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Planning a reunion is an involved task. It takes a great
deal of time to locate all your old classmates / family who may be scattered
across the globe. Once everyone is assembled though, the hard work pays
off. It is fun to reminisce about the old days and catch-up with one another.
The 10 Golden Rules Of Reunions
When it comes to reunions, it’s all in the planning. Here are a few
things to consider as you get started.
1) Know Your Numbers:
Before settling on major decisions like venue and food, you will need
to estimate the number of people coming. Sending out a survey to potential
invitees early can make the process much easier down the line.
2) Be Considerate:
Consider the needs of your attendees– their age, mobility, financial
resources, and geography. This will help with decisions about location,
duration, expenses, and more.
3) It’s a Date:
The most important decision you and your attendees have to make is the
date. Generally speaking, try to give from six to eight months notice.
If you can give more, that’s even better.
4) Build a Team:
As with most big undertakings, it’s a good idea to share the workload.
For large reunions, consider delegating projects, such as locating members,
creating a budget, finding a location, coordinating travel, and collecting
data (i.e. scrapbooks, videos, etc.), among members.
5) Stay Connected:
A newsletter or a website can be a great way to communicate about the
planning of a reunion. And by updating it with photos and stories from
the reunion, it can be a great tool for keeping in touch after the reunion,
too!
6) To Cook or
Not to Cook: Food is key to a reunion, but feeding
a large group can be daunting. Ask yourself, are you going to prepare
the food, or leave the cooking to others? Often, this question is answered
by budget. Popular options include a barbecue, a picnic, or potluck.
7) Money Matters:
Some reunion planners assume that the finances will take care of themselves.
However, creating a budget, collecting funds, and using these funds
appropriately are essential to a successful reunion.
8) Thanks for
the Memories: When the reunion is over, you and
the attendees will want to have a reunion keepsake. Some opt to photograph
or videotape the event themselves. Others may decide to hire a professional
videographer or photographer, even if it’s for one group shot. This
is also a great chance to create a master photo album, video compilation
or CD based on members’ stories, photos and videos.
9) That’s Entertainment:
Some may want to hire entertainment, such as a band or a comedian, or
a magician, face painter, or story teller for children.
10) Busy Bees:
Games and activities are a great way to keep members busy, but can also
help break the ice between attendees who are meeting for the first time
or who haven’t seen each other in years.
Committee Tasks:
There are a lot of jobs and tasks involved in planning a reunion. Here's
a partial list.
• Coordinating the entire event
• Developing a time table for planning the reunion
• Taking notes at the Reunion Committee meetings
• Obtaining current addresses
• Putting all the names and addresses of attendees in a database
and making mailing labels.
• Creating a website
• Creating an E-mail list
• Arranging for a facility to host your reunion
• Contacting hotels for special room rates
• Creating mailers and registration forms
• Creating a questionnaire to help make a Memory Book
• Organizing a golf outing or other events
• Finding a DJ or band
• Finding a photographer
• Coordinating the taking of candid pictures at the reunion (attendees
can take pictures with disposable cameras)
• Arranging for mementos/favors/souvenirs and "goodie bags"
• Planning ice breakers, games, and activities for the reunion
• Making multimedia presentation of attendees and past reunions
• Calling people to encourage them to attend the reunion
• Publicity. Calling local newspapers and write up articles for
any papers that will take them. Don't forget the cable companies and
online sites.
• Making name tags
• Greeting guests at the door and checking them in
• Doing a follow-up survey of attendees
• Putting reunion photos on the web site
• Making a reunion video
• Deciding who will work on the next reunion
Advance Timetable
One to Two Years:
- Begin a reunion journal containing ideas, suggestions, communications,
records, etc.
- Determine interest
- Develop a mailing list
- Form reunion committees
- Contact tourism bureaus, chambers of commerce, and convention and
visitors bureaus for meeting facilities, accommodations, dining, attraction,
and event information
One Year:
- Send first mailer requesting help for your ‘missing persons’
list and suggestions, and including theme, approximate cost, tentative
plans, etc.
- Set a date
- Choose location and make your reservation
- Shop for photographer/videographer, caterer, entertainment, etc.
Six to Nine Months:
- Send your formal invitation that includes the date, time, and directions/map
to location; directions/map to available accommodations; a registration
form (RSVP); updated ‘missing persons’ list; itinerary;
fundraising activities; and any other related information which will
be helpful in assisting each members participation
- Confirm all reservations and appointments with hired professionals
- Choose your menu, or confirm dining arrangements
- Continue to send invitations to people as they are located
Four Months:
- Choose theme, decorations, banners, etc.
- If possible, visit the physical locations for reunion activities and
accommodations with the entire reunion committee and meet with the Reunion
Consultant
- Reserve necessary rental equipment
- Submit order for t-shirts or souvenirs
Six Weeks:
- Complete the directory/memory book and have printed
- Have committee leaders get together and form a reunion day checklist
- Order Welcome Baskets for each room reserved
- Assign tasks to anyone who has volunteered to assist
Two Weeks:
- Review final checklist
- Purchase all last minute necessities such as decorations, souvenirs,
supplies
- Touch-base with your Reunion Consultant
The Day Before:
- Review progress/incidentals with committee leaders
- Meet with facility managers and make a list of staff contacts should
you need reunion day assistance
Reunion Day(s):
- Decorate and set up necessary equipment and supplies
- Welcome reunion members
- Have fun, relax, and enjoy the fruits of all your hard work!
Afterwards:
- Meet with committee leaders and note in your journal any information
which will be helpful when planning your next reunion
- Nominate a new reunion coordinator to begin planning the next big
event
Tips for Planning the Reunion
Putting It All Together
Organizing a reunion can be a formidable undertaking. However, there
is no better means to renew old relationships and build new ones, and
to bring the younger generations into contact with the older ones.
Choosing A Date
There are many great times to host a family reunion. To make yours extra
special, you might want to coordinate it with the date of a family occasion,
such as a milestone birthday or a 50th wedding anniversary. Many families
hold reunions over holiday weekends. While this ensures that most guests
are available, it is sometimes difficult to secure accommodations or
facilities at these times. Try to set a date at least a year in advance
of your celebration. This will ensure that you have reservations and
it allows guests to clear schedules.
Choosing A Location
Reunions should be held at a place that is central to most invitees.
There should be ample room for dining, parking, games and mingling.
If your event will be held for longer than one day, make sure that accommodations
are available nearby.
Delegating
Finding long lost relatives, hiring a caterer, choosing the perfect
location, sending invitations, following up with guests; trying to organize
a reunion on your own can be daunting. To take some of the pressure
off of yourself, ask other family members to help. You may be surprised
how many will enjoy helping. It may also be helpful to hold your reunion
at a venue, which provides services, such as catering and clean up.
At the reunion At the event, sit back and relax with your family. Don’t
try to pack in too many activities. This is the time for family to catch
up with each other and enjoy each other’s company.
Decorating
Decorating for the big night doesn't need to be too involved. Remember
that everyone is back to see each other, not some decorations. Why not
give the reunion team a reminder of the past?
Name Tag
Ideas
Have extra "blank" name tags printed so you can use an indelible
marker to write in the names of last-minute arrivals. As we get older,
it gets hard to see small print. Make sure the names (especially the first
name) on your name tags are big enough to be seen from a distance. Many
name tags have the first name printed much larger than the last name.
Use name tags with magnetic fasteners instead of safety pin fasteners
or clip fastener.
Registration
Make the actual registration process as simple and quick as possible.
If your registration process includes an "about you" questionnaire,
many folks may set it aside until "later" instead of just
writing a check and registering. If you're going to ask your attendees
for additional information (like biographical information), consider
doing a completely separate mailing so that if your biographical questionnaire
gets set aside until "later," you've still got their name,
address, phone number, the name(s) of the folks who will be attending,
and their check. |
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