2014 Dinner Postex

Email Communications

• 1/23/2014 (90 days before event) – Class of 2014 sent to all members  “save the date” (SENT 1 DAY EARLY)
• 3/11/11/2013 – Invitations from the Class of 2013 emailed to membership (4 DAYS EARLY)
• 4/4/2014 – USNA Out sent early registration reminder (1 DAY EARLY)
• 4/24/201 – USNA Out sent to dinner attendees updated SOE of the evening (Not in POAM, but could/should be included as action item in the future.

RSVPs

The RSVP period was 48 days long.
46 total RSVPs received of 302 non-mid members (15.2%)

When

• 18 – 39% RSVPs received immediately after first email
• 13 – 28% RSVPs received after initial rush before 3 week reminder
• 12 – 26% of RSVPs received after 3 week reminder before deadline
• 2 – 4% received after deadline (1 AD)
• 1 – 2% received after event

How

• 4 RSVPs received via email after initial invitation
• 42 RSVPs received via website

About the Event

“Save the Date” via email 90 days prior to the event per common protocol.

Invitations composited via photoshop (file linked below) and emailed to all alumni, faculty, staff, parent members. No mids nor courtesy distribution. Invite included time/location as they were set in time for the emailing.

A “schedule of events” was prepared and printed on goldenrod card stock. 8 half sheets were placed notables but were quickly absorbed by guests.

Attendees were provided pre-printed name Avery 74461 badges created online at http://www.avery.com/avery/en_us/Templates-%26-Software/Software/Avery-Design–Print-Online.htm.
Merging CSV file of attendees (First name, Last name, class) with USNA Out logo in ULH corner, printed to PDFs which were then taken to FedEx to print on white & blue card stock.

Midshipmen had an option to be designated as “ok to be in photos” or “not ok.” All midshipmen name badges were reversible. Those who were OK were initially given their name badge with the white (same as alumni) side showing, those who were not comfortable were initially blue.

Program proceeded exactly per the programmed times.

Recommended changes: Add housekeeping announcements to the program. Needed announcements include:

“Awards” presentation choreography went as follows: Eight alumni introduced the eight soon to be ensigns from ’14 and each alum introduced the next alum. Because of the size of the crowd all of whom fit under the tent, the awards ceremony felt more intimate and personal than other outdoor presentations of the past.

Awards were given to all first class in attendance regardless of USNA Out membership as prescribed by the USNA Staff JAG. 

Written script was provided to presenters.

Most of the name badges returned for reuse.

Award/Event Inventory

At the completion of the event, USNA Out has in stock:

NEEDS UPDATE FROM 2013

• 140 Avery 74461 clip on name badges
• 5 – soft ENS shoulder boards
• 5 – garrison cap officer shields
• 1 – collar devices
• 2 – Men’s hard ENS shoulder boards – unboxed
• 1 – Women’s hard ENS boards w/USNA Out logo and collar devices wrapped in BLUE tissue
• 2 – black Marine globe & Anchors in boxes
• 2 – sets of 2 Marine globe & anchor bright
• 1 – roll of tickets
• a little bit of blue and little bit of gold tissue paper
• 4 – clear poly pint gift cans

  ---

  A big THANKS to all those who had roles in making the class of 2014 Midshipman’s Dinner happen. Special BRAVO ZULUs to:

  Board member Kristin Barnes ’92 – who procured the ensign & 2Lt insignia for the soon-to-be graduates, ran interference with the Staff JAG, and wrapper the awards for presentation.

  Special thanks to three members who were major contributors to the event, Jeff McClellen ’84, Rob Beer ’90, Mike Engler ’75 and the SIX other board members and SEVENTEEN other USNA Out members whose contributions allowed this event to be “no cost” to all midshipmen attending.

  

  Alumni support for the dinner continues to grow
  whether or not they are able to attend

  
  

  Attendance by alumni was down by 30% from previous year. Analysis of 34 alumni identified as having attended one of the previous 5 dinners, 26 either RSVPd regrets or have moved out of the DC area. Reasons for no-attenance of 8 others unknown. Four alumni (20%) were joining the dinner for their first time.

  Numbers by the Year

  	2009	2010	2011	2012	2013	2014
  Mids – 1/C	4	7	5	18	13	8
  Mids – 234/C	14	14	13	11	20	14
  Mid guests	1	2	6	12	7	6
  Alumni	6	18	33	30	30	21
  Alumni guests	5	6	12	13	11	9
  Others				6	1	6
  Total Attendees	30	47	69	90	82	64
  Donor attending	1	1	4	5	11	17
  Donor absentia	0	0	3	5	10	9
  Total Donors	1	1	7	10	21	26
  Dinner Food & Bev	N/A	$1500	$8006	$6923	$4639	$5773
  Decor/Printing	N/A	$0	$0		$94	$13
  Dinner Total	N/A	$1500	$8006	$6923	$4733	$5786
  Dinner Revenue	$0	$1500	$1999	$5445	$5026	$4960
  USNA Out Subsidy	$0	$0	$6006	$1478	-$387	$812
  Ticket Price	$0.00	$0.00	$50.00	$50.00	$60.00	$65.00
  Cost/attendee	N/A	$31.91	$116.03	$76.92	$56.57	$90.20
  Subsity/attendee	N/A	N/A	$87.05	$16.42	-$4.71	$12.69
  Awards	N/A	$394.90	$557.79	$468.00	$429.00	$263.53

  This report is here for info and resource of lessons learned for subsequent events, i.e. “how did we do it last time” and “how can it be better.” To see the history of all dinners, see http://usnaout.org/evolutions-alumni-student-dinners. Due to overwhelming very positive comments after the event, a post-event survey was not sent to attendees as in past years.

  Attendance

  Attending: 64

  • 22 mids
  • 6 guests of mids
  • 21 alumni
  • 9 guests of alumni

  No shows: 3
  Unplanned: 1 – “ally” midshipman 2/C
  Tag along mids: 0

  Note: No “hidden on the roster” nor unknown mids arrived at this event, a consistent pattern since the end of DADT.

  Funding (unaudited)

  The Class of 2014 executed the dinner event remaining within $1000 of collected funds which was the goal of the Chair & treasurer.

  $5,000.00 contributions via PayPal®
  $ (154.67) PayPal fees
  $4,845.33 net PayPal receipts
  
  $   115.00 checks
  $     0.00 cash received at dinner
  $4,960.33 Total receipts
  
  $5,772.52 Catering
  $   13.22 Printing
  
  $5,785.74 Total expenses
  
  $ 825.41 Shortfall paid by USNA Out
  

  $292.71 in sales taxes which would have been precluded with Determination Letter (not received until 5/5/14)

  ---

  The Event – What Happened and When

  Planning

  A POAM was re-developed from 2013 and followed. Most actions completed ahead or on schedule. Items not accomplished as planned were:

  • Linking alumni to midshipmen for awards. List of alumni attending with mini-bios was forwarded to Mid coordinator on 4/7 who forwarded list to 1/C on 4/21, received back from Mids on 4/23.
  • Printing of name badges on Friday night vice week before.

    Email Communications

    • 1/23/2014 (90 days before event) – Class of 2014 sent to all members  “save the date” (SENT 1 DAY EARLY)
    • 3/11/11/2013 – Invitations from the Class of 2013 emailed to membership (4 DAYS EARLY)
    • 4/4/2014 – USNA Out sent early registration reminder (1 DAY EARLY)
    • 4/24/201 – USNA Out sent to dinner attendees updated SOE of the evening (Not in POAM, but could/should be included as action item in the future.

    RSVPs

    The RSVP period was 48 days long.
    46 total RSVPs received of 302 non-mid members (15.2%)

    
    

    When

    • 18 – 39% RSVPs received immediately after first email
    • 13 – 28% RSVPs received after initial rush before 3 week reminder
    • 12 – 26% of RSVPs received after 3 week reminder before deadline
    • 2 – 4% received after deadline (1 AD)
    • 1 – 2% received after event

    How

    • 4 RSVPs received via email after initial invitation
    • 42 RSVPs received via website

    About the Event

    “Save the Date” via email 90 days prior to the event per common protocol.

    Invitations composited via photoshop (file linked below) and emailed to all alumni, faculty, staff, parent members. No mids nor courtesy distribution. Invite included time/location as they were set in time for the emailing.

    A “schedule of events” was prepared and printed on goldenrod card stock. 8 half sheets were placed notables but were quickly absorbed by guests.

    Attendees were provided pre-printed name Avery 74461 badges created online at http://www.avery.com/avery/en_us/Templates-%26-Software/Software/Avery-Design–Print-Online.htm.
    Merging CSV file of attendees (First name, Last name, class) with USNA Out logo in ULH corner, printed to PDFs which were then taken to FedEx to print on white & blue card stock.

    Midshipmen had an option to be designated as “ok to be in photos” or “not ok.” All midshipmen name badges were reversible. Those who were OK were initially given their name badge with the white (same as alumni) side showing, those who were not comfortable were initially blue.

    Program proceeded exactly per the programmed times.

    Recommended changes: Add housekeeping announcements to the program. Needed announcements include:

  • explanation of the badge colors
  • returning badge holders
  • encouraging pictures for sharing the event with those not there

    “Awards” presentation choreography went as follows: Eight alumni introduced the eight soon to be ensigns from ’14 and each alum introduced the next alum. Because of the size of the crowd all of whom fit under the tent, the awards ceremony felt more intimate and personal than other outdoor presentations of the past.

    Awards were given to all first class in attendance regardless of USNA Out membership as prescribed by the USNA Staff JAG. 

    Written script was provided to presenters.

    Most of the name badges returned for reuse.

    Award/Event Inventory

    At the completion of the event, USNA Out has in stock:

    NEEDS UPDATE FROM 2013

    • 140 Avery 74461 clip on name badges
    • 5 – soft ENS shoulder boards
    • 5 – garrison cap officer shields
    • 1 – collar devices
    • 2 – Men’s hard ENS shoulder boards – unboxed
    • 1 – Women’s hard ENS boards w/USNA Out logo and collar devices wrapped in BLUE tissue
    • 2 – black Marine globe & Anchors in boxes
    • 2 – sets of 2 Marine globe & anchor bright
    • 1 – roll of tickets
    • a little bit of blue and little bit of gold tissue paper
    • 4 – clear poly pint gift cans

      ---

      A big THANKS to all those who had roles in making the class of 2014 Midshipman’s Dinner happen. Special BRAVO ZULUs to:

      Board member Kristin Barnes ’92 – who procured the ensign & 2Lt insignia for the soon-to-be graduates, ran interference with the Staff JAG, and wrapper the awards for presentation.

      Special thanks to three members who were major contributors to the event, Jeff McClellen ’84, Rob Beer ’90, Mike Engler ’75 and the SIX other board members and SEVENTEEN other USNA Out members whose contributions allowed this event to be “no cost” to all midshipmen attending.