Hosting a Global Alumni Gathering - FAQs

As the host, you’ll be the main organiser of your event. This includes:

• Choosing the date, time and venue
• Booking the venue
• Welcoming guests on the day
• Meeting and greeting alumni
• Sharing a few University updates (provided by the Team)
• Liaising with the alumni office and sharing details of your event

We’ll work closely with you and provide support:

• Let you know how many alumni are in your area and how many you might expect to attend your event
• Advice on choosing a suitable venue

• Email an invitation to alumni in the area
• Send a digital toolkit and event pack containing UoB merchandise etc.

• Include your event on our online events calendar Alumni events calendar - University of Birmingham

• Create and manage the event registration form for you
• Promote the event on our social media channels including Facebook, LinkedIn, Twitter and Instagram.

Here are a few helpful tips:

• It could be a restaurant, bar, café, or even a picnic in the park - whatever works best for your group and local culture.
• Choose a venue that is easy to reach by public transport and in a central, well-known area to reduce drop-outs. If guests are likely to drive, check for nearby or onsite parking.
• Accessibility: Ensure step-free access, lifts (if needed), accessible toilets, and comfortable seating so everyone feels welcome.

We usually recommend that guests pay for their own food and drinks. Including an approximate cost per person in the event description is helpful.

We do not expect hosts to cover any costs. If possible, choosing a venue that does not require a deposit can help reduce financial risk in case of drop-outs.

All University of Birmingham alumni, students, prospective students and staff are welcome to attend. Most events are also open to bringing one guest.

Once invitations are sent, the team will keep you updated on registration numbers. This will help you adjust arrangements with the venue if needed.

Yes. Closer to the event date, we’ll share the list of registered attendees with you along with their email address. This allows you to connect with guests ahead of the event and share final event details or updates. In line with GDPR policy, the registrant list must not be shared beyond this event. If contacting all registrants at once, please use BCC email function to protect personal data.

We will also share your contact details with guests so they can contact you with any urgent queries.

Once you’ve submitted the Host Invite Form, we’ll be in touch within a few weeks.

As we receive a high volume of requests and have limited capacity, we require the form to be completed in full before confirming we can support your event.

Yes, just a few simple things:

• Email the Alumni office with
• A few group photos
• The final attendance list
• Any feedback you may have

We love hearing how the event went!

Please feel free to get in touch with us at alumnievents@contacts.bham.ac.uk, we’re always happy to help.