SUGGESTED
Remember to get EVERYTHING in
writing!
1 year before reunion or sooner:
Getting organized
a. set up a committee, collect seed money, begin people
search
b. assign tasks to committee members
c. decide when and where to have reunion
d. open bank account
e. contact alumni association (215)886-4697, Email: alumni@cheltenham.org.
What
assistance is available from the alumni association?
f.
determine if class
has money in escrow account with Alumni Association. Obtain a current list of names and addresses.
Create a budget:
a. set up a tentative budget
b. determine cost per person
The foundation:
a. mail out first announcement with pertinent information.
b. request personal biographies, pictures, etc, for reunion
directory or memory albums.
c. select and hire entertainment, and photographer/videographer
d. plan any special events
e. organize paperwork and keep files
f.
obtain event
insurance if needed.
g. plan on giving a donation to the CHS Alumni Association.
9 months before reunion:
Create an ambience:
a. design invitations and response cards. Seek out prices
from printers.
b. decide who will accept response cards.
c. decision to be made as to whether there will be
mementos/souvenirs i.e., mugs/pencils/t-shirts.
d. reserve
e. if
committee has not done so, determine coast per person before mailing out
invitations.
f.
edit personal
histories received from classmates.
Getting people there
a. continue trying to find “missing” classmates.
6 months before reunion:
a. plan decorations, displays/centerpieces.
b. plan for any mementos/souvenirs/awards/door
prizes/t-shirts.
c. make plans for name or photo tags.
Information for directory:
a. continue editing personal histories, update addresses and phone
numbers.
3 months before reunion:
Countdown
a. continue editing personal histories, update addresses and
phone numbers.
b. select a printer who will prepare directory.
c. order souvenirs, i.e. mugs/pencils/t-shirts and awards.
d. start making table centerpieces.
e. seek out door prizes.
f.
prepare for any oral
program or special announcements.
g. advertise reunion information in local papers and on cable
TV.
6 weeks before reunion:
a. mail invitations.
1 month before reunion:
a. continue editing histories, update address list and
phone numbers.
b.
start making name tags.
c.
make signs for registration table.
2 weeks before reunion:
a.
verify event attendance, prepare list of paid
classmates/guests.
b.
confirm logistics with the entertainer, photographer/videographer/balloon
supplier/florist
and any other vendor.
c.
verify delivery of donated door prizes.
d.
finalize program announcements.
e. proof
read directory information and send to printer. Check with printer at least 1
month
to verify 2 weeks is enough time to have
directory ready for reunion date.
1 week before reunion:
a.
prepare final list of paid attendees.
b.
make sure signs are made for registration table.
c.
provide meal count to caterer/restaurant/etc. Verify if there is a date for the
absolute date
for a final count.
d.verify room set
up and equipment arrangements with banquet manager.
The reunion:
It’s reunion time
a. bring attendance checklist.
b. retrieve supplies, etc, at end of reunion.
c. pay disk jockey or band.
d. pay banquet facility.
Aftermath:
a. send directory/photo album and other hand-outs to those
who paid but did not attend
reunion.
b. send thank you note and follow up notes.
c. send alumni association donation.
d. close bank account once all checks have cleared.
e. store, in a convenient location any supplies class might
want to use for the next reunion.
f.
hold follow-up
committee meeting to discuss reunion successes and pitfalls.
g. send copy of invitation and other literature to alumni association
for the class files.
h. provide alumni association with final changes/additions to
class list.
i.
provide alumni
association with a brief summary (1 or 2 short paragraphs) of reunion
for
annual alumni newsletter and the alumni web site.
j.
return CHS banner to
alumni office. (If borrowed)
NOTES:
When determining
cost per person include the following:
a.
cost
of meal.
b.
cost
of DJ or band.
c.
cost
of souvenirs/awards.
d.
cost
of any centerpieces/decorations.
e.
cost
of directory/album.
f.
cost
of photographer/videographer.
g.
invitations
h.
mailing
postage.
i.
donation
to CHS Alumni Association.
j.
miscellaneous
supplies: name tags/post cards/markers.
Remember to get EVERYTHING in
writing!