About Alumni Engagement
Engaged alumni bring energy, experience, and a deep personal connection to our mission. By staying involved, alumni help build a strong and supportive community that can advocate for the Texas Exes, extend our reach, and sustain our work through volunteerism, mentorship, and financial support. Whether by attending events, sharing expertise, or giving back to scholarships, active alumni play a key role in the Association’s success.
Understanding the Difference: Social vs. Fundraising Events
Texas Exes Chapters and Networks host a wide variety of events, each with its own purpose. Knowing the difference between social events and fundraising events can help you plan more effectively and engage your alumni community.
Social Events
These events are all about connection and community. Social events create opportunities for alumni to meet, network, and celebrate their Longhorn pride. Common examples include:
Game-watching parties
Game-watching parties
Game-watching parties
Promote Your Event
Planning your Texas Exes Chapter/Network event is just the first step - getting the word out is key to its success. We’re here to help you maximize attendance and engagement by providing tools, templates, and best practices for effective promotion.
Whether you're hosting a casual social gathering or a major fundraiser, we offer support to help you:
- List your event on the official Texas Exes calendar
- Share it through chapter/network newsletters and social media
- Access branded graphics and promotional materials
- Reach targeted alumni audiences through email and mailed campaigns
Make sure your event gets the visibility it deserves. Use the Texas Exes resources below today!
Event Registration and Payment
Eventbrite is a powerful tool to help you manage RSVPs, sell tickets, and increase visibility for your events. Texas Exes requires chapters and networks to use the platform to streamline registration and reach a broader audience. By using our branded Eventbrite account, your event benefits from consistent Texas Exes branding and can be easily found by local alumni and community members.
Email Marketing
Texas Exes will send marketing emails to alumni in your area once requested through our online form. Emails reach all chapter/network alumni and “friends of the university” who haven’t opted out of university communications. This is a cost-effective way to share updates and promote events. All email marketing must be done through the Texas Exes system. Chapters and Networks may not use external email lists or platforms for mass communications.
Branded Materials
Consistent branding helps build recognition and credibility for your chapter or network events. Texas Exes provides access to official logos, templates, and promotional assets to ensure your outreach aligns with the Association’s identity. From flyers and digital graphics to email banners and signage, these materials help you promote your events effectively and professionally.
Need help getting started? We’re here to support your marketing efforts and make sure your event stands out.
Mail Marketing
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E-Newsletters to Alumni
Texas Exes Chapters and Networks can send e-newsletters to Alumni/Friends through the Association’s Email Marketing System. Review the information below or read the PDF.
Reminder - Chapters and Networks are prohibited from maintaining local alumni databases and sending mass-marketing messages through external marketing systems.
Requesting E-mails
The Texas Exes staff will send out the emails for you. The Texas Exes database will always have the most up to date email information, which is why we encourage chapters and networks to use this tool. Submit your email request online. The email will be put together in the Texas Exes format and a proof will be sent to you for editing. Once the email has been approved, it will be sent to the entire database for that area-both members and nonmembers. Please allow 2-3 business days for your email request. For more information on the email request process, read through the email process in the current leadership handbook.
Timeline
Non-chartered chapters/networks can raise money for scholarships although we prefer they focus on other areas of involvement. The time and resources needed to raise money for scholarships, may tax the volunteers in a non-chartered group, and we would prefer they use those resources to focus on increasing involvement in their area. Raising scholarship funds is just one way to engage alumni in your area and for those groups with limited resources, we prefer they focus their effort on alumni engagement outside of fundraising. Just bringing alumni together supports UT and the Texas Exes!
What is the difference between a chartered and a non-chartered chapter/network?
Emails should include:
- A creative and informative subject line
- Informative and educational content that is primarily chapter/network related
- The information should promote chapter/network engagement and must include at least one piece of content that is unique to the chapter/network (ex. Chapter/network hosted event, alumni/student spotlight, letter from the board, etc.)
- University, community, and other information can be included if it is paired with information specific to the chapter/network
- Provide all information alumni would need to attend an event such as venue name, address, time of event, parking, where to purchase tickets, etc.
- Include links to social media event pages, external ticket sales, etc.
- Include Chapter/Network leadership contact information
- Above all else, your newsletter should match Texas Exes branding and content!
- Emails can include hyperlinks to a sponsor’s website and a sponsor’s logo if there is no conflict with an existing Association sponsorship agreement.
- Emails can and should be targeted to specific groups when appropriate.
- For example, an email can be sent to alumni that graduated in a certain range of years. This would be helpful for a class reunion event, or an event targeted at a specific age range/graduation year.
- An email can be sent to specific zip codes/cities/etc. This is helpful for Texas Exes Alumni Network satellite events
Standalone E-mail Invites
Texas Exes can create a “standalone” email that is different than a weekly email newsletter. These emails use a graphic design benefit, have a different timeline than standard email newsletters, and require prior staff approval. Please contact a Texas Exes Chapters and Networks staff member to learn more.
Texas Exes Brand Standards
Our Brand Standards allow for only two approved sub-brands: Chapters and Networks. Sub-brands must retain the characteristics of the parent brand as far as logomark and logotype and will vary only for each chapter or network name. In the past, Texas Exes chapters/networks were allowed to develop their own variations on logos for each group. This is now prohibited as of 2015. To maintain brand consistency, all chapters and networks are required to follow the guidelines for sub-brands contained in our Brand Standards Document.
It is essential that we project a single and clear image through a consistently maintained brand identity that positions Texas Exes through a set of officially sanctioned identity standards.
Proper and Improper Logo Usage
Parent Brand vs. Sub-Brand
Parent Brand
It is important to maintain the hierarchy of the Texas Exes brand, where all sub-brands, endorsed brands, programs, events, and services are based off of the parent brand.
Sub-Brand
Brand standards allow for only two approved sub-brands: Chapters and Networks. Sub-brands must retain the characteristics of the parent brand as far as logomark and logotype and will vary only for each chapter or network name. In the past, Texas Exes Chapters have had the freedom to develop their own variations on logos for each chapter. In order to maintain brand consistency, it is very important that each chapter follow the guidelines for sub-brands contained herein. Maintaining uniformity between each chapter will make the organization more recognizable and increase brand recognition.
Proper Logo Usage
The Texas Exes logo is available in two versions—primary and secondary. The horizontal alignment of the logo is the primary format. In applications in which the integrity of the horizontal logo would be degraded due to limitations of size, process or quality standards, it is recommended that the vertical alignment or secondary format be used.
The Texas Exes logo (comprised of both the logotype and logomark) should be clearly and prominently displayed on all visual communications. The Texas Exes logo should in no way be incorporated or combined with any other mark, symbol or graphic to create a new mark. The Texas Exes logo should be used only in conjunction with the registration symbol ®. In this reference, placement and readability of the Texas Exes logo is also extremely important. For all use, “prominently displayed” means placing the logo on the cover/at the beginning of visual communication and providing clear space around the logo to ensure readability. It is also important to adhere to sizing requirements by making sure that the logo is not smaller than the minimum size.
Visual communications include, but are not limited to:
- Stationery (letterhead, envelopes, business cards, and note pads)
- Publications (brochures, catalogs, invitations, newsletters, posters, etc.)
- Presentations and displays
- Promotional items and advertisements
- Signage (including buildings and vehicles)
- Photocopied materials
- Websites
Minimum Size
To ensure adequate legibility, do not reproduce the logo smaller than the samples below
Expired Logos
No other logos or marks should be used to represent Texas Exes other than those described in this Brand Book. The logos below have been used in the past, but no longer fall within acceptable usage guidelines. Any usage of previous logos is no longer permitted.
Incorrect / Unacceptable Usage
The examples below show incorrect and unacceptable usage.
- Do not change the proportions of the logo including but not limited to stretching, squeezing, bending, or skewing.
- Do not change the colors of the logo.
- Do not change the typeface.
- Do not apply effects such as drop shadows.
- Do not screen burnt orange (PMS 159).
DO NOT ALTER THE LOGO IN ANY WAY.
Do's and Don'ts
Below are a series of “do’s” and “don’ts” of how to use the parent or sub-brand logo in a variety of promotional materials. Although most of these examples contain chapter use case scenarios, the rules are consistent with parent brand usage.
Don't - Pair custom type with official Texas Exes logo
- The correct chapter sub-brand logo should be used instead of the parent brand with a type treatment of the chapter name. Furthermore, “Houston Chapter” should always be preceded by “Texas Exes.” Lastly, please ensure proper sizing for legibility.
Do - Use the official chapter sub-brand logo
- Type treatments and custom design elements are acceptable in promotional items such as a t-shirt. In both examples, the chapter sub-brand is prominent (recognizable) but separate from the stylistic design of the event. Remember, design elements for a promotional piece of an event or program should not be married to the sub-brand in any “permanent” way. Also always ensure that any design produced is inline with the spirit and ethos of Texas Exes and the UT Community.
Do - Include the official chapter sub-brand logo on chapter merchandise
- Although the front design of the shirt should never be used as the sole identifying mark of the Texas Exes New York Chapter, it is acceptable on promotional items such as shirts, hats, mugs, and other items as long as it is accompanied by the official chapter logo. However, to be fully compliant, the front graphic should read “The Texas Exes New York Chapter.”
Don't - Break the space
- The design may look innocent at first, but the proximity and treatment of “Legacy Happy Hours” to the sub-brand suggests a logo design motif. Remember, the sub-brand must remain present but visually separate. Additionally, the font face “TXEX” should be used to identify official programs and events.
- This design inappropriately melds the primary sub-brand logo with the type treatment too closely and there is no visible hierarchy. Additionally, it exhibits poor use of space within the particular dimensions of this banner
Examples of proper logo spacing
Official Texas Exes Color Palette
When producing materials on behalf of Texas Exes, it is imperative that all parties abide by the official Texas Exes color palette. Colors shown here are approximate and are not intended for matching. Please refer to Pantone color chips for accurate color matching. Because of its high color density, only use Texas Exes Black in special and limited cases for print.
File Formats
The Texas Exes logo is available for both Macintosh computers and PCs from Creative Services in the communications department at Texas Exes in the following formats:
- Adobe Illustrator EPS file for print and silk screening. This file may be imported into a document and enlarged or reduced in size proportionally, but not otherwise altered.
- JPG file for office printing. This file may be imported into a word-processing program, reduced in size, and placed on a white background. Note: JPGs may be reduced but should not be enlarged. The JPG reproduces poorly when enlarged.
- PNG file for online usage. This file should be used as is, without rotation or resizing. If you need a version to use on another background color, or if you need a size other than what is offered, please contact the Texas Exes marketing department.
What We Call Ourselves
Below are guidelines for effective use of association naming conventions for print purposes:
Frequently Asked Questions
Are chapter/network donations and event entry-fees tax deductible?
Donations to the chapter/network scholarship fund are tax deductible. Checks to the chapter/network scholarship fund need to be made to Texas Exes with the chapter/network name in the memo line to be considered a charitable gift. Event-entry fees are tax-deductible for the amount over the fair market value of the ticket price. The "fair market value" is the cost of the goods and services received at the event- e.g. if a meal at the event’s restaurant would normally cost $25, that’s the ticket’s fair market value.
Can non-chartered chapters/networks raise money for scholarships?
Non-chartered chapters/networks can raise money for scholarships although we prefer they focus on other areas of involvement. The time and resources needed to raise money for scholarships, may tax the volunteers in a non-chartered group, and we would prefer they use those resources to focus on increasing involvement in their area. Raising scholarship funds is just one way to engage alumni in your area and for those groups with limited resources, we prefer they focus their effort on alumni engagement outside of fundraising. Just bringing alumni together supports UT and the Texas Exes!
What is the difference between a chartered and a non-chartered chapter/network?
Chapters and Non-Chartered Chapters are local affiliates of the Texas Exes. Chapters and Non-Chartered Chapters differ in that Chapters require a more fully developed leadership structure and can award scholarships to local students.
Non-Chartered Chapters can have a more loosely defined structure with only one person needed as the Key Contact and typically they do not award scholarships. All start-up groups will first become Non-Chartered Chapters and will then have the opportunity to become a Chartered Chapter.
What types of events should our chapter consider hosting?
You know your community best and what events will appeal most to your alumni. We recommend a diverse calendar of events. If your chapter focuses heavily on football game watches in the fall, try to host a cultural event in the spring. Remember not everyone is interested in football. While it’s impossible to please everyone all the time, a diverse calendar will appeal to more people in your area than just game watches and happy hours. A few really well done events throughout the year are better than frequent yet poorly planned events. Work within the structure of your chapter and take advantage of what your community has to offer. Each chapter is unique and we encourage you to embrace that uniqueness.
What are some examples of successful fundraisers that other chapters/networks have organized?
The best fundraisers are those events that are tailored to the needs and unique qualities of your alumni. Alumni in different cities and communities have their own personality and chapters should take this into account when planning fundraisers. Below are a few examples:
- The Dallas Chapter hosts a golf tournament in Dallas the Friday before the Texas-OU game. This takes advantage of the unique position the Dallas Chapter is in thanks to the annual game. The chapter solicits sponsors for the event, in addition to the registration fee.
- The San Antonio Chapter hosts their annual Tailgate Party to kickoff the football season. There is a silent and live auction to raise funds, as well as the registration fee and table sales. The chapter brings in football experts to get the crowd excited about the upcoming season and ends the party with a live concert. The chapter capitalizes on the excitement surrounding the start of football season.
- Brownsville has a fun celebrity waiter dinner that they do with the Texas A&M Club every year before the UT-Texas A&M game. The waiters are local celebrities who are either Aggies or Longhorns. Whichever "team" raises the most "tips" (donations) wins.
These are just a few examples that have been submitted to the Association. Please continue to share your success stories with us so that we may share them with other chapters.
How do we send out a mailing to our local members? How many mailings can we do per year?
Send the content of the mailing to a Chapters and Networks Department staff member. Include if you want the mailing to go to members only or members and nonmembers. A proof will then be sent to you for your approval before it is sent to be printed. Once the approval is given, the proof will be sent to the printing house and will mail out first class. It takes 3-7 business days for the mailing to hit the mail from the time it is sent to the printer. Please allow an additional 3 business days for the designing and proofing of your invitation.
Invitations need to hit local mailboxes at a minimum of 3 weeks prior to the event. If the invitation is not requested in enough time for this to happen then Texas Exes reserves the right to deny the invitation request.
Each chapter has a mailing benefit to members and nonmembers based on their star category. Additional mailings can be ordered but the chapter will incur the costs associated with any additional mailings.
Can we get any autographed sports memorabilia to auction for a fundraiser?
All autographed sports memorabilia must now be purchased through Longhorns, Ltd-the official team store or through the University Co-op. There is no discount extended to the Texas Exes chapters.
Still Have Questions?
Check out our support page where you can find all resources, faqs, and more.