Reunion Planning Benchmarks

One Year (or sooner) Before the Reunion

Get Organized

• Set up committee, collect seed money, begin people search
• Decide when and where to have reunion
• Set up Reunion Website
• Create invitation

Create a Budget

• Set up budget, select ticket price, estimate costs

The Foundation

• Send first announcement   
• Request personal biographies, pictures, etc. for handouts and memory albums
• Select entertainment and photographer
• Plan events, activities and games
• Design a slide show or video
• Organize a Friday night ice-breaker
• Plan a following day picnic
• Open bank account
• Make files and organize paperwork

9 Months Before the Reunion

Create an Ambiance

• Create and order mementos and souvenirs i.e. memory albums, name tags, etc.
• Either make tickets or email response template when registrations are received
• Request additional donations for school or toward another social action project
• Hire videographer
• Edit personal histories, videos or other reunion handouts or displays

Get People There

• Meet with committee regularly to make phone calls
• Invite special guests
• Prepare and send second announcement

6 Months Before the Reunion

• Plan decorations, displays and centerpieces
• Edit personal histories, update address list, continue phone drive
• Order t-shirts and banner and other mementos as souvenirs, awards and door prizes

3 Months Before the Reunion

• Update address list, edit histories, continue phone drive
• Get event insurance
• Rent a dance floor
• Send reminder notices
• Start making name tags
• Make table centerpieces
• Prepare photo collage, signs and door prize coupons
• Prepare printed program and oral program including special announcements

1 Month Before the Reunion

• Edit personal histories, update address list, continue name tags and phone drive
• Send reminder postcards
• Select preliminary award winners
• Make signs for registration area

2 Weeks Before the Reunion

Final Arrangements

• Send email reminders or mail tickets
• Verify event attendance, prepare list of paid guests
• Confirm arrivals and timeframe with all vendors and suppliers
• Verify attendance and make accommodations, if necessary, for invited guests
• Finalize program announcements and award winners
• Verify delivery of donated door prizes
• Proof memory album draft or other handout and give artwork to printer

1 Week Before the Reunion

• Prepare final list of paid attendees
• Prepare registration packets including pre-paid and will call
• Make signs for registration tables and contingency plan
• Give meal count to caterer and final payment to facility
• Verify room set up and equipment arrangements with the banquet manager

The Reunion Event

• Bring reunion day supplies including checkbook. Retrieve supplies at end of reunion

Aftermath

• Finalize photo book and send to photographer
• Send memory albums and other hand-outs to those who paid but didn't attend
• Send prepared documents to individual purchasers
• Send: thank you notes, follow up letters, donation to the high school
• Close bank account once all checks have cleared, open savings account with remaining cash for next reunion
• Store reunion supplies in convenient location
• Complete and send, fax or email Reunion Survey to The Reunion Planner Website

Final Items

• Celebrate with committee members by holding a follow-up meeting to discuss reunion successes and pitfalls
• Keep the ambiance and connections alive by maintaining the reunion website, sending newsletters and email announcements
• Update guest list with any new contact information
• Request volunteers to work on the next reunion

Stay Up to Date on Reunion Planning

• Check www.reunionplanner.com for updates on new ideas and other tips and tricks of reunion planning

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