Primary Recruitment Event Planning Look Book

INSTRUCTIONS:
The following document serves as the foundation of the College Panhellenic Primary
Recruitment Event Planning Look Book. Listed below are the same five (5) round-specific
items that each chapter is required to submit to the Alabama Panhellenic Association
Advisor, Kathleen Duffy (klduffy@ua.edu) by June 15, 2019. This information will be used to
ensure there is parity among chapters at the University of Alabama throughout Primary
Recruitment 2019. Chapters are to submit either in a hardcopy or digital PDF file the
following information. Each Round of recruitment will follow the same format.

*Note: Chapters ARE NOT required to have any of the additional “frill” items (lighting, pipe and
drape, flowers, other décor, straws in drinks, etc.) and are encouraged to move away from having
those. If something does not apply to your chapter, please put N/A.

A. Open House Round Cover Page

1. Agenda of Round
a) See Example and Replicate
2. Apparel
a) What we need to know:
1) Clothing
2) Shoes
3) Any additional “look” requirements (ex: hair, makeup, glitter, face
paint, temporary tattoos, etc.)
4) Nametags
b) Include Pictures
3. Beverages to be Served
a) What we need to know:
1) Cup
2) Straw
3) Napkin
4) Physical Beverage (should be ice water for this round)
5) Serving Method (cup, water bottle, etc.)
b) Include Pictures
 c) Projected cost of items and vendor you are using for each
4. Decorations
a) What we need to know:
1) Furniture (Tables, chairs, couches, extra tables, chair
covers) and justification (ex: chair covers so spray tans do
not get on permanent soft seating in house)
2) Lighting (Spot lights, up-lights)
3) Flowers
4) Table Cloths
5) Centerpiece
6) Pipe and Drape (Should not be using for OH Round, but if you feel
you need it, please explain why here and where it will go)
7) Walkway and/or stand-alone décor or banners
8) Other
b) Include Pictures
c) Projected cost of items and vendor you are using for each
5. Blueprint of Space(s)
a) Layout of each space (room, hallway, etc.) that PNMs will enter

B. Philanthropy Round Cover Page

1. Agenda of Round
a) See Example and Replicate
2. Apparel
a) What we need to know:
1) Clothing
2) Shoes
3) Any additional “look” requirements (ex: hair, makeup, glitter, face
paint, temporary tattoos, etc.)
4) Nametags
b) Include Pictures
3. Beverages to be Served
a) What we need to know:
1) Cup
2) Straw
3) Napkin
4) Physical Beverage
5) Serving Method (cup, water bottle, etc.)
b) Include Pictures
c) Projected cost of items and vendor you are using for each
 4. Decorations
a) What we need to know:
1) Furniture (Tables, chairs, couches, extra tables, chair
covers) and justification (ex: chair covers so spray tans
do not get on permanent soft seating in house)
2) Lighting (Spot lights, up-lights)
3) Flowers
4) Table Cloths
5) Centerpiece
6) Pipe and Drape
7) Walkway and/or stand-alone décor or banners
8) Other
b) Include Pictures
c) Projected cost of items and vendor you are using for each
5. Blueprint of Space(s)
a) Layout of each space (room, hallway, etc.) that PNMs will
enter
6. Video
a) Who is filming and editing
b) Projected cost of video

C. Sisterhood Round Cover Page

1. Agenda of Round
a) See Example and Replicate
2. Apparel
a) What we need to know:
1) Clothing
2) Shoes
3) Any additional “look” requirements (ex: hair, makeup, glitter,
face paint, temporary tattoos, etc.)
4) Nametags
b) Include Pictures
3. Beverages to be Served
a) What we need to know:
1) Cup
2) Straw
3) Napkin
4) Physical Beverage
5) Serving Method (cup, water bottle, etc.)
b) Include Pictures
c) Projected cost of items and vendor you are using for each
4. Decorations
a) What we need to know:
1) Furniture (Tables, chairs, couches, extra tables, chair
covers) and justification (ex: chair covers so spray tans
 do not get on permanent soft seating in house)
2) Lighting (Spot lights, up-lights)
3) Flowers
4) Table Cloths
5) Centerpiece
6) Pipe and Drape
7) Walkway and/or stand-alone décor or banners
8) Other
b) Include Pictures
c) Projected cost of items and vendor you are using for each
5. Blueprint of Space(s)
a) Layout of each space (room, hallway, etc.) that PNMs will
enter
6. Video
a) Who is filming and editing
b) Projected cost of video

D. Preference Round Cover Page

1. Agenda of Round
a) See Example and Replicate
2. Apparel
a) What we need to know:
1) Clothing
2) Shoes
3) Any additional “look” requirements (ex: hair, makeup, glitter,
face paint, temporary tattoos, etc.)
4) Nametags
b) Include Pictures
3. Beverages to be Served
a) What we need to know:
1) Cup
2) Straw
3) Napkin
4) Physical Beverage
5) Serving Method (cup, water bottle, etc.)
b) Include Pictures
c) Projected cost of items and vendor you are using for each
4. Decorations
a) What we need to know:
1) Furniture (Tables, chairs, couches, extra tables, chair
covers) and justification (ex: chair covers so spray tans
do not get on permanent soft seating in house)
2) Lighting (Spot lights, up-lights)
3) Flowers
4) Table Cloths
 5) Centerpiece
6) Pipe and Drape
7) Walkway and/or stand-alone décor or banners
8) Other
b) Include Pictures
c) Projected cost of items and vendor you are using for each
5. Blueprint of Space(s)
a) Layout of each space (room, hallway, etc.) that PNMs will
enter

FEEDBACK TIMELINE:
The College Panhellenic Advisor will consult with both the College Panhellenic officers
and Chapter Recruitment Teams to both (1) determine if any changes need to be made
in preparation for Primary Recruitment 2019 and (2) to hold chapters accountable to
said Event Planning designs during the week of Primary Recruitment 2019. This
consultation will take place at a May or June Recruitment meeting. Any adjustments or
edits after that date must be submitted to the Panhellenic Advisor and Director of
Recruitment.

ACCOUNTABILITY:
Chapters are expected to produce what is submitted via the Alabama Panhellenic
Association’s Primary Recruitment Guidelines. Minor leniency will be granted so long
as the spirit of the design is followed.
Beta Beta Chapter Blueprint EXAMPLE

Beta Beta Beta

University of Alabama

Open House Round

Beta Beta Chapter Blueprint EXAMPLE

Beta Beta Beta

Open House Round Agenda

A. Entrance (5 minutes)
1. Active members will chant Beta Beta Beta's boom boom chant
2. Active member will pick up PNM and escort them to a spot within
our two living rooms
B. PNM Conversation (4 minutes)
1. Active member who escorted PNM will facilitate conversation with
PNM
2. OtherActivememberswillcircletheroom, occasionally
joining conversations
C. Welcome (2 minutestotal)
1. Active members will filter to the sides of the room as welcome begins
2. Active members will stand with hands behind back during
presentation
3. PresidentandRecruitmentChairmanwillwelcomePNM’stoBeta
Beta Beta (2 Minutes)
D. PNM Conversation (3 minutes)
1. Another active member will go back to facilitate conversation with
PNM
2. Other Activememberswill circle theroom, occasionally
hopping into conversations
E. Exit (6 minutes)
1. Activemember currentlyfacilitating conversation with PNMwill
escort them out of thehouse
2. Active members not escorting PNM will chant goodbye song
3. After last PNM leaves the front doors will close
Beta Beta Chapter Blueprint EXAMPLE

Open House Round

Outfit
Beta Beta Chapter Blueprint EXAMPLE

Chapter members will wear white bottom and blue top of their choice. Nude or brown
wedges or heels, natural hair, natural makeup. Minimalistic jewelry and nails of your
choice.

Décor
N/A
Furniture
Small, rented circular tables (mix of high top and low top with chairs). Chapter room will
be cleared of all other furniture.

Tablecloths
White tablecloths will be used on small, rented tables spread throughout the room.

Centerpiece

Centerpiece will be a small floral arrangement in rose gold mason jar.

Pipe and Drape

No pipe and drape will be used.

Lighting
No additional lighting will be used.
Beta Beta Chapter Blueprint EXAMPLE

Drinkware:

Drinks will be water in small Dasani bottles. Will be at tables where PNMS will be
sitting down.

Cost and Vendors

Tables
Chairs
Tablecloths
Mason Jars
Floral Arrangements for Centerpieces
Water Bottles
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 Beta Beta Beta
University of Alabama

Philanthropy Round
 Beta Beta Beta
Philanthropy Round Agenda
A. Entrance (5 minutes)
1. Active members will chant Beta Beta Beta's boom boom chant
2. Active member will pick up PNM and escort them to a spot within
our two living rooms
B. PNM Conversation (5 minutes)
1. Active member who escorted PNM will facilitate conversation with
PNM
2. OtherActivememberswillcircletheroom, occasionally
joining conversations
C. Presentation (10 minutestotal)
1. Active members will filter to the sides of the room as presentation
begins
2. Active members will stand with hands behind back during presentation
3. PresidentandRecruitmentChairmanwillwelcomePNM’stoBeta
Beta Beta (2 Minutes)
4. VP Finance shares chapter financial information from template and script
(2 minutes)
5. Video highlighting our philanthropy (4 minutes)
6. Testimony from Sally Sue on her philanthropy experience (2 minutes)
D. PNM Conversation (5minutes)
1. Another active member will go back to facilitate conversation with PNM
2. Other Activememberswill circle theroom, occasionally
hopping into conversations
E. Exit (5 minutes)
1. Activemember currentlyfacilitating conversation with PNMwill escort
them out of thehouse
2. Active members not escorting PNM will chant goodbye song
3. After last PNM leaves the front doors will close
Beta Beta Chapter Blueprint EXAMPLE

Philanthropy Round

Outfit
Beta Beta Chapter Blueprint EXAMPLE

Chapter members will wear white Autism Speaks shirts (provided by the chapter) with
jean shorts of their choice. Brown sandals, natural hair, natural makeup. Gold jewelry
and nails of your choice.

Décor
Autism Speaks Banner

Furniture
Small, rented circular tables and chairs. Chapter room will be cleared of all other
furniture.

Tablecloths
White tablecloths will be used on small, rented tables spread throughout the room.

Centerpiece

Centerpiece will be a mason jar decorated to represent Ronald McDonald house. Jar will
be filled with Baby’s Breath. 4 pictures of philanthropic events will be scattered on each
table.

Pipe and Drape

Will be included on the blueprint page. 25 % of the wall covered on each room used.

Lighting
No additional lighting will be used.
Beta Beta Chapter Blueprint EXAMPLE

Drinkware:

Drinks will be a blue punch in a clear glass with a red and blue straw. Will be at
tables where PNMS will be sitting down.

Cost and Vendors

Tables (if different from Round 1)

Chairs (if different from Round 1)
Tablecloths (if different from Round 1)
Pipe and Drape
Centerpiece
Cups
Straws
Blue Punch
Banner—already have for Philanthropy events
Video—provided by HQ
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 Beta Beta Beta
University of Alabama

Sisterhood Round
 Beta Beta Beta
Sisterhood Round Agenda

A. Entrance (5 minutes)

1. Active members will chant Beta Beta Beta's boom boom chant
2. Active member will pick up PNM and escort them to a spot within
our two living rooms
B. PNM Conversation (10 minutes)
1. Active member who escorted PNM will facilitate conversation with
PNM
2. OtherActivememberswillcircletheroom, occasionally
joining conversations
C. Presentation (10 minutestotal)
1. Active members will filter to the sides of the room as presentation
begins
2. Active members will stand with hands behind back during
presentation
3. PresidentandRecruitmentChairmanwillwelcomePNM’stoBeta
Beta Beta (1 Minute)
4. Video highlighting sisterhood (5 minutes)
5. Testimony from Sally Sue on her sisterhood experience (2 minutes)
6. Testimony from Emily Jones on her sisterhood experience (2 minutes)
D. Song
1. Active members will all sing a song (3 minutes)
E. PNM Conversation (6minutes)
1. Another active member will go back to facilitate conversation with
PNM
2. Other Activememberswill circle theroom, occasionally
hopping into conversations
F. Exit (6 minutes)
1. Activemember currentlyfacilitating conversation with PNMwill
escort them out of thehouse
2. Active members not escorting PNM will chant goodbye song
3. After last PNM leaves the front doors will close
Beta Beta Chapter Blueprint EXAMPLE

Sisterhood Round

Outfit

Chapter members will be wearing nudes, blushes, and whites with brown or nude
wedges of their choice. Hair will be down but can be straight, curly or natural. Light
jewelry is optional, no statement necklaces. Nails can be whatever color.
Beta Beta Chapter Blueprint EXAMPLE

Décor

Tablecloths and Chair Covers

Chapter will rent _ “ x_ “ tables and cover with a white linen tablecloth and glittery
gold cover. On top of the tables, there will be one small floral arrangement, pictured
below. There will be chairs around the tables, with white chair covers.

Centerpiece

Pipe and Drape

Beta Beta Chapter Blueprint EXAMPLE
Included on the blueprint page. 25% of the wall of each room used.

Lighting
No additional lighting will be used.

Drinkware:

Pink lemonade in milk bottles with a straw. Blush colored napkin. Will be served at
tables where PNMS are sitting down.

Cost and Vendors

Tables (if different from previous rounds)

Chairs (if different from previous rounds)
Tablecloths (if different from previous rounds)
Pipe and Drape (if different from previous rounds)
Centerpiece
Floral arrangements
Cups
Straws
Napkin
Pink Lemonade
Video
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 Beta Beta Beta
University of Alabama

Preference Round
 Beta Beta Beta
Preference Round Agenda

A. Entrance (5 minutes)
1. Active members will chant Beta Beta Beta's boom boom chant
2. Active member will pick up PNM and escort them to a spot within
our two living rooms
B. PNM Conversation (10 minutes)
1. Active member who escorted PNM will facilitate conversation with
PNM
2. OtherActivememberswillcircletheroom, occasionally
joining conversations
C. Ritual Presentation (20 minutes total)
1. Active members will filter to the sides of the room as presentation
begins
2. Active members will stand with hands behind back during
presentation
3. PresidentandRecruitmentChairmanwillwelcomePNM’stoBeta
Beta Beta (2 Minutes)
4. Ceremony (15 minutes)
D. PNM Conversation (10 minutes)
1. Another active member will go back to facilitate conversation with
PNM
2. Other Activememberswill circle theroom, occasionally
hopping into conversations
E. Exit (5 minutes)
1. Activemember currentlyfacilitating conversation with PNMwill
escort them out of thehouse
2. Active members not escorting PNM will chant goodbye song
3. After last PNM leaves the front doors will close
Beta Beta Chapter Blueprint EXAMPLE

Preference Round

Outfit

Chapter members will wear a black dress and red heels of their choice. Members will
wear their hair down and can either curl, straighten, or keep it natural. Makeup will be
natural looking, and only small studs and light necklaces will be allowed.
Beta Beta Chapter Blueprint EXAMPLE

Décor
A 4’x4’ platform will be used by those speaking during the ceremony

Furniture
- Same tables and chairs used in earlier rounds will be used during this round.
- White table cloths and chair covers used in earlier rounds will be used in this
round.
- Gold chair sashes will be added to the white chair covers.

Centerpiece

Pink roses measuring 12 inches x12 inches will be in a gold jar on each small table.
Pink roses are the flower of Beta Beta, so we felt it would be symbolic. Potential New
Members also receive a pink rose during the preference ceremony, which they will add
to a bouquet at the end of the event.
Beta Beta Chapter Blueprint EXAMPLE

Focal Floral Piece

Beta Beta will incorporate a pink, white and red rose flower garland with mixed
greenery measuring 5 in x 5in on the staircase entrance to the house.

Pipe and Drape

Will be included on the blueprint page. 25% of the wall covered in each room used.

Lighting
Soft white up lighting will be used.
Beta Beta Chapter Blueprint EXAMPLE

Drinkware:

We will be serving lemonade in mason jars with multicolored straws and white
napkins. The drink will be passed out to PNMs by active members during the round.

Cost and Vendors

Tables (if different from previous rounds)

Chairs (if different from previous rounds)
Tablecloths (if different from previous rounds)
Pipe and Drape (if different from previous rounds)
Platform
Lighting
Centerpiece
Floral arrangements
Cups
Straws
Napkins
Lemonade
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