The time has finally come to get energized and get this reunion planning going! Each one of us has a role to play and share hidden talents, creativity, imagination, and innovation. Who can do all of these? Of course, the CCC-CHH BSN batch 1987! Loaded of brain cells. Although some neurons may not fire from one synapse to another as fast as they used to, but who cares, they are still functioning! First challenge to test your slowly "maturing" brain cells. Enumerate the names of our classmates with positive identification based on the pictures posted in facebook. hahahaha. Arrrayyyy, I failed.
Seriously, back to business. Each committee may need at least 6 or more members depending on the gravity of the workload. Each committee has its own leader and will be responsible for creating subcommittee; direct member specific activities; track progress; update chairperson every 2 weeks; and offer help to each members PRN. The reporting/update process will commence on November 1, 2009 and every 15 days thereafter.
Chairperson: Nerie Manayon-Jamison
Promotion Team: responsible for classmate search, website, selling tickets, photo and bio collection, invited guests, ad space or vendor advertisement
Treasurer: Budget
Event Team: Venue/decorations, entertainment/menu, giveaways/door prizes, displays/center pieces, festivities (awards), slideshow and DVD, program booklet, photographer, on-site logistics, memory books, school t-shirts, on-site surveys, informal events.
The Reunion Timeline: Quick Reference Guide
12-18 months in advance:
* Put out feelers for committee
* Start a website
* Visit school: inform them of reunion; obtain class list, yearbooks
* Prepare preliminary budget
* First committee meeting
* Open bank account
* Send out ‘Save The Date’ cards (emails)
* If the date is not fixed, set up an online poll with three options
* Collect online Classmate Profiles and pictures (ongoing until event)
* Missing classmate search (ongoing until event)
* Post Missing Classmates page on website (and update as you go)
8-12 months in advance:
* Finalize date of event (if possible)
* Book venue
* Book caterer, if not provided by venue
* Determine if there are informal events surrounding the reunion
* Revise budget
* Finalize ticket pricing
* Send broadcast e-mails hyping the reunion (ongoing until event)
* Invite the non-paying guests (teachers, coaches, etc.)
* Start early-bird ticket sales and incentive programs
* Sell or barter ad space on your website
* Book entertainment
* Set up memorials page on website
* If you are hiring a photographer or videographer, get quotes
* Plan the festivities (awards, games, speakers)
* Canvass classmates & businesses for giveaways
* Plan Memory Book (and solicit ads if you will include them)
4 - 8 Months in advance:
* Assemble slide show
* Assemble video
* Arrange supplies for name tags
* Get volunteers to work the registration desk (if possible)
* If you plan to have paper tickets, (not recommended) send them
* Broadcast e-mail reminders
* Cut-off for final ticket sales (if your venue needs notice for extras)
* If you plan to have a program booklet, assemble it now
The Final Weeks:
* Prepare guest lists for registration table
* Give final meal count to caterer
* Prepare name tags
* Compile registration kits
* Prepare all office supplies and signs needed for registration desk
* Arrange for a float for the cash box
* Memory books should be delivered
* Confirm with all vendors, suppliers, donors, etc.
* Prepare detailed schedule of the big day
Reunion Day:
* Decorate room, tables, displays
* Set up registration area
* Ensure required audiovisual equipment is set-up
* Review check-in procedure with registration workers
* Pick up or ensure delivery of registration kits, giveaways, mementos...
Post Reunion:
* Upload reunion photos to website
* Send thank-you notes to all donors / sponsors / committee members
* If you plan on future reunions, send a follow up letter to all alumni
* Share your knowledge with other classes from your school
* Close bank account
