Football Review and Presidents Suite Invitation Process
Great opportunity to engage top university donors, prospects, and volunteers through a coordinated event hosted by the President. The process involves assigning games, inviting guests to the President's Suite, creating electronic invitations, managing RSVPs, and following up on responses to ensure a seamless game day experience for all attendees.
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Presentation Transcript
Football Review Football Processes 101
Background Great opportunity to invite the University s top donors, prospects, volunteers to cultivate and steward Event is hosted by the President and coordinated by Development Office of Donor Relations and Special Events manages the process as well as the game day experience Year-long effort to plan and execute a seamless game day experience for our guests 2 9 / 2 4 / 2 0 2 4
Presidents Suite Invitation Process Game assignments are done in mid-February and memos are sent to Deans and Chancellors at the end of the month Assigning games is built around an equitable process Prospect Management sends each unit a list of suggested prospects to invite (early March) Deans and Chancellors work with their Directors of Development to choose who they should invite to the suite (March and April) Donors/prospects are contacted and verbally invited to their unit s assigned game (March and April) Upon verbal acceptance, donors interested in coming to the game are submitted into the Football Referral app (March and April) 3 9 / 2 4 / 2 0 2 4
Presidents Suite Invitation Process (cont d) Development s Senior Leadership reviews list of invitees and list of unassigned prospects and adds to each game s invitation list (May) Electronic invitations are created with the help of Development Communications (May/June) Electronic invitations are sent in tiers (July and August) 4 9 / 2 4 / 2 0 2 4
Invitations Invitations are sent electronically through Cvent Updated email addresses are needed to send invitations. Is the donor s email correct in AWA? An email will be sent to your unit when guests have been issued an invitation The RSVP deadline is one month prior to the game date and will be adhered to strictly Event Reminders will be sent a week before the game 5 9 / 2 4 / 2 0 2 4
Responses Responses can be found on the Event s Calendar of Launchpad and updated every Monday Follow-up is required for those who have not responded 6 9 / 2 4 / 2 0 2 4
Waitlist The waitlist will capture guests who: exceed your unit s allotment were not submitted initially in March and April are requesting to go to another game want to bring additional guests Waitlist requests need to be sent to me (ajz118). Requests need to include: donor s name AWA number game requested ticket quantity requested detailed rationale as to why they should be invited 7 9 / 2 4 / 2 0 2 4
Waitlist (contd) Waitlist decisions are reviewed with Development s Senior Leadership and generally don t occur until after the RSVP deadline and sometimes not until the week of the game Tickets are non-transferable. Any change in guest should be communicated to me 8 9 / 2 4 / 2 0 2 4
Ticket Accountability Ticket Accountability is the University s internal audit Each guest invited needs to be compliant based on the NCAA s policies and regulations To account for each ticket, I need: name and current address of everyone attending the suite are they a prospective student-athlete? are they a college varsity athlete? are they a government official or employee? are they a Penn State employee? 9 9 / 2 4 / 2 0 2 4
Hotel Accommodations Room block codes have not yet been provided Currently working with the Reservations Manager to see if University Room Blocks will be utilized this season 10 9 / 2 4 / 2 0 2 4
Game Day Reminders An event reminder will be sent the Monday before the game and will cover the details of the day Tailgates will be held rain or shine. Please remind guests to dress for the weather and umbrellas are not permitted into the stadium. There is no defined dress code guests range from gameday attire to business casual Guests coming to the tailgate and/or the stadium are permitted to bring the following three bag options: 12" x 6" x 12" clear tote bag 11" x 11" x 0" resealable one-gallon plastic bag (no bigger than 12" x 6" x 12") 4" x 6" x 1" small clutch or wristlet 11 9 / 2 4 / 2 0 2 4
Its Game Day! Tailgate starts two and a half hours prior to kickoff; tailgate ends 30 minutes before kickoff. The President s Suite will also open at this time but guests will still need to pick up their tickets at tailgate registration in order to enter Beaver Stadium and the President s Suite The tailgate is open seating and it is important to know there will not be seating for each guest Suite tickets are provided at the tailgate. Each guest will have an assigned seat in the President s Suite. Their seat assignment appears on their ticket. Guests not coming to the tailgate, can pick up their tickets at the concierge s desk inside the Suites Entrance of Beaver Stadium 30 minutes before kickoff An EMT is on-site 12 9 / 2 4 / 2 0 2 4
Its Game Day! (contd) Free parking is available at the 331 Building at Innovation Park Transportation to the tailgate (Medlar Field at Lubrano Park): begins 15 minutes before the start of the tailgate and runs continuously for one hour to take guests to the tailgate is available after the tailgate for guests who do not want to go to the game Transportation from the game (Beaver Stadium): is available immediately after the game shuttles will be located outside the Suites Entrance guests needing to leave the game early can do so until the end of half-time. After half-time, shuttles will not leave until they are full 13 9 / 2 4 / 2 0 2 4
Its Game Day! (contd) If a guest leaves something behind on the shuttle, at the tailgate, or in the suite, please let me know Photographers will be at the tailgate and in the suite to take pictures of guests. Photos will be sent after the game via Cvent 14 9 / 2 4 / 2 0 2 4
Outside Ticket Requests Development has a limited number of season tickets to sell to donors and prospects If your donor/prospect is interested in purchasing tickets, please email me with your donor s name, AWA number, game name, number of tickets required, and detailed rationale as to why they should be considered to purchase tickets Decisions regarding tickets are ongoing and vetted through Development s Senior Leadership and can be made as late as the week of the game for higher demand games Priority for tickets is given to major donors/prospects Ticket invoices are sent electronically to the donor/prospect and paid for via a major credit card online 15 9 / 2 4 / 2 0 2 4
Outside Ticket Requests (contd) Once payment is received, tickets are transferred via the Penn State Sports app these are mobile tickets and a smartphone is required Sponsoring units can pay for the donor s tickets but the funds cannot come from a Development budget 16 9 / 2 4 / 2 0 2 4
Contact Information Mandy Naberezny Associate Director of President s Suites and Ticket Accountability Office of Donor Relations and Special Events 2601 Gateway Drive, Ste 300 State College, PA 16801 814-867-1799 ajz118@psu.edu 17 9 / 2 4 / 2 0 2 4
