Getting Started

The key to planning a successful reunion is organization and teamwork. Following is a list of things you can do early on in the planning to ensure a successful reunion.

Useful reunion statistics:

 

 

 

 

 

 

 

 

 

 

 

The Reunion Committee

Recruit some of your fellow classmates to help in the planning of the reunion. The size of your committee will depend on the number of people you expect to attend and the number of events you are including. You may assign one person to each task or multiple people to each task. Below are some of the key roles for your committee.

Program Chairperson - This person will act as the head of the committee and will provide leadership and motivation to the other members of the committee. It is this person's responsibility to seek volunteers, assign duties, oversee completion of tasks, plan the evening's events and provide the secretary with the necessary information for the reunion program.
Secretary - This person will be responsible for maintaining the class roster. He or she will also be responsible for all of the administrative correspondence and recording committee meeting minutes. At the reunion, this person will set up the registration desk and prepare all of the name badges and signage.
Treasurer - This person is responsible for collecting and distributing funds, processing registrations, compiling class statistics and managing the reunion merchandise. If you establish a checking account for your class, be sure to put at least two people on the account so that you can still access the account if something happens to your treasurer.
Promotion and Advertising - This person will work with the local media (newspaper, radio stations, etc.) to publicize the reunion. He or she is also responsible for establishing a subcommittee to search for classmates and for submitting updated roster information to the secretary.
Facilities and Catering - This individual will be responsible for researching the costs and availability of potential facilities, including event rooms, sleeping rooms, meals, parking and rental equipment. He or she will act as a liaison between the reunion committee and local vendors.
Decorations - This person will create a theme for the reunion and choose decorations to accentuate that theme.
Special Events - This is an optional responsibility you may choose if you wish to have more than one event as part of the reunion. It can be a nice way to stretch the reunion and allow participants to spend more time together than a single evening. This person will arrange any special events, such as a hospitality reception, a golf tournament, a potluck picnic, a barbecue, activities for kids. This person is also responsible for arranging for awards, tours or door prizes.
Music - This person will be responsible for choosing the type of music and selecting who will perform at the related events. He or she is also responsible for securing a sound or public address system.
Memories - This person is responsible for arranging for items such as old photos, yearbooks, ticket stubs, and other memorabilia. He or she should also hire a professional photographer to take pictures at the reunion and related events. Hiring a videographer is another popular option.

 

The Planning Timeline

The planning will be less stressful and you will have a greater likelihood of getting the facilities and vendors that you want the earlier you begin planning. Following is a typical timeline for reunion planning. This schedule may be lengthened or compressed to fit your allotted time frame.

18 months to two years before:

One year before:

Six to nine months before:

Five months before:

Two to four months before:

Six weeks before:

Two weeks before:

Three days before:

One day before:

Reunion Day:

After the reunion:

 

The Budget

When establishing your budget, you should set it so that you will break even or make enough profit to start the next reunion fund or donate a gift to the school. Be sure to incorporate all potential costs. Even small costs, like postage stamps, can add up quickly.

Items you should include when you build your budget:

Add 10 percent to your final estimate to cover any surprises or mistakes. Things like hotel rooms, travel and tours should be paid for by attendees and not included in the registration fee.

 

Seed Money

To get the ball rolling, have committee members pay their fees up front or ask for donations from classmates. Put money remaining from one reunion into an interest-bearing account until the next one. Have statements sent to a committee member with no financial responsibility to prevent misappropriation of funds or theft. However, be aware that some states claim the right to accounts that are inactive for more than 12 to 18 months. You may need to deposit or withdraw small amounts (even $5) once a year to keep the account active.

 

Cash-saving tips

By using the following tips, you may be able to save some money.

 

The Reunion Store

Establishing a reunion store can be a great way to make some extra money for the next reunion, scholarships or gifts for your alma mater. Merchandise can be anything you think your attendees might want to purchase. Some popular items include T-shirts, hats, sweatshirts, tote bags and souvenir alumni directories. Several companies on the Internet provide promotional items for sale. There may be a vendor in the city where your school is located that already has your school logo and mascot.

Some attendees may wish to purchase merchandise in advance so that they can wear apparel to the reunion or so that they don't have to travel with it. For this reason, it is a good idea to offer attendees the opportunity to purchase merchandise before the reunion. You can sell these items, as well as reunion tickets, on your reunion site. If you have a digital camera or a scanner, you can even post photos of the merchandise.

A couple of things can help make your reunion store a success:

 

Special Events and Activities

Some reunions are a single event, usually a dinner and dance. Others include multiple events and extend from two days to a week or more. If you would like to extend your reunion, consider some of the following activities.

 

Selecting the Reunion Site

You should select the site for your reunion as early as possible. Many places book more than a year in advance. Selecting the location early also allows participants to make their travel and lodging reservations in advance and could allow them to get better prices.

You should keep a few things in mind when selecting your reunion site and lodging options.

Questions to ask about the site:

 

Selecting a Caterer

The food is an important part of your reunion. To ensure that you get the caterer you want, begin planning early. Many book more than a year in advance.

Questions to ask about the menus and service:

If you opt to have a potluck dinner, you may want to assign foods to ensure a good variety. You will want to have salads, main dishes, desserts, beverages, bread, fruits, and vegetables. Allow out-of-towners to bring things like condiments, paper goods, utensils and ice. Be sure to have a contingency plan for outdoor events, even if you're having it in a park shelter.

Don't forget to bring:

 

Surveys and Questionnaires

During the planning process you'll need to collect some information from your classmates. Early on in the process, you'll want to get their opinions on dates, locations and activities. Later, as you're putting together your alumni directory, you'll want to get current information about your classmates, such as where they live, how many children they have and what their hobbies are. Don't forget to set a due date for these. Also be sure to explain to your participants that registrations fees are collected up front to pay the vendor charges for the event.

Some sample event preference questions to include on your initial survey:

Some sample questions you may want to ask on your biographical questionnaire: