Transcript Creating Guest Lists - Virginia Commonwealth University

USC&A - Fraternity and Sorority Life
Virginia Commonwealth University
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
For all members to understand the process of
how guest lists are created and why they are
important.
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The next few slides each have a specific
question on them.
After each question is read write down on a
separate sheet of paper the first person’s name
that you think of.
Do not share your answers with your neighbor.
Do not blurt out your answers.
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Who was
“that guy/girl”
at
your last social
event?
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Who is the
person that
always starts
something at
your event?
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Who is the
person who
breaks things
at social
events?
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Who is the
person who
always comes,
but no one
remembers
inviting?
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We may love, laugh, care and hold these
people close, but why are we still laughing?
Are the men and women that are listed on
those pieces of paper worth it?
Should we prevent these individuals from
attending social events?
Could any of their behaviors jeopardize the
future of our organization?
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The chapter will now
vote by hand on whether
or not the names that
have been collected on
the separate pieces of
paper should be included
on the guest list for the
next social event.
The results will be shared
at the end.
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Inviting People
Guest List
Options
 Choosing the Best
Option
 Making it Happen
 Questions
 Resources
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Follow what is stipulated in your inter/national guidelines.

If your organization does not have specific guidelines for the
number of guests consult with your chapter advisor about
what would be an appropriate number for the event.

Some organizations use 4 guests per member
 i.e. Alpha Beta Members/New Members = 50
 Alpha Beta can invite 200 guests to the event.
 If all guests and members/new members attend there will be 250 people
at the event.
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The guest list should have specific names and
birthdays of all non-members and members
who have been invited to the event.
 A separate guest list should be developed for
each social function.
 Do not make a guest list with the entire student
bodies names listed on it.
 Do not put random or fictional people on your
guest list. (i.e. Barack Obama, Bugs Bunny, Etc.)
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When making guest
lists there are different
options.
 The next few slides will
present some of these
options.
 As each option is
explained think about
which method might
work best for the
chapter.

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Post a list on the organizations bulletin board, online, or
create it during a meeting.

Each member and new member’s name who will be
attending the event should be included on this list.
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Next to each member and new member’s name there
should be a specific number of spots for the number of
guests that each member is allowed to invite to the event.
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The list should be finalized a minimum of 24 hours in
advance.

After the list is finalized it should be typed and printed
out for use at the door to event.
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It is suggested that you have a check-in and check-out
time listed next to each name so that you can keep track
of who came to and is at your event.
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Member/New
Member
Name
Guest Name and
Birthday
___________________
Rodney Ram
04/24/88
___________________
___________________
Lois
Lane
09/29/87
___________________
___________________
John
Doe
12/25/88
___________________
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Have A Nice Day Café - Social Event
Friday, October 14, 2009
9:00 p.m. - 1:00 a.m.
#
Last Name
First Name
Date of Birth
Invited By
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Ram
Rodney
4/24/1988
n/a
2
Lane
Lois
9/29/1987
n/a
3
Griffin
Peter
9/26/1977
Lois Lane
4
Doe
Jon
12/25/1988
n/a
5
Jordan
Michael
2/17/1963
Jon Doe
Time In
Time Out
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Another method of creating a
guest list is to utilize numbered
invitations.
In this option each member
would be given a certain amount
of invitations for the event.
The invitations should be printed
professionally, or made in a way
that they cannot be easily copied.
Keep a list with each member
and new member’s name on it
and the numbers of the specific
invitations they were given.
Sample Invitation
The members of Alpha Beta
invite you to a social event at
Nara Restaurant
Friday, April 10, 2009
9:00 PM - 1:00 AM
#144
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ID’s WILL BE CHECKED AT THE DOOR
Cash Bar for guests over 21 years of Age
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On the night of the
event, keep the sign-in
sheet at the entrance.
 When a guest arrives
write the name of the
guest next to the
invite/member number
when it is turned in.

Invitation List
Member Name
Guest Name
Ellen Sue
#001 _____________
#002 _____________
John Jay
#003 _____________
#004 _____________
Sally May
#005 _____________
#006_____________
Scott Hill
#007 _____________
#008_____________
Eli Green
#009 _____________
#010_____________
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Can we use Facebook
to create our Guest
List for an event?
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YES
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Before you decide to use this
option please make sure to
use your head and think the
entire event all the way
through.
 Make sure that you have also
submitted all of the correct
paperwork for the event to
your governing council as
well any necessary items
required by your
inter/national organization
prior to posting.
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Before creating an event.
 Make sure that your event is in accordance with
and does not violate any of the following:
▪ All of your inter/national organization’s Risk
Management Policies and Procedures.
▪ The Fraternity and Sorority Governing Councils Risk
Management Policies and Procedures.
▪ All applicable laws of the city, county, state, and federal
government.
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
Creating the event
 Event Description
▪ It needs to be accurate and in good taste.
▪ Remember to be responsible as the invitation may be
made public by those who are invited to your event.
▪ Make sure it is not conveying or inferring that you are
holding an event that is violating your policies or your
governing councils policies.
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Event Description
 All events should be specific and never a
reoccurring group.
 There should be a specific time and location for
the event listed.
 Do not make a group like “my fraternity and/or
sorority parties” or one that could represent your
organization intentionally or unintentionally and
attempt to use it as a guest list.
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DO NOT let guest invite their
friends of bring others to your
event.
Enable the wall so questions can
be asked about the event prior.
DO NOT enable photos or
videos.
Make sure the event type is
closed.
The chapter officer responsible
should control the guest list and
there should be no open invites.
DO NOT choose to the show the
event within networks, or make it
searchable.
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
Remember only invite
friends, or people included
in your network.
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Remember no more than
the agreed to set number of
guests per member.
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If those you have invited
decline you can add more,
but you should only do this
to fill the vacancies.
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When using this option make sure to provide the
person overseeing the facebook event with the names
of people that you would like to have invited to the
event, so that they will know who to invite.
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Remember to print out the guest list and to keep a
back-up copy stored on a computer.
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After the event is over make sure to take it down.
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Why do we have guest lists?
What are the important items that we need to
remember when making guest lists?
Which guest list option(s) makes the most
sense for my organization?
Who is not invited to our organizations next
event as a result of the chapter vote?
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FIPG Policy
http://www.fipg.org/FIPG/FIPG.nsf/835fe7d91217664d8525723c007a7545/9c0d3c
4d4ca5614e8525734b007b08a4/$FILE/FIPG%20Policy%20July%202008.pdf
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Fraternity and Sorority Governing Councils VCU Risk Management
Policies and Procedures
http://www.chaptertools.net/site_files/file_1215715513.pdf
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Pi Kappa Phi Fraternity Social Event Planning Guide 2009
http://pikapp.org/downloads/downloads.cfm?filetype=risk_management
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For more information or support please contact:
USC&A Fraternity & Sorority Life Office
907 Floyd Ave., Room 014
Richmond, VA 23284
Phone: (804) 828-4685
Email: [email protected]
Web: www.usca.vcu.edu/greeklife
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