The Reunion Timeline: Quick Reference Guide
12-18 months in advance:
* Put out feelers for committee
* Start a website
* 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)
8-12 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 - 8 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 e-mail 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
