The 12 Month Countdown

Reunions take a lot of planning and you will likely spend over several hundred hours on the phone, visiting with vendors, planning, and chasing after details. To help you get off to a good start, we've put together a complete outline of the things you'll need to do for your class reunion and the approximate timeline for getting those things done!

It's a time where your will, wit, organizational skills, and humor will be put to the test.

Nine to Twelve Months Before The Reunion

· Organize Reunion Committee
Find Classmates who are interested in helping with reunion work
  Generally 5 - 10 individuals work well for a reunion committee. 

· Find Class List
· As a group, review the list and Identify classmates you have monthly conversation with (all others are considered MIA and need to be found).
· Divide the list into equal parts between the committee members.
Write down who is responsible for what names.
Have them work on their portion of the list until NEXT meeting.

At the next meeting retrieve the lists from each of the committee members.
Update your Master Class List
Redistribute the UPDATED list to the committee by dividing the list again into equal parts.  Make sure that everyone is NOT working on the portion they had before.
When contacting classmates, be polite, but don't have a reunion on the telephone.  Try to limit the call to 5 minutes or less ( you will be surprised how long each call can be unless you manage the conversation).
Be upbeat, and positive when calling, and be sure to request that they attend.  ( the more that show up, the better the Reunion will be).
· Start to update that last, begin with the classmates you know.
  Ask them for information on ANY other classmates they may know of.
· Contact the Alumni Association for reunion assistance

Eight Months Before The Reunion

· Discuss factors which will affect the number of classmates attending your reunion (costs, dress, activities, accommodations, and notification). (review often!!!)
· Compile facility list (you will need to decide soon where to host the Reunion)
Account for Number of attendees.
Consider activities to be held at the facility.
  Dinner
  Dance Floor (and DJ or Stage for Band Set-Up)
  Conversation Areas
  Reception and Registration
  Group Photo
  Bar
· Agree on a preliminary budget
· Collect "Reservation" money from each of the committee members to establish the Class Checking Account
· Decide early-on what if any financial assistance your committee will pursue in the form of corporate grants, advertising, gifts, etc. (you could be surprised what you can get just by asking)

Seven Months Before The Reunion

· Place your "Seeking Classmates" announcement in the newspaper & shoppers.

NOTE:  Announcements in the NEIGHBORS section of the DsM Register may or may not appear during the same week.  Be sure to send announcement to EACH Neighbors Section Editor.

· Compile Hotel accommodations list for out-of-town attendees and guests.
· Prepare all maps and directions for the reunion events and locations. (due next month if you are only sending one letter, otherwise you will need it 3 months from now.)
· Refine the preliminary budget and establish the reunion budget
· Start Search for Caterer (if not being catered by hosting facility)
· Start Search for Entertainment (DJ's, Band, Group's, Karoke,…)
· Start Search for Event Photographer (and Videographer)

Six Months Before The Reunion

· Reserve the location
  The main Reunion Location
  Picnic areas and equipment (if needed)
  Facilities at Tech (if needed)
· Send 1st Contact Letter to Classmates
(Many people will need to arrange for vacation, transportation, and personal accommodations, so don't delay this.)

Five Months Before The Reunion

· Contact and book Entertainment
· Start thinking about ideas / themes and establish a color scheme (Blue and Gold comes to mind)
· Begin preparing text and arrange printing of reunion directory and other reunion related items (Announcements, registration forms, and confirmations).

Four Months Before The Reunion

· Create a calendar of events for the Reunion Activities.
· Contact Caterer (if not being catered by hosting facility) and Book.

Three Months Before The Reunion

· Place your "class reunion" announcement in the newspaper & shoppers.
· Submit PSA's to Television and Radio Stations (all formats)
· Send 2nd contact letter to Classmates (with a 2 letter plan)
· Reserve any rental equipment and decoration

· Assemble and record classmate replies to reservation requests.
· Finalize plans with photographer, videographer, baker, florist, DJ or band.
· Decide what your menu is going to be for the reunion. Estimate the expected number of guests.
· Prepare Teacher Invitations.
· Send Teacher Invitations (5 weeks before reunion)
· E-mail classmates who have not R.S.V.P.'d.
· Block rooms at nearby hotels for out-of-town guests (if the class is coordinating housing).
· Revise the budget (and scale expenditures accordingly)
· Find people to staff the Reception Desk and act "helpers" for the Reunion (it's your class reunion as well, you might like to chat with a few classmates, and being tied to the reception table makes that a little tough to do).  Kids, Grand Children, a close friend or neighbor, even someone you know from a different class make good candidates.  (Be sure to FEED the Help!!!)

One Month Before The Reunion

· e-mail Classmates with last minute up-dates concerning the reunion.
· Review your contracts with all of your vendors and service providers (DETAILS!!)
· Decide upon and order party favors (napkins, balloons, candles, centerpieces,…)

One Week Before The Reunion

· Double check with all contracted services
· Provide the caterer with the final guest count.
· Review all the final details with your photographer, videographer, etc.
· Confirm out-of-town guests have transportation and sleeping accommodations (if offered).
· Check with your florist and/or balloonist to make sure they will arrive when           scheduled. (Double check delivery times and locations.)
· If Reunion dinner is formal, review seating arrangements, and finish all the place cards.

Last Meeting Before Reunion Event

· Due Date for all items (printed, decorations, gifts and giveaways)
· Compile "Thank You Note" List.
· Give final count to banquet hall or caterer.
· Double check all details concerning the Reunion
· Delegate responsibilities and instruct the Committee Members on what they will be doing on the day of the reunion.

Pre-Reunion Gathering  (Optional Activity)

 {Informal Cake and Coffee or Luncheon}

· A Great way to kick off a Reunion Weekend
Friday night after work or Saturday morning Breakfast
The "T" Room at Tech is a wonderful venue - might even invite the teachers.

Reunion Day

     {Setting Up}

Last minute details -
· Set-Up Reception Table
· Sign-in (and Guest Book)
· Reunion Packets
· Name Tags
· Class Reunion Directory
· Dinner & Drink Tickets (if required)
· Decorate Facility
· Check-in with Caterer
· Check-in with Entertainment
· Enjoy the benefits of good planning and a have a Great Reunion!!
· Take a deep breath, don't worry, be HAPPY, ENJOY THE REUNION, and SMILE!
 

     {At The Reunion}

· Greet the guests as they arrive.
· If photographs are to be taken, allow plenty of time for that!
· Follow schedule: introductions, dinner, MC, games, conversation, and entertainment. 

     {Two Weeks or less}

· Send "Thank You's" to those who have helped with your reunion.
· Complete any unfinished reunion business.
· Reunion review meeting.
· Forward a current class list and data to the Alumni Association
· Pay all remaining reunion bills.
· If there are funds left, start an interest bearing financial account for the next reunion.
If you establish a savings account, check the timeframe you must have activity to maintain that account.