Reunion Track Reunion Planner

Planning Tips For A Successful Reunion

Keep in mind that each organization and situation is unique and not all of the suggestions will be appropriate for your event.

Part 1 – Getting Started
Part 2 – Choosing Reunion Events and Arranging Accommodations
Part 3 – Locating and Contacting Members
Part 4 – Financing Your Reunion
Part 5 – Timely Reunion Publicity Is Critical
Part 6 – The Devil Is In The Details!
Part 7 – After the Party is Over

How Reunion Track can help with your reunion planning:

Class List: The Reunion Track Database enables any class or organization to create a private database of all members in a graduating class or organization. Because Reunion Track is search engine friendly, missing members can find themselves and update their own information. Other members can also provide clues to the whereabouts of members who they have remained in touch with. In this manner Reunion Track creates a private member updating service 24/7

Part 1 - Getting Started

Committee Formation:

Your first objective is to recruit and organize a reunion committee of dedicated individuals. Select a committee of five to ten alumni. Be careful in your choices to be certain you have provided a balanced cross section of members and help attract as many reunion participants as possible.

In some cases, former class officers take the lead role in reunion planning but Reunion Track makes it possible for one person to get the process started and begin building a team.

Possible specific task areas that you may want to fill positions:

Planning (date selection, venue, format, lodging)
Correspondence
Publicity
Finance
Program
Decorations/Memorabilia
Entertainment/Music
Set Up/Clean Up
Registration & name tags
Pre-Reunion Lead up events (Like picnics, breakfasts)
Post-Reunion follow up

Other Suggestions:

Appoint leadership roles: reunion chair, treasurer, etc.
Establish regular reunion committee meetings (monthly). For teams separated by geographical location, online services like Go To Meeting.com, Yugma, iMeet, and Live Meeting might be a great option to meet without leaving home.
Consider inviting some of your favorite teachers, coaches and administrators

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Part 2 - Choosing Reunion Events and Arranging Accommodations

Location:

Since many attendees will be traveling from out-of-town solely for the reunion, you may plan an entire weekend of reunion festivities. Many classes will plan weekend events such as a Friday night welcome mixer, a Saturday golf outing, a tour of the “old” campus, a main event on Saturday evening, and a Sunday brunch or picnic.

Reunion events can also be planned around weekend cruises or resort getaways.

Keep in mind that the more events that are planned, the more work is involved. In some cases you may find the services of a reunion planning service provider to be a less time consuming option.

Selecting a Date:

As soon as possible, select a date. The most popular times of the year for reunions are early summer through fall, for many obvious reasons. Summer months allow for travel from long distances as many classmates may plan their summer vacations to coincide with their reunion date. In addition, summer weather allows for more outdoor activities to be held.

Fall is also an option since a part of the festivities could include homecoming events and football games.

Choosing Reunion Events:

Some classes have one evening reunion event while others will plan multi-day reunions.

Here are some suggestions for the weekend if you choose to hold a multi-day reunion:

Friday night:

Many classes kick off their reunion activities with an informal Friday night get-together or mixer. Typically these are held at a local restaurant or bar. Keep this event simple— usually light hors d’oeuvres are served and classmates pay for their own cocktails.

Saturday:

While the evening is typically reserved for the main event, you may want to consider adding some daytime events. These could include: a tour of your old school, golf outing, or family picnic. The “formal” event may consist of a social hour, dinner, program, and dance. Some classes may consider a more informal dinner such as a buffet or barbecue.

Sunday:

If you still haven't had enough, you may consider planning a picnic or brunch on Sunday. This may offer a chance to say good-byes in a less hectic atmosphere. It could be a really layed back family event with children included.

Location:

Contact hotels, restaurants, parks, banquet halls and other facilities. Secure a block of hotel rooms for out-of-town attendees. Many hotels/motels will offer a discount whether you hold your event at their facility or not.

Check the Reunion Track Directory of Reunion Services providers for businesses who would like to provide services for your reunion events.

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Part 3 - Locating and Contacting Members

This is the HIGHEST PRIORITY in your reunion planning activities. It is one of the more difficult and time-consuming projects in planning any reunion. The success of your reunion is largely dependent on locating and contacting your classmates or members. The first step is to obtain a complete list of all of your classmates or members, and enter them into your Reunion Track Registry. Initially, you will only need the first and maiden (or last) names of your classmates, A yearbook will provide most of that information.

Current contact information will likely be obtained from all of the following:

If you have not yet graduated you are at an advantage over the rest of us. Get your registry started now and have your classmates update their own information online. (Reunion Track member data is private unless a classmate approves their information to be viewed. Even then, it remains accessible only to members of that specific class or organization.
Previous lists of members that may have been compiled by reunion committees or organization memebers.
Many members will be found by other members who have remained in contact with missing members, parents or siblings will use the "Clues" link added to every missing classmate or member.
Some members who may have a moment of nostalgia will type your organization or school and year in a Google or other search and find your home page. They will actually find themselves and be given the opportunity to re-establish contact.
Social media sites like Face Book, Classmates.com and Alumni Association websites may turn up contact information about missing former classmates.
Searches can also be made on sites like Switchboard and Whitepages, although these resources do sometimes turn up matches that do not relate to who you are looking for.
A Google search for a maiden name or last name in online obituaries may turn up a member who has passed on. Try using the search term "maiden or last name obituary". Hopefully your will come up blank.

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Part 4 - Financing Your Reunion

Be well organized and plan your management of funds wisely. Generally, the goal of most reunion organizers is to “break even” on reunion finances. The following are points to consider when organizing the financial aspects of your reunion:

1. Establish an operating budget: In the majority of reunions, the organizers, or committee members, paid the initial expenses and later were reimbursed from the reservation funds.

2. Open a bank account: It is strongly recommended that a separate bank account be opened opposed to using someone’s personal bank account.

3. What to budget for:

Stationary/envelopes/postage
Printing costs (booklets/programs)
Telephone costs
Name tags
Food/beverages
Facilities deposit/rental
Entertainment (music, DJ)
Decorations (centerpieces, flowers)
Door prizes
Souvenirs
Attendence Gift

4. What to charge: Individuals who attend the reunion should be charged enough to ensure that the reunion committee does not end up in the "red", thus ensuring that the committee members will be reimbursed for any initial funds they provided.

Pay VERY CLOSE ATTENTION to both the projected cost of the event(s) as well as the number of people you anticipate coming. These projections will determine the per person cost. It is encouraged to have attendees pay in advance for their reservations, and then the committee can determine how to manage payments at the door.

Encourage payment on line by establishing a free payment account, such as PayPal as well as snail mail payments. Charge more for "at the door payments" to minimize last minute additions.

Suggestions to planning a reduced cost class reunion:

A lack of funding doesn't have to prevent your class from having a reunion—be creative and have fun.

Ask around your hometown for classmates who may own or work for bars, restaurants, hotels or other potential reunion sites. These people may be more than willing to arrange a good deal for your reunion.
Not only is e-mail a great way to correspond with classmates, it's free. Online Email services like Mail Chimp and Constant Contact provide a very effective way to keep everyone abreast of the progress of your event. The added benefit is that your personal email will not end up on blacklists or get blocked by your personal provider for overuse. BUT do keep in mind that some of your members will not have email, or even a computer (Hard to believe).

Your Reunion Track Registry has an added benefit of being downloadable in Excel format, which means you can sort everyone without an email address and only print labels and send snail mail to those members.
Look around for the best deal and negotiate. Many bars and restaurants have party rooms available for a flat fee. Reunion Track is also developing an online networking portal for team leaders to share information about their experiences with vendors they have used.
Consider a casual picnic at a park. Parks offer an inexpensive place to eat and socialize.
Take advantage of the talent of your members. Use your Reunion Track Home Page or your newsletter to acquire the talent you need. Almost every class has members who have valuable talents and skills. Utilize those talents to develop a brochure, a commemorative booklet or brochure. If you are lucky enough to find a member has a print shop, they may print your materials.... Or use an inexpensive online print service like Vista Print to print your designs.
Reserve blocks of rooms for out-of-town alumni. Ask for special group or event rates, and include hotel information in the reunion invitation.

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Part 5 - Timely Reunion Publicity Is Critical

Determine how many mailings will best fulfill your needs and the timeline of these mailings. Remember that by including a return envelope or a response form with emailings, you will greatly increase your response rate.

Some established reunion notices and things to keep in mind:

Save the date: Send out an initial reunion “save the date” notice approximately 9-12 months before the reunion date. Include a “missing” classmates list and ask people to respond if they have any information about the lost alumni.
Invitation: In addition to the invitation with the schedule of events, consider including a registration form, return envelope and questionnaire to obtain information about classmates for your reunion program or booklet. Clearly state the reservation deadline and reservation contact information.
Follow-up mailing: After the reunion, you may want to send a "sorry we missed you" letter to those unable to attend. Some classes have made the program/booklet available to non-attending classmates for free or for a small fee.

You could assemble a reunion program after the reunion and mail this to classmates. Candid photos, reunion stories, a committee message, a list of award winners, and a current class directory can make a meaningful keepsake and may boost attendance at future reunions.

Reunion Track Teams have the added benefit of sharing all of this privately online with their members.

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Part 6 - The Devil Is In The Details!

Registration Table: A well thought out registration area can provide space for classmates to sign in, pick up their name badges, and for you to collect last-minute registrations and payments.

Slide Show or Power Point: You may want to set up a continuously running slide show or Power Point of old class photos in a corner of the room. It has always proven to be a great attraction.

Class Memorabilia/Nostalgia Table: You may also want to display class memorabilia on a table. This is a great way to jog memories and spark discussion. Possible items to include are: commencement program, yearbooks, photos, etc. You can ask classmates to bring class memorabilia to display on the table.

Decorations/Themes/Favors: How much you do in this area may depend on your budget and the creativity of your planning team. But keep in mind that you don’t have to spend a lot of money to create a festive atmosphere. Decorating with balloons in the colors of your organization is usually a good place to start. Centerpieces, photos, memorabilia can all be used to create an engaging atmosphere.

Door Prizes: You may want to give out door prizes or awards. Consider asking local businesses to provide door prizes.

Programs/Booklets: Printed programs/booklets containing a schedule of reunion activities and personal biographies can be a meaningful reunion keepsake. Decide if the booklets will be available at the reunion or after the reunion. Decide if it will be mailed to those unable to attend. Consider including in the booklets:

Events Schedule
Reunion committee message and acknowledgement to the teams who helped bring everything together
Class trivia, statistics
Current class directory with biographical info. (compiled from questionnaire

sheets returned by classmates or online with Reunion Track profile update.)
Photos
Memorial(s) to deceased classmates

Staffing the Event(s): Unfortunately, the reunion committee’s job isn’t over after all the plans and arrangements are complete. To help you enjoy the reunion events, you may want to ask for volunteers. Consider asking family members or members, or if a school reunion, from the class ahead of or behind yours to help with registration or serve as hosts for each event. There is nothing as disheartening for team members to be so busy managing event affairs, they miss the opportunity to reconnect and enjoy the gathering.

Name Badges: Name badges are critical for all attendees, alumni, spouses and guests. This is especially true if class members have not seen one another for decades. These can be simple handwritten labels or they can be printed on the computer. Name badges that include copies of senior yearbook photos can provide an interesting topic of conversation for introductions and greetings. You may want to have blank name badges on hand for last minute arrivals.

Awards: Most classes give some type of awards during the program. The awards should be kept in “good taste” to keep the tone of your event comfortable for everyone. Some ideas for awards include:

Longest married man/woman
Newest bride/groom
Man/woman with the most children
Most recent father/mother
Newest grandmother/grandfather
Traveled longest distance to reunion
Most Grand Children
Most unchanged from yearbook picture

The Reunion Program: Plan a schedule for the evening. This timeline should, by no means, set in concrete. However, you will want to be sure to schedule things like a class photo before people start to leave.

You may want a master of ceremonies to keep the program moving smoothly and you may need a microphone, depending on the size of your group and location. Your program might include:

Welcome address
Reading of letters, messages from people who could not attend
Introduction of Guests/Speakers
Acknowledgement of Reunion Planning Committee
Acknowledgement of deceased classmates
Reading of class prophecy/class will
Present awards
Group Photo

Class Photo: Many classes have a scheduled time during their reunion program for a class photo. Frequently a professional photographer is hired to take photographs of the entire group, groups of classmates, award winners or candid shots. It is best to arrange that the photographer be responsible for taking orders for prints, collecting money and mailing them. You already have more than enough to do yet.

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Part 7 - After the Party is Over

After taking a well earned 2-day nap, there are still a few tasks that need your attention.

Schedule a post-reunion meeting or gathering to celebrate a job well done!
Discuss and evaluate what worked well and what may not have worked so well.
Keep a record of the budget. If you used Reunion Track Planning Worksheet, update your final budget information and close out your reunion plan. It will be available anytime you want to review your results.
Send out a post reunion newsletter with a "How Did We Do?" form. Be sure to ask for suggestions and "How can we make the next one better?" This enables you to gather unbiased feedback from participants not directly involved in the planning or execution of the reunion. It can prove invaluable for the next reunion planning team who will be tasked with the job you just successfully completed.

If you have information about planning that you believe would be valuable to include in this guide, please do drop us an email. Our mission is to help others to create great memories... Which is what life is all about.

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