Summer Send-Off events allow incoming students an opportunity to be introduced to the local Brown community and hear about the Brown experience from alumni and current students. Clubs are encouraged to approach Summer Send-Offs as a virtual or in-person summer event that can be held with a broad Brown audience, including alumni, parents, current students, incoming undergraduate and graduate students, and post-docs. Alumni clubs organize these events, though a current parent or non-board member alumni may serve as the event coordinator or host in some areas. 

July –  Mid-August. This is the recommended window to reach as many new and current students as possible. The orientation page is the best place to review upcoming academic dates, such as pre-orientation arrival and move-in day. 

Have it on the weekend!  This opens up more flexibility in regard to work. 

You can work within your Club or regional community to select a date, time, (virtual) location, and event planner for the Send-Off event. Once these details have been established, please submit the [Event Participation Form] to let the Alumni Relations team prepare essential materials to support your event. A complete listing of events may be viewed by visiting the inaugural Summer Send-Off website. 

For many incoming students and their families, a summer sendoff is their first experience as members of the Brown community and sets the tone for their sense of belonging as they embark on their first semester, so it is essential to consider the accessibility and inclusivity of the location when planning a summer sendoff event. While hosting the event at a private residence may seem like a good idea, it can create barriers for some students.

To ensure that all students feel welcome and included, it is recommended to choose a location that is transit accessible and open to the public, such as a park or community center. This allows students to attend the event with ease, regardless of background or disability.

By prioritizing inclusivity and accessibility in event planning, you can create a more positive and engaging experience for all participants. So, be mindful of your chosen location and consider the potential barriers some students may face.

Make your registration page at least a month before your event. 6 weeks is best to begin marketing. Let us know by completing this form if you have a Summer Send-Off. We will ask you for a link to your registration page on our inaugural [Summer Send-off website]. 

Typically, these events are free to incoming students, their families, and current students. However, a club may charge a fee for alumni and other guests to help subsidize the hosting costs or to help guarantee more turnout and fewer no-shows. 

Many clubs hold a potluck picnic at a local park or community center to decrease costs.

Alumni Relations Office will email incoming first-year students in mid-July, directing them to the Summer Send-Off website, which lists all events. In addition, our colleagues on the Parents and Families team in Advancement will also share this information with their cohort.

Club Event Coordinators should send marketing emails to current and newly enrolled Freshmen and Graduate students, parents, and alumni (if they choose).

Graphics have been created for your use with any email or social media marketing. Find them here.

You will provide the communication content for incoming students. Remember, many incoming students, the Brown community is totally new make sure you communications emphasize and encourage them to:

• bring family/guests

• dress casually 

• Let them know there will be games (bocce ball, checkers, connect four, corn hole, etc.) 

• Be clear that there is food and drinks, explicitly stating what kind and 

• some Brown swag just for them!

For current students, emphasize the chance to meet students they may not know from campus and a chance to help incoming students feel less anxious in this new step in their life. Encourage them to tell their schoolmates to come to! 

You can communicate with all current students, parents, and alumni via BRAVO and the club's other communication and social media vehicles. Communications to incoming students and parents before August 1 will be coordinated through the alumni relations office. 

Once students enroll, the admissions office prepares for the next group of applications, so there is no access to the email address used throughout the application process. That being said, students are encouraged to check their Brown email accounts throughout the summer.

Alumni Clubs teams hope to provide physical giveaway items to participating clubs and regions.  What is shipped will be based on the information you gave in your events form for attendance capacity and our knowledge of the number of incoming students.  We will be unable to supply enough items for every student in attendance.