How to Guide and Detailed Timeline

• Determine plans for the event
  • Confirm event description, including the purpose of the event. 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! 
  • Confirm event date(s) and time(s) after reviewing the calendar for key participants, the College, and the community, and check for major holidays, religious, cultural, or legal observances.
  • Identify point person(s) for the event. If necessary, establish a committee and/or key players for the planning process, as well as the planning meeting frequency and times.
• Confirm venue, lodging, catering, and/or keynote speaker reservations.
• Determine the event budget and fees, and confirm all costs with Volunteer Engagement staff partners. Note: Mini-reunions are paid for by attendees (pay-as-you-go), either directly on-site or through third-party vendors, and may be subsidized by the class treasury if agreed upon by class officers.
• Discuss invitation list and attendance goals with Volunteer Engagement staff partners to confirm deadlines, discuss the registration process, and develop the marketing plan.

• Work with Volunteer Engagement staff partners to send a Save the Date email broadcast to inform classmates about the upcoming event; be sure to indicate the minimum number of responses required to hold the event. This will gauge interest in attending the event and, if applicable, the interest and lodging needs of guests. Confirm lodging arrangements based on interest expressed.
• If applicable, work with the caterer directly to discuss the menu and catering budget.
• If applicable, confirm the speaker, topic, presentation length, and AV requirements.

• Determine invitee list, i.e., all classmates, guests, other classes, etc.
• Work with Volunteer Engagement staff partners to send an email broadcast to the invitee list as an event announcement, along with online event registration, if applicable. Volunteer Engagement staff partners can also schedule one follow-up reminder email if deemed necessary after reviewing the registration, i.e., if registration numbers are lower than expected. Best practice is to schedule the reminder email to be sent approximately one week prior to the registration deadline or event, as appropriate. For more elaborate in-person mini-reunions (involving caterers, lodging, etc.), set a registration deadline at least two weeks prior to the event; for less elaborate events, set the deadline a week prior to the event.

• The College will send the email broadcast and open registration. 
• Provide your class Social Media Coordinator with details about the event and, if applicable, the registration link to advertise it on the class social media.
• Market the event yourself by contacting fellow alums on your own via phone, email, or your social media with an online registration link and details. (Volunteer Engagement staff partners can supply a class contact list to the volunteer for this purpose once they have reviewed the Best Practices Notice for Volunteers.)

If necessary, i.e., if registration numbers are less than expected, for multi-day/multi-activity in-person mini-reunions, schedule a reminder email to be sent two weeks prior to the registration deadline.

• Deadline for registration; ask Volunteer Engagement staff partners for an updated registration list with names and email addresses of registrants.
• Update the caterer regularly. If the registration number differs from the one you initially gave the caterers, make the appropriate adjustments. 
• If the registration number is less than expected, personal outreach by phone or email to local alums is encouraged. 
• Assign volunteers to assist with check-in at the event, greet participants, act as general hosts, and make program and speaker introductions (if necessary). 
• If necessary, i.e., registration numbers are lower than expected, schedule a reminder email to be sent two days prior to the registration deadline for one-day, less detailed in-person mini-reunions.

• Confirm final details with the venue and the caterer, including any last-minute changes or special meal requests.
• Obtain registration list from Volunteer Engagement staff partners prior to the event and send a confirmation email to registrants with information including an agenda, suggested dress, directions, map, parking instructions, etc. (Once the volunteer has reviewed the Best Practices Notice for Volunteers, Engagement staff partners can send the list of registrants’ names and email addresses to the volunteer, so that the volunteer can communicate directly with the registrants with reminders on where to meet, dress code, etc.; if not, Volunteer Engagement staff partners can send a reminder email to the registrant list on the volunteer’s behalf.)

• Arrive at the venue 45 to 60 minutes early to check setup (i.e., room seating, A/V equipment, registration table, etc.) and be prepared to make any final adjustments.
• Check with the caterer to ensure the food will be served on time and that no last-minute changes are needed. 
• Review planning details and walk through the event with volunteers and staff, if applicable.
• Volunteers should take accurate attendance by checking off attendees who registered in advance, adding those who did not, and marking no-shows on the registration list. 
• Be sure to have extra copies of all materials, i.e., schedule of events, etc., if applicable

• Provide details of the event to class officers, and Volunteer Engagement staff partners with the attendee list and any other appropriate feedback.
• Ask the Social Media Coordinator to post pictures and details of the event on your class social media. This can help generate excitement for the next event and/or the upcoming class Reunion!
• Send “thank you” note(s) to the presenter(s), etc., as appropriate, and an email to the participants to thank them for attending, including pictures if available. (Once the Best Practices Notice for Volunteers has been reviewed by the volunteer, Volunteer Engagement staff partners can send the list of registrants’ email addresses to the volunteer; or can send the email to the registrant list on the volunteer’s behalf if not.)