In-Person Mini-Reunions
An Overview of In-Person Mini-Reunions
Mini-reunions are a great way for classmates to stay connected between scheduled five-year Reunions, and to help Vassar classmates and fellow alums maintain connections with each other and the College. They are also an opportunity to help re-engage and re-introduce class members who may have lost contact with each other and/or the College.
The possibilities are endless! Past successful mini-reunions have been held all over the world, and can range from a simple cocktail party hosted at the private home of a classmate, to casual drinks and/or dinner at a restaurant or bar, to an elaborate three-day group meeting with programs and interesting presenters. They have been held in a variety of creative venues in large cities, and are all planned by class volunteers. A local classmate is usually your best resource for planning an event in a specific city or region.
Reasons for Mini-Reunions
Mini-reunions can be just for fun, but many find they are more rewarding when focused around a learning experience such as a scheduled regional program, exhibition, or activity. Explore new places, see different areas of the country, or have a classmate host a tour or gathering in their area of expertise. All are worthwhile and worth considering.
Resources from Vassar
With sufficient advance notice, Volunteer Engagement staff partners in Vassar’s Office of Advancement can provide valuable resources and support for planning your mini-reunion, including:
- A list of classmates, sorted by geographic areas where they are located. (Note: The volunteer requesting this information must first receive and acknowledge the Best Practices Notice for Alum Volunteers.)
- Broadcast email services for announcing mini-reunions.
- Online registration for mini-reunion events.
IMPORTANT NOTE: Volunteer Engagement staff partners are unable to support virtual or in-person mini-reunion programming in April, May, and June due to their full involvement in Reunion planning, execution, and wrap-up.
Getting Started
- Define a purpose for the mini-reunion. Why do you want to bring classmates together at this specific place and time? What outcome do you hope to achieve, i.e., encouraging classmates to participate in Generation Vassar, showcasing classmates’ talents, and/or building interest and enthusiasm for Reunion? Once you define a purpose for your event, you are ready to begin planning!
- Contact your class president and/or events chair prior to beginning to plan a mini-reunion to discuss your ideas and purpose.
- Look geographically for the areas where you may find a concentration of classmates.
- Recruit others or volunteer yourself to help host an event or program in your area, and seek others to join a planning committee.
- Enlist a group of class representatives and class officers to agree to attend the event.
- Find a volunteer or attendee to take photos of the group/event to share on the class social media.
Next Steps
Volunteer Engagement staff partners are happy to offer guidance to class volunteers planning these events and help to get the word out to classmates. Contact Volunteer Engagement staff so they can assist with and/or advise you on:
- Selecting a date and working with event organizers/hosts to discuss details, timeline, and invitee list.
- Sending a “Save the Date” notice to inform the invitee list of the event in order to gauge interest. The “Save the Date” should include as many details as possible so classmates can make an informed decision about attendance and participation based on cost and other factors.
- Sending an invitation and registration notice to the invitee list with a deadline for registration included.
- Providing registration lists to event organizers for check-in and tracking attendance one-two weeks prior to the event.
Funding Mini-Reunions
Mini-reunions are generally pay-as-you-go events, meaning costs/fees are paid by the attendees either directly onsite or through a third-party vendor. Costs vary depending on the event’s scope, location, admission fees, and other factors. All of these details should be taken into consideration when advertising the event.
If your class has a treasury, it is important that you work with your class officers to determine how much, if any, of the class treasury may be used for funding any/all costs of mini-reunions. Volunteer Engagement staff partners can tell you if there is a treasury for your class, and, if so, how much is available for use.
Due to the current reimbursement policies of the College, any individuals wishing to be reimbursed for related expenses MUST:
- receive pre-approval from the College.
- fill out the vendor application.
- provide original receipts within 30 days; otherwise, the College cannot guarantee reimbursement.
For more information, please refer to these additional resources:
- Mini-Reunion General Checklist–Before You Get Started
- Mini-Reunion How to Guide and Detailed Timeline
- Options for On-Campus Mini-Reunions
- Broadcast Email and Event Request Guidelines for Volunteers
Once you are ready to plan your mini-reunion, please contact:
- Jolee DuBois, Associate Director of Volunteer Engagement: jdubois@vassar.edu
- Katherine Cerino-Jones, Office Specialist for Engagement: kcerinojones@vassar.edu
- Amanda Tyrrell, Assistant Director of Volunteer Engagement: atyrrell@vassar.edu
- Tobias Devor, Office Specialist for Engagement: tdevor@vassar.edu