local Bishops. The university will provide you with an email list.

  • Introduce yourself and the event 

    • Include registration link https://owu.edu/nearyou/ 

  • Give a "two weeks left" reminder 

    • Set expectations (How many people plan to attend? What should attendees wear? Is there parking available nearby? Will there be food or drink? Etc.)

Social Media Guidance & Templates

General Guidance

Feel free to adapt the language and structure of each post to match your own voice and fit the social media networks you choose.

Use both Instagram and Facebook, if possible. If you aren't already in one, join a Facebook group of Ohio Wesleyan alumni.

Hashtags to use on every social network

#OWUNearYou (Use capital letters to distinguish words, sort of like spaces)

#OWUAlumni

#OhioWesleyan

Tag OWU. Use @ohiowesleyanuniversityalumniassociation on Facebook and @owualumni on Instagram

Images You Can Use

Social media posts are always more engaging when you include an image. Feel free to save the images below to your device and include them in your post. Or include your own if they're related to the event. Choose a vertical or square image based on the platform to which you are posting.

Template 1: Registration is live! (Early August)

Text:

Delaware doesn't have to feel so far away … Ohio Wesleyan is coming to [city name]! #OWUNearYou from September 11-19, 2024, Bishops will gather in cities around the globe. The exciting get-together includes [city name], and we'll be meeting from 6-8 p.m. at [venue] on {specific date}!

[Consider adding emojis to break up text: ]

Registration is live! Visit https://owu.edu/nearyou and spread the word. I look forward to seeing you! Send me a private message for more information.

[photo]

Template 2: Reminder (Mid to late August)

Text:

Have you registered for #OWUNearYou? Join us at [venue] in [city] to connect with fellow Ohio Wesleyan alums and celebrate our shared experiences. You'll have a great time and there's no cost! Register today https://owu.edu/nearyou 

[photo]

Template 3: Day of the event

Tonight is the night. I look forward to connecting with you at OWU Near You. The event starts at 6 p.m. at [venue name]. [Insert any other relevant details or reminders, like where to park, what to wear, how many people will be there, etc.]

[Consider adding emojis to add visual interest:]

[photo]

Email Templates

Template: Introduction (early August - early September)

Text:

Ohio Wesleyan alumni, parents, and friends, 

I hope you will join me on [specific date]  for the new OWU Near You event.  This new tradition is a wonderful way for Ohio Wesleyan alumni, parents, and friends from the {CITY} area to catch up and share memories about the university we love. Here are the details:

OWU Everywhere

Wednesday, September 12, 6-8 p.m.

VENUE NAME AND ADDRESS

[Registration link]

I look forward to seeing you there!  Please let me know if you have any questions.

Best,

NAME and CLASS YEAR/PARENT YEAR

At the event: Hosts have 5 main responsibilities 

  1. Set up the check in-table. Greet attendees and get them to sign in.  

    • Arrive 20-30 minutes early to set-up. Make sure the check-in area is easily identifiable to attendees.

  2. Make some valuable connections. Work the room.  

    • Help facilitate conversations between others, too. 

  3. Give the "One-Minute Message" to the group.  

    • Halfway through your event when a critical mass of attendees have arrived, address the group to offer a "One-Minute Message". 

  4. Ask a staff member to take a high-quality photograph of the group. 

    • Do this before people start leaving! You can email your group photo to Nick Bowlby for a chance to be featured on the Ohio Wesleyan Instagram story.

  5. Hold on to the sign-in sheet! 

    • Submit it afterward to Nick so that we can thank attendees.

HAVE QUESTIONS? 

Nick Bowlby

Associate Director, Alumni & Volunteer Engagement 

ndbowlby@owu.edu

740-368-3307