Introduction

Far more than escapades, alumni reunions are opportunities to rekindle the golden moments, reconnect with close friends, and celebrate collective experience in learning and personal development. For one of India’s most hallowed institutions, Andhra University, the 2018 alumni reunion was poised to break a new record for involvement and interest.

Founded in 1926 at the port city of Visakhapatnam, Andhra University has become a symbol of higher learning, boasting over 313 diverse courses and a vast international alumni network. Alumni of the university have ascended to the top levels of government, business, academia, and research globally. But with this glorious legacy and vast alumni base came the age-old issue: engaging alumni.

The Challenge: Hosting a Reunion on Humongous Scale

The Andhra University administration knew that the key to the success of alumni community is to keep the members continuously engaged. With this in mind, the university planned to host a grand Alumni Reunion on December 10, 2018—a reunion which aimed to bring together alumni from all generations and geographies.

But the scale of the event presented overwhelming challenges

• Dated Alumni Database: Decades’ worth of graduates left contact information missing, outdated, or dispersed across numerous sources.

• Poor Communication: Stale practices of contacting alumni, such as mail or occasional emailing, were not up to reaching an enormous big crowd.

• Hand Coordination: Putting together and coordinating so massive an event involved lot of manpower effort, causing inefficiencies and the likelihood of error.

• Low Participation Risk: With no focused outreach and engagement effort, high participation was a long shot.

The university saw that to turn the reunion into a celebration, they needed something more capable and scalable—something that was touching thousands of alumni in a relevant and compelling way.

The Solution: Partnering with AlmaShines

In October 2018, two months before the reunion was to take place, Andhra University Alumni Association (AAA) partnered with AlmaShines to create a one-stop alumni interaction platform. The objective was to have an easy, modern experience that would not merely orchestrate the reunion but also pave the way for long-term alumni interaction.

Important Features of AlmaShines Platform:

• Multichannel Communication: The platform enabled the university to reach alumni across email, social media, and direct message, thus making communication ubiquitous, timely, and cost-effective.

• The Increasing Database: With digital resources and targeted campaigns, the university rapidly built its active alumni database by leaps and bounds from 6,000 members to 15,000 members in a month.

• Pre-Event Engagement: AlmaShines made it possible for the team to prepare interesting pre-event promotions—posting old pictures, countdowns, and personalized invitations—to generate excitement and buzz.

• Brief Communication: The solution made it easy to send notifications, reminders, and event details to every alumni, ensuring them to stay active and involved.

• Event Management Tools: Online RSVPs, automated reminders, and attendee tracking reduced manual labor and improved logistical coordination.

The Journey: From Planning to Participation

With AlmaShines along, Andhra University’s reunion plan was entirely rethought:

1. Revitalizing the Alumni Network
   The first action was a renewal of contacting as many graduates as possible. The university initiated a data renewal and verification process, encouraging alumni to sign up on the new site, provide updated contact information, and give their current professional status. Word-of-mouth referrals, social media promotion, and email newsletters were used to market the program.

2. Creating Excitement
   To get into the right spirit, the university created a sequence of engaging pre-event events. Alumni were invited to share their most cherished campus memories, participate in online polls, and sign an online memory board. Not only did these activities introduce nostalgia but also rekindled the emotional bond between alumni and their old college.

3. Convenience of Event Management
   When the date of the event arrived, the AlmaShines platform facilitated registrations, sent targeted reminders, and handled logistics. The alumni office could track RSVPs in real time, estimate attendance levels, and arrange logistics based on that.

4. Day of the Reunion: A Record-Breaking Gathering
   December 10, 2018, was history in the making at Andhra University—over 10,000 alumni set a record for the largest number of alumni attending the reunion, the biggest in university history. The reunion was a rainbow of laughter, nostalgia, and new friendships all around.

The Outcome: Record Alumni Participation

The one-day success of the 2018 reunion was not a one-day affair, but rather a harbinger of a change in the way Andhra University engaged with its alumni:

• Highest-Ever Turnout: Over 10,000 participants turned alumni reunions into a new high point in the history of the university.

• Enhanced Database: The active alumni database grew from 6,000 to 15,000 members within a month, providing the basis for continued interaction.

• Extended Interaction: The site enabled continued communication, enabling alumni to stay connected with the university and amongst themselves well after the event.

• Lively Community: The success of the reunion triggered a new wave of involvement with alumni more eager than ever to come back to subsequent reunions, mentor students, and give back to their institution.

Why AlmaShines Succeeded at Andhra University

AlmaShines provided an end-to-end, scalable, and simple-to-use solution that solved all aspects of alumni engagement:

• Centralized Database: Ensured alumni information was accurate and up-to-date.

• Automated Communication: Provided seamless communication with thousands of alumni through targeted messages.

• Event Management: Made easy organization, registration, and follow-up for large events effortless.

• Community Building: Created a sense of belonging and pride among the alumni.

Testimonial

“AlmaShines made our dream of having a grand reunion a reality. The platform made it easy to connect, communicate, and celebrate with our alumni like never before.”
— Andhra University Alumni Association

Conclusion

Andhra University’s record-breaking 2018 alumni reunion is a testament to the potential of technology to build and maintain vibrant alumni communities. By harnessing AlmaShines, the university shattered not only an attendance record but also an engagement record of what can be done with alumni. Andhra University continues to grow its international alumni community, setting new benchmarks for connection, collaboration, and celebration.

Is your school on this next list? Discover how AlmaShines can help you create your own success story as an alum.

Learn more at almashines.com or email us at [email protected].