1. Plan a date depending on the age of your class. If you are of the age with children in school you will want to choose a Summer date. If children would be grown a Fall date is good. Statistics show 23% of reunions are in July and 21% in August.
2. If you are having a theme you might want your stationary, decorations and directory booklet to use the same theme.
3. Plan an entire weekend around your reunion, since many attendees will be traveling from out of town solely for the event.
4. When making name tags, make copies of pictures from the annual and paste the classs picture on the tag. This is fun and helps everyone remember each other.
5. Get your website up and running immediately. See if one of your group knows how to create a website. this is the best and easiest way to keep everyone informed of what is going on. plus it is easy for people to respond with information, pictures and emails. If you don't have anyone who can do this there are a lot of people who will build and host it for you cheaply. (see Resources) You can put the reservation sheet, agenda, memorium list and lost classmate list plus current pictures on the website. DO NOT place bios on the net people don't want the world getting their address and phone numbers. Bios belong in a handout booklet that you give at the first event.
6. Send out postcards announcing the date at least 12 months ahead so people can plan and save for traveling.
7. On the cards put "RETURN SERVICE REQUESTED" above the recipient address. This way if their address has changed the card will be returned with an address correction, if available, at no charge. On this give the website address so they can see how the reunion is progressing plus it's a place for addresses of missing classmates. Tell them a reservation and agenda letter will follow with costs involved and give the website address if you have one.
The Class of 1958 will be holding its 50 year reunion
15 July 2008, in ___________________
Please keep this date open so you can attend.
We'd like to hear from you to be sure we have the correct
address for future mailings. You can either send us a post card
or email us at: ________________. You can get information on our website at:_____________________.
8. You might invite former teachers that still live in town
9. The older you get make the reunion casual, relaxing and comfortable.
10. When you send out your reservation letter ask questions for the reunion booklet like, how many children, grandchildren, occupation or retired, hobbies, email address, other interesting happenings. If you are having 50th reunions or later ask for bios of what folks have done since graduation.
Trivia For your reunion booklet taken from returned reservations:
Looking at this year:
__________classmates answered.
We have produced_______children.
We have ___________grandchildren.
_________have been overseas.
__________have retired.
_________has been married the longest with __________years.
________still live in our hometown.
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11. Consider age when you are planning events. For 50 plus reunions you probably don't want to have tours that have lots of walking. Then again if you are having a 5 year reunion you might want to plan games at a picnic.
12. You will want to set a fee for couples, a fee for singles, a fee for the full weekend and a fee for one event. Give a definite deadline for reservations and payment. Because you have to rent halls and pay catering you need to emphasize you cannot make refunds for those who can't come.
13. On your invitation letter ask those who cannot come to send a picture/biography and then make a bulletin board or the website for the reunion with pictures of those who could not be there .
14. Call months early and book the room, hall, etc. so you are sure to have a place. Plus you want to be able to put the places on your event notice. You will also need the cost so you can figure the individual and couple costs.
15. Check local hotels and motels for the best rates and list a few, with their cost, address, phone, fax on your registration letter so classmates can make reservations.
16. You can plan a reunion at the same time as a local centennial or yearly town event. Just make sure you will be able to get room reservations for everyone attending.
17. Place disposable cameras at every table and continually have your MC make announcements reminding attendees to take candid photos of each other. Once the reunion is over, post photos on a website and send links to everyone.
18. Designate a final date for reservations and don't make any refunds after that date.
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