One Year before Reunion
-Hold first committee meeting and recruit committee members
-Select date and location of reunion event(s)
-Update class mailing list
-Decide on reunion committee meeting schedule. Can we do conference calls?
-Decide whether you wish to invite other classes to your event (do multiple-class event?)
-Decide whether to do a class gift and consider what it might be. Do we need a separate committee to do the class gift?
-Decide whether to do an alumni “yearbook” with classmates completing survey forms describing what they have been doing since graduation or the last reunion
-Do you want to offer tours of your school for returning classmates? Contact school if you do.
-Reserve a block of hotel/motel rooms for returning classmates
-Send “Save the Date” postcard to classmates with information about reunion and
ask for volunteers willing to help with the planning. Give contact name.
-Appoint reunion treasurer and be certain proper accounts are in his/her name so deposit checks can be written and income and expenses properly recorded
-Post reunion information and start an email directory on your class webpage
Six Months before Reunion
-Begin preparing reservation letter to classmates with prices and reservation form
-If doing class gift, be certain major donor prospects are being solicited
-Reunion committee chair should be certain specific tasks are assigned to specific committee
members
-Begin compiling list of former teachers to invite (they love to meet former students)
Four Months before Reunion
-Send mail reservation letters to classmates. Include reunion details and pricing.
In the letter, include email address of class webpage
-Create a link on class webpage for the reservation form for classmates’ convenience
-As reservations come in, post names of classmates coming to reunion on class website
Two Months before Reunion
-Organize class “phone-athon” to call classmates and encourage them to attend reunion
-As reservations come in; adjust arrangements on food/accommodations to reflect numbers
-Invite former teachers to reunion
One Month before Reunion
-Do email reminder to classmates about getting reservations in for the reunion
One Month after Reunion
-Reunion committee holds follow-up meeting to analyze reunion strengths and weaknesses
-Chair(s) for next reunion should be selected
-If reunion generated surplus, be certain money is properly accounted for and a treasurer for
next reunion selected to oversee “startup” funds
-Send updated class address list to your class website so it will be available for planners of the next reunion.
Items to Consider When Planning Your Class Reunion:
When To Hold Reunion
-What time of year would most classmates be available to attend?
-Do many classmates come back to your hometown for Thanksgiving?
-Would a summer or fall event be more convenient?
-Do we prefer an outdoor (warmer weather) event?
Where to Hold Event
-Do you prefer a more casual or formal site?
-What pricing level is most appropriate for classmates?
-Do we want to hold one function or more than one? (One formal/one informal)
-Can the facility provide alternative meals (vegetarian, vegan, for instance)?
-Do we want a sit down meal, buffet, or just hors d’oeuvres and cocktails?
-Do we want the event and classmate accommodations in the same facility?
-Is the location easily accessible with sufficient parking?
-Can the facility accommodate the expected attendance yet have flexibility if numbers
come in larger or smaller than anticipated?
Organizing Your Reunion Committee
-Select a chairperson who is responsible for seeing that others do their assigned tasks
-Determine who should handle specific tasks (such as preparing invitations, receiving reservations, organizing speakers, greeting classmates, organizing raffle, obtaining music, and inviting former teachers, for example)
-Bring a diverse group of classmates onto the committee so you get a range of opinions
-Committee members should be individuals willing to do the tasks required
-Representation from previous reunion committees can be helpful in assessing what went well at previous events and what should be done differently
Pricing the Reunion
-How much money can classmates afford to spend?
-How much do we have to add to the cost of each ticket to cover expenses?
-Should the ticket price also include a small fee to establish a “kitty” for early up-front expenses for the next reunion?
-Should we consider a raffle or other fundraiser as an alternative way to raise money for expenses and/or the next reunion’s startup “kitty”?
