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Guidelines and FAQs

Guidelines



To submit an event for Caltech Together, all alumni hosts must understand the following:

    • Events must be submitted at least 8 weeks in advance to allow sufficient time for review, promotion, and coordination.
    • All expenses incurred in organizing and hosting events are covered by the alumni event host and/or participants.
    • The alumni event host must share the final list of attendees with Caltech Alumni Relations within one (1) week following the event.
    • This event, its host(s), and all attendees will follow the Caltech Alumni Relations and Caltech Alumni Association event conduct policy which states:

All Caltech Alumni Relations and Caltech Alumni Association events, event hosts, and event attendees must abide by the following conduct policies to ensure a positive, inclusive and welcoming experience during all online, on-campus, and off-campus functions:

    • The event host(s), and attendees (including their guests) will uphold the Caltech Honor Code.
    • The event, location, and venue must be inclusive, accessible, and welcoming for all Techers.
    • Non-Caltech approved fundraising is prohibited in addition to political activity, petitions, and solicitation for any individual, business, entity, group, or organization.
    • Inappropriate behavior should be reported to the event host or Caltech Alumni Relations staff (if present).
    • Conduct that is deemed in violation of any of these policies can be grounds for removal from the current and/or future Caltech Alumni Relations and Caltech Alumni Association Events, including removal from invite lists/marketing/communications.

To submit an event for consideration, complete the Caltech Together event submission form.

Still have questions? Contact info@alumni.caltech.edu.

Submit an Event
Alumni tour of Hadrian Manufacturing

FAQs

How do I submit a Caltech Together event?
Fill out an event form here and include all your details and all host names. Caltech Alumni Relations will review all submissions, ensure they meet event guidelines/criteria, and contact you for additional information.

I submitted an event. How do I know if it’s been accepted?
All event submissions must be received at least eight (8) weeks prior to the event date for consideration in calendar listings and marketing support. All events submitted within that time frame that meet the event guidelines will be reviewed by the Caltech Alumni Relations office for next steps. Please allow 3-5 business days for a team member to contact you regarding your submission.

Is there a limit on the number of events I can host?
No! As long as your event is submitted within the required time frame and meets the event guidelines, you can submit multiple events that are designed to bring Techers together.

My event is less than 8 weeks away. Can I still submit it?
All events must be submitted at least eight (8) weeks prior to the event date to review event details, coordinate registration, build marketing, and outreach to participants. Any event submitted under this time frame is considered “short notice” and may limit options for publishing or promoting the event. Caltech Alumni Relations will review all events submitted and determine their acceptance.

What kind of marketing support does Caltech Alumni Relations provide for my event?
Staff will support your event by:

    • Creating an event registration form to be completed by guests
    • Creating a customized Caltech Together graphic for your event
    • Adding your event to the CAA website events calendar
    • Adding your event to the Techer Professional network and applicable regional groups
    • Sending segmented emails to alumni in your area
    • Including your event in our monthly Techer e-news email
    • Tracking registration

Can CAA provide financial support for my event?
All Caltech Together events are fully funded by the event host(s) or the participants. Neither Caltech nor the Caltech Alumni Association will provide financial assistance for expenses associated with a Caltech Together event.

Can you collect the registration fees for my event?
Caltech Alumni Relations may be able to support collecting registration fees for certain types of events with fixed registration fees/costs.
Examples include:

    • Entrance fees to a museum or venue
    • Set pricing per person for prix fixe menus/buffets at a restaurant or bar
    • Group tickets to an event or experience

With your collected fees, Caltech Alumni Relations will help pay the venue directly or reimburse the alumni host after the event. Please indicate this on your interest form and a team member will work with you on what is possible.

The details of my event changed. Who should I notify?
Please contact info@alumni.caltech.edu with your event changes. Please allow sufficient time for Caltech Alumni Relations to update the Alumni Association Events Calendar and associated event marketing.

I need to cancel my event, what do I do?
If you need to cancel an approved and posted event, contact info@alumni.caltech.edu.



Is there anything I need to do after my event is over?

Yes! Please send your final event attendance list to the Caltech Alumni Relations team no later than one week after your event. Be sure to share any photos or videos your guests feel comfortable sharing, and any feedback or details from the event.

 

Questions? Contact info@alumni.caltech.edu