Put together a very basic event plan early (start at least 8 months before the game) as to what you want to do, offer, include, and for how many people (low/high estimate). For example, do you want to

• Arrange for game tickets in a special block of seats?

• Host a Friday evening reception or rally?

• Host the pre-game lunch or tailgate party indoors or outdoors?

• Consider:

  • Type of food and service (buffet, cookout, china service, etc.)

  • Entertainment (Supe speaks, Rabble Rousers, etc.)

  • Pass-outs (shakers, balloons, etc)

  • Decorations and signs (outdoor, room, table, etc.)

• Have a Cadet Pep Band and Rabble Rouser rally?

• Secure a block of hotel rooms at special group rate (try for Army team hotel & rate)?

• Promote the event (mailings, West Point Web Page, newsletters, etc.)?

• Contact and/or involve local Parents’ Club and Army units, both active and National Guard?

• Arrange for special charter buses to game?

• Arrange for special Army parking at game?

Open a dialogue with those who will assist you at West Point. They will provide you with valuable information, help you with early arrangements and make sure that your event gets on the Supe’s calendar.

Contact the home school’s Athletic Department or Conference Service Department to explore services that they are able to supply regarding your event. Plan to negotiate everything; take nothing at its face value. Also, confirm every conversation and meeting in writing.

Contact other vendors, area hotels, charter bus companies, etc., regarding your event. Request that they provide you with a proposal that will offer their very best rates, and let them know that you will be obtaining competitive proposals.

Once the above preliminary work has been completed, refine your basic plan and create a financial spreadsheet that includes all anticipated income and expenses. You will need to settle on a best-guess estimate of the minimum number of people that you expect will attend your event. (You should know that all who come from the Academy will be paying to attend your event, with the following exception: Five free tickets for the spouses of members of the official party has been traditional. Also, you probably will be asked to feed the cadets — Rabble-Rousers, Pep Band members, etc. — who participate at your event. A good rough figure for the number of these cadets is 65.)

No later than 6 months before the game, put together a small committee of key people who will help with and be responsible for major elements of the event (tickets, decorations, fund-raising, promotion, etc.). Include your admissions liaison officer and a representative from the local Parents Club. Meet to discuss any and all ideas, the proposed budget, and agree on the event plan.

Next, meet and present the event plan to your society’s board or the entire membership as appropriate to get their approval.

Confirm by contract or in writing all primary services to be rendered by all suppliers (game tickets, seating & tailgate location, food, hotel, bus, etc.).

Start promoting the event a minimum of four months prior to game day. Use direct mail to contact WPPC and society presidents in the geographic area you want to cover. Use the AOG’s society area list servers to broadcast announcements about the events to individals. Also, have the Academy set up a promotional page for your event on the West Point web site.