Here are some 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 task.
• 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 can classmates afford to spend to attend the reunion?
• 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”?

 

 

TIMELINE FOR ALUMNI REUNION PLANNING COMMITTEES

 

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’ve 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

• Mail reservations letter to classmates with 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 “phonathon” 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.