General Reunions
Welcome Back!
Thank you for your willingness to be part of your class’s Reunion Committee. We at the Office of Advancement strive to make the reunion planning experience as easy and stress-free as possible for our volunteers.
There is now one comprehensive Reunion Committee for your class. Engagement and Annual Giving staff members work together to support it. Planning and fundraising are discussed on all calls with the whole team.
Reunion Committee work is focused on outreach. There are still some planning decisions volunteers need to make, but the primary work of the committee is outreach in order to encourage participation in the weekend and the reunion gift.
The administrative burden is lifted from volunteers. College staff are now required (as a matter of college policy) to manage all administrative and financial aspects of Reunion. Reunion Committees still have the opportunity to participate in a variety of decisions to help build the registration packages to attend reunion, but the ongoing responsibility for managing the event itself is held by the staff.
All class volunteers will receive an invite to join the Reunion Committee about twenty months prior to your reunion year. We hope all volunteers will be part of the committee to ensure the class is well represented in the planning and fundraising efforts. A welcome and introductory call will be scheduled fourteen months prior to Reunion weekend.
As part of the committee, you will be asked to attend four zoom meetings to ensure deadlines are met and decisions are made in order to open Reunion registration by April 1. Those meetings typically take place in September, November, February and April. Each meeting has a very specific agenda with “homework” assignments in between meetings for the committees to talk amongst themselves to prepare for the next meeting.
Sample Agenda for Each Call
September
- Review general schedule of reunion weekend
- Establish and confirm an attendance goal and fundraising goal for your class
- Introduce the volunteer tool, Givecampus
- Review the timeline for planning and fundraising
- Discuss set costs and what decisions are needed by the committee to help build the registration packages
- Discuss what is important to the class when returning to campus
November
- Dorm buildings are assigned to each class
- Caterers are assigned to each class based on campus venues
- Identify a committee member as point person for the following decisions: meals, favors, flowers, entertainment, programming
- Outreach assignments begin
- Homework before the next committee meeting
- Reunion letter is submitted by mid-December to distribute in early January
- Establish contact with assigned caterer and applicable vendors
February
- Saturday class dinner price per person is confirmed
- Confirm price point for favors, flowers, decor, and music
- Reunion registration package pricing is confirmed
- Outreach through social media, text, phone calls, letters
April
- Final reunion committee call
- Registration opened on or around April 1
- Review registration numbers and compare to goal set on the September committee call
- Favors are confirmed and ordered
- Outreach, outreach, outreach
Reunion Registration Packages
Registration will open on or near April 1 and will close the Friday before Memorial Day weekend. We can not guarantee on-campus housing or meals after this date. The majority of attendees enjoy Reunion weekend in three different ways.
Full-weekend Package
Includes Friday dinner and all-class hospitality bar, Saturday lunch, dinner, all-class hospitality bar, favor, and miscellaneous* charges per person.
Saturday-Only Package
Includes Saturday lunch, dinner, favor, and miscellaneous* charges per person.
Saturday Dinner-Only Package
Includes Saturday dinner and possibly miscellaneous* charges.
* Miscellaneous charges could be a DJ, class-specific program, special decor, etc.