Our Guide to Planning for Founders Day

As we move quickly to the Christmas Holiday, many members of black greek lettered organizations are planning for Founders Days in 2025. Last week, I had the wonderful experience of celebrating Christmas with my sorority sisters during our neighborhood Sister Circle gathering!  Thanks again for hosting Soror Lisa!  

During our lively discussions, we talked about the challenges with streamlining Founders Day events.  Tickets for our Chapter's Founders Day, Chicago Alumnae, sold out within hours.  How to seat all of those sorors while minimizing wait times.  So, I thought that it may be helpful to create a Founders Day Planning Guide.  Here is Part I!

For members of the Divine Nine, Founders Day luncheons are hallmark events, celebrating legacy, brotherhood, sisterhood, and history. However, organizing a large-scale event for members can be challenging, particularly when it comes to managing seating, ticket sales, and ensuring an enjoyable experience for everyone. This guide provides actionable steps to streamline the process and avoid common pitfalls.

Common Challenges

1. Seating Conflicts:

   • Members holding seats for late arrivals. (Annoying unless they are holding a seat for you!)
   • Disputes over reserved seating versus open seating. (Controversial, but absolutely the best practice).
   • Difficulty accommodating last-minute arrivals. (People like my line sister. She knows who she is!)

2. Ticket Sales:

   • Overselling tickets due to miscommunication or lack of a cap. (Or just trying to make the most money for those scholarships!)
   • Inefficient systems for assigning seats or tables. (open seating)

3. Member Expectations:

   • Requests for group seating that may conflict with pre-assigned arrangements. (Sorors who pull rank).
   • Late RSVPs or unexpected guests. (My same line sister!)

4. Logistics:

   • Managing check-ins efficiently.
   • Ensuring accessibility and inclusivity for all members.

Here is how to handle it! A Step-by-Step Guide for Managing a Successful Sorority Founders Day Luncheon

1. Start Planning Early

• Set a Budget: Account for venue costs, catering, decorations, audio/visual equipment, and contingencies.
• Choose a Venue: Select a location with flexible seating arrangements, ample parking, and accessibility for all members. Confirm as soon as possible to get the best rates and avoid extortion.
• Establish a Committee: Assign roles such as ticket sales, seating arrangements, decor, and logistics. Choose people who are doers - placeholders not allowed!

2. Streamline Ticket Sales

• Pre-Sell Tickets: Use an online platform like Eventbrite or a sorority-specific system to sell tickets well in advance. Include an RSVP deadline.
• Offer Table Packages: Allow chapters to purchase tables for their members, ensuring seating arrangements align with their preferences.
• Set a Capacity Limit: Avoid overselling by capping ticket sales based on venue capacity.

3. Design an Efficient Seating Plan

• Assigned Seating: Create a detailed seating chart to avoid disputes. Use table numbers and name cards for clarity.
• Reserve a Few Open Tables: Keep a limited number of tables open for late arrivals or unexpected guests.
• Accommodate Special Requests: Include dietary restrictions, accessibility needs, and group seating preferences in the RSVP form.

4. Communicate Expectations Clearly

• Send Out Instructions: Provide detailed event information, including arrival times, dress codes, and seating policies.
• Address Seat Holding Policies: Politely remind members not to hold seats for late arrivals to maintain fairness.

5. Streamline Event Check-In

• Digital Check-In System: Use QR codes or an app-based system for quick and easy check-ins.
• On-Site Volunteers: Assign committee members to greet guests, direct them to their seats, and handle last-minute seating requests.

6. Manage Late Arrivals

• Dedicated Late Arrival Area: Designate a few tables near the back for members who arrive late.
• On-Site Updates: Use signage or a digital display to update latecomers on where to sit.

7. Ensure a Memorable Experience

• Engaging Program: Plan engaging speakers, videos, or performances that highlight the sorority's history and achievements. 
• Personal Touches: Incorporate sorority colors, flowers, or a photo booth to enhance the atmosphere.
• Time Management: Stick to the schedule to ensure the program flows smoothly.

8. Follow Up After the Event

• Send Thank Yous: Acknowledge members, chapters, and vendors who contributed to the event's success.
• Gather Feedback: Use surveys to learn what worked well and what could be improved for next year.

Pro Tips for Success

• Practice Seating Assignments: Test your seating chart with volunteers to identify potential bottlenecks.
• Communication is Key: Update members regularly to avoid confusion or misunderstandings.
• Expect the Unexpected: Have a backup plan for everything, including extra tables, chairs, and meals.

By implementing these steps, Founders Day luncheons will run efficiently, leaving members to focus on celebrating the sisterhood and legacy of your sorority. With careful planning and clear communication, challenges like seating conflicts and late arrivals can be minimized, ensuring a smooth and successful event.