Event Contact
  • C. Jeff Bunn
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Reunion Planning Guide

These are suggestions for steps and the time it takes from the time you start your very first reunion.  For someone organizing a reunion with a history, this list is also good for checking your progress or as agenda consideration for committee meetings.

If your family has a newsletter, include some of these steps from time to time.  Family members can better appreciate what their part is, if they know what you need to do when.  For example, they might return reservations and t-shirt orders if they realize your deadline date is not arrived at arbitrarily.

24-18 months before your reunion:

  • Determine interest
  • Talk to other reunion organizers
  • Attend a reunion organizing class, workshop or conference
  • Start a mailing list
  • Form reunion committee(s) and establish responsibilities and schedules
  • Keep records of everything
  • Develop a budget and bookkeeping system
  • Scout locations, facilities
    - Contact the Convention & Visitors Bureau as a possible reunion destination

One year before:

  • Set dates
  • Choose location/venue
  • Contact the locations Convention & Visitors Bureau
  • Send first mailer; tentative reunion schedule and plans (tours, etc.), theme & approximate cost
  • Begin souvenir directory/list of attendees, memory book
  • Arrange or hire entertainment, caterer, photographer, videographer, printer
  • Hire motorcoach (if needed)

6-9 months before:

  • Send second mailer; include registration & cost
  • Send announcement to Reunions Magazine
  • Schedule events & activities - program, speakers, awards, tours, etc.
  • Reserve room block at hotel(s)

5 months before:

  • Confirm reservations, entertainment (band, DJ, comedian, magician, face painting, etc.)
  • Confirm photographer & caterer
  • Choose menu
  • Announce event to local news media, elected officials

 2-4 months before:

  • Meet with hotel staff, visit facility with reunion committee
  • Select decorations, theme, signs/banners & order printed items
  • Reserve any rental equipment
  • Submit personalized souvenir order (t-shirts, mugs, caps)

6 weeks before:

  • Complete directory/memory book; deliver to printer
  • Write checklist for reunion tasks
  • Designate assignments for reunion volunteers

2 weeks before:

  • Purchase last minute decorations and incidental supplies
  • Reconfirm meeting, sleeping and eating accommodations
  • Review final checklist

The day before:

  • Determine location staff contacts for your reunion
  • Solve any last-minute problems
  • Review final details with reunion committee

Reunion day(s):

  • Set up registration tables, rental equipment, displays
  • Juggle details: volunteers, food, photographer, games entertainment
  • Decorate
  • Enjoy!

Afterward:

  • Reflect and evaluate - note what worked, what didn't
  • Complete bookkeeping; settle accounts
  • Write thank you notes to volunteers, hotel staff, caterers
  • Start planning your next reunion

 

*All above information provided by Reunions Magazine