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Planning Timeline Info


One Year Before Reunion

  • Hold first committee meeting and recruit committee members.
  • Select date and location of reunion event(s.)
  • Update class mailing list.
  • Decide on reunion committee meeting schedule. Can we do conference calls?
  • Decide whether you wish to invite other classes to your event (do multiple-class event?)
  • Decide whether to do a class gift and consider what it might be. Do we need a separate committee to do the class gift?
  • Decide whether to do an alumni "yearbook" with classmates completing survey forms describing what they've been doing since graduation or the last reunion.
  • Do you want to offer tours of your school for returning classmates? Contact Paly Alum Association.  Tour fee: $50.
  • Reserve a block or blocks of hotel/motel rooms for returning classmates at reduced prices
  • Send "Save The Date" postcard to classmates with information about reunion and ask for volunteers willing to help with the planning. Give contact name.
  • Appoint reunion treasurer and be certain proper accounts are in his/her name so deposit checks can be written and income and expenses properly recorded.
  • Post reunion information and start an email directory on your class webpage.

Six Months Before Reunion

  • Begin preparing reservation letter to classmates with prices and reservation form.
  • If doing class gift, be certain major donor prospects are being solicited.
  • Reunion committee chair should be certain specific tasks are assigned to specific committee members.
  • Begin compiling list of former teachers to invite (they love to meet former students).

Four Months Before Reunion

  • Mail reservations letter to classmates with reunion details and pricing. In the letter include email address of class web page.
  • Create a link on class web page. for the reservation form for classmates' convenience.
  • As reservations come in, post names of classmates coming to reunion on class website.

Two Months Before Reunion

  • Organize class "phonathon" to call classmates and encourage them to attend reunion.
  • As reservations come in, adjust arrangements on food/accommodations to reflect numbers.
  • Invite former teachers to reunion.

One Month Before Reunion

  • Do email reminder to classmates about getting reservations in for the reunion.

One Month After Reunion

  • Reunion committee holds follow-up meeting to analyze reunion strengths and weaknesses.
  • Chair(s) for next reunion should be selected.
  • If reunion generated surplus, be certain money is properly accounted for and a treasurer for next reunion selected to oversee "startup" funds.
  • Send updated class address list to your class website so it will be available for planners of the next reunion.