Timeline

ASAP

  • Visit school: inform them of reunion; obtain class list, yearbooks
  • Prepare preliminary budget
  • First committee meeting
  • Open bank account
  • Send out ‘Save The Date’ cards (emails)
  • If the date is not fixed, set up an online poll with three options
  • Collect online Classmate Profiles and pictures (ongoing until event)
  • Missing classmate search (ongoing until event)
  • Post Missing Classmates page on website (and update as you go)

6 months in advance:

  • Finalize date of event (if possible)
  • Book venue
  • Book caterer, if not provided by venue
  • Determine if there are informal events surrounding the reunion
  • Revise budget
  • Finalize ticket pricing
  • Send broadcast e-mails hyping the reunion (ongoing until event)
  • Invite the non-paying guests (teachers, coaches, etc.)
  • Start early-bird ticket sales and incentive programs
  • Sell or barter ad space on your website
  • Book entertainment
  • Set up memorials page on website
  • If you are hiring a photographer or videographer, get quotes
  • Plan the festivities (awards, games, speakers)
  • Canvass classmates & businesses for giveaways
  • Plan Memory Book (and solicit ads if you will include them)

4 Months in advance:

  • Telephone classmates who you found but have not yet responded
  • Plan décor, centerpieces, displays, registration kits
  • Sketch a detailed diagram of the room and set-up
  • Order any printed decorations (banner, custom balloons, etc)
  • Order mementos (keychains, pens, etc.)
  • Collect content for the displays (ongoing until event)
  • Enlarge any photos that will be displayed (class photo, teachers, etc.)
  • Arrange for any on-site sale items (t-shirts, etc.)
  • Turn up the heat for ticket sales
  • Send out invitations by email or by post

2 Months in advance:

  • Assemble slide show
  • Assemble video
  • Arrange supplies for name tags
  • Get volunteers to work the registration desk (if possible)
  • If you plan to have paper tickets, (not recommended) send them
  • Broadcast email reminders
  • Cut-off for final ticket sales (if your venue needs notice for extras)
  • if you plan to have a program booklet, assemble it now

The Final Weeks:

  • Prepare guest lists for registration table
  • Give final meal count to caterer
  • Prepare name tags
  • Compile registration kits
  • Prepare all office supplies and signs needed for registration desk
  • Arrange for a float for the cash box
  • Memory books should be delivered
  • Confirm with all vendors, suppliers, donors, etc.
  • Prepare detailed schedule of the big day

Reunion Day:

  • Decorate room, tables, displays
  • Set up registration area
  • Ensure required audiovisual equipment is set-up
  • Review check-in procedure with registration workers
  • Pick up or ensure delivery of registration kits, giveaways, mementos.

Post Reunion:

  • Upload reunion photos to website
  • Send thank-you notes to all donors / sponsors / committee members
  • If you plan on future reunions, send a follow up letter to all alumni
  • Share your knowledge with other classes from your school
  • Close bank account