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Reunion Guide
Some helpful hints towards making your reunion successful
CRITICAL
Reserve your venue as early as possible (a year in advance
for the popular spots).
Get a copy of the contact information for your class from the
alumni database.
Decide how much you want to charge. This determines venue,
food, entertainment, photographer, band, DJ, etc.
Decide whether to retain outside reunion organizer.
I recommend against this. I think the primary service they
offer is tracking down classmates. The website largely eliminates
the need to do this.
Do not accept payment at the door!
Require checks several weeks in advance of the reunion!
Most caterers and hotels require a headcount several weeks in advance
along with a cash deposit. It's not practical to accomodate last minute
rsvps.
Recruit a core group interesting in doing the work.
Reunion meetings can be fun if you have a good group.
Face to face meetings are not really necessary if you make
good use of email, chat, IM.
All the folks on the reunion committee will probably attend,
along with their friends, forming a core group of attendees.
Personally contact key people in the class and encourage them
to attend. There are always "popular" folks who will "suck" their
friends along with them <g>.
EFFECTIVE
Each time you receive an rsvp, copy your acknowledgement message
to the class group so that everyone knows who has rsvped. This helps
build momentum.
Encourage classmates to submit bios. Reading bios of old classmates
encourages folks to attend.
Use the class mailing list frequently to remind classmates
about the reunion.
Have early bird price to encourage early rsvp.
Keep the class homepage up to date with the latest rsvps.
When looking for venues, look at the other class homepages to see
where they had their reunions. Get advice from reunion contacts from
other classes.
Buffett dinners encourage mingling and are better than formal sit
down dinners.
RECOMMENDATIONS
Use PayPal to accept online payments.
Keep a cash reserve for the next reunion, as hotels require large cash deposits
and you don't want the reunion committee to have to front the money.
If you do not have a reunion fund, have the committee members pay
in advance to generate an operating fund.
Don't worry too much about the menu. Minimize spending on food.
Pasta instead of meat entrees. No one attend a reunion for the food.
Don't spend a lot on decorations, centerpieces.
Check classmates.com for lost classmates or classmates not listed in
the alumni class directory.
When investigating venues, look out for hidden charges.
Minimize postage by relying on email and the website. After going
over the contact information, do emailing to find dead emails. Ask class
to help find lost classmates. Once you have as much contact
information as possible, do mailing to everyone with mailing address
but no email address and ask for email address. Do second mailing
of invitations only to those without email.
Get reunion checking account. Best to have multiple signatures to avoid money
problems. Keep receipts.
Here's some advice from Ann Landers for those attending reunions:
DEAR ANN LANDERS: I recently attended my 25th high school class reunion. I had a
wonderful time, but I noticed a few people seemed uncomfortable, and their discomfort made
others uncomfortable as well. I have compiled a list of DOs and DON'Ts for such events.
With reunion time just around the corner, I hope you will print my "Reunion
Rules" for others who may be feeling awkward about attending the festivities:
1. No whining or moaning over what "might have been," or anything else
depressing. No one wants a pall cast over this happy event.
2. Seek out people who have made a difference in your life, and thank them. They will
appreciate it.
3. Check your midlife crisis at the door. No one needs to know you are having an affair or
that your spouse just left you.
4. Do not brush off anyone who wants to talk to you. It doesn't matter whether or not you
liked that person in high school.
We have all changed.
5. Bring an extra hankie, and cry all you want when you are overwhelmed by nostalgia and
old friends. Tears can be a great
catharsis.
6. All responses to questions should be at least two full sentences. Don't be abrupt. It
will make you appear snobbish.
7. Don't do too much bragging. It puts a spotlight on your insecurities. The best
compliments are the ones you get without
fishing.
8. Any remarks about your baldness, weight or wrinkles should be countered with something
humorous or self-deprecating. No
offense is intended. Sometimes, when people are surprised at the change in the appearance
of an old friend, they don't know how to deal with it, so they try to mask their surprise
with humor.
9. Be careful how you approach others. Be respectful. Remember that you are dealing with
someone's wife, husband, mother or father.
10. Be yourself. We remember you from way back, and will accept you the way you are.
Here's some helpful information for those who are arranging their class
reunion.
If you have addition suggestions please write the Encina webmaster.
Bob Goosmann 74 wrote:
The most important first step is putting together a committee of 4-7 alumni who are
interested in doing the work. Fortunately, Class of '74 has a great committee and we are
actually having riotous fun at our meetings.
Step two is to settle on a date and a location--the earlier this is done the better.
Some of the more popular places are reserved many months in advance. If you don't
have a "reunion fund" (we didn't), everyone has to front some money for the
deposit, which is usually around $500.00.
Then, simply divide up what needs to be done (invitation list and mailing, DJ,
activities/awards, invitation design, web site updates, photographer, etc. etc.).
Be sure to personalize the event as much as possible with music from the appropriate
years, perhaps displays of old photos, mementos with the Apache (Bulldog?!) logo, etc.
I also highly recommend a buffet dinner with various stations rather than a standard
sit-down dinner; the goal is to create a fluid event that encourages everyone to mingle.
Finally, make sure your committee is comprised of slightly deranged alumni who enjoyed
drinking adult beverages and gossiping about their former classmates--this, of course, is
the real appeal of being on the committee.
Location
In researching hotels for our upcoming reunion, I found quite a difference between
various locations. The Holiday Inn and Doubletree both had a lot of peripheral charges
(room fee, staffing fee, etc.); the Hilton didn't have a room available that was big
enough for us. Arden Hills country club is a beautiful location and their prices are
reasonable, but you have to make a reservation many months in advance (my sister just
coordinated Rio Americano's 20-year reunion there, and she said it went great).
Red Lion Sacramento Inn, where we are having our 25-year, was by far the best deal that I
found. We're only paying for the catered meal--the room, staffing and decorations are all
included at no charge. It's also a nice central location.
All hotels require a deposit well in advance--usually in the neighborhood of $500.00.
Ridgley Sheldon 68 wrote:
The first thing that any reunion committee needs to decide, is when they want their
reunion and what type of theme they would like.
For example:
A simple bar-b-q
A picnic
A dance
A dinner
any combination of the above or different.
Then they need to anticipate the participation.
The older the reunion the less people usually.
Then you have to figure how much the committee wants to have each person
spend.............no money, $10.00 or $50.00 or $75.00 etc.
this will give them a base to start with.
It is best to have one person then contact the potential sites that have been talked about
amongst the group. You should have a bout 5 or 6 possible sites. In Sacramento their are
many conventions and meetings going on all the time. Finding a ballroom or large dinner
dance space is sometimes hard depending on the time of year.
Dance spaces run abour $500 to $1,000.
Dinners can be anywhere from $15.00 to $100 a person.
Decorations depend on the group
Beverages can be included with cost.
Music.
These are all issues that need to be addressed before the person contacts the various
Hotels, Restaurants ,etc.
The Encina class of 68 decided we did not want to charge over $60.00 per person or $100.00
for two
so, We figured the cost of our decorations and approximated about $25.00 to $30.00 per
person for dinner
we then added the cost for mailings and administrative cost.
We made our own decorations and purchased the material wholesale
We had a few fun get togethers where we all cut and put together flowers.
this kept cost down
We decided not to go to a professional reunion organization.
Because we could put on an outstanding event for less.
To get the Capital to begin with and to do the first mailings....the ten committee members
all put in their payment first. This gave us operating capitol. So, we had over $600.00 to
start with.
When the calls are made to the Hotels, you ask for the Sales department.
Then ask for the sales manager. Then tell them the dates you prefer, and the anticipated
number of people. (At least 1/2 of the class to begin with. Remember if only a 1/4
show up but bring spouses or dates that will be close to half the class size, if there was
a ten year reunion, see how many people came to that...that should give a better idea.
I will be more than Happy to help any one do this. It is easy, and it can sure make the
difference between a dull reunion and a really nice one.
Most all Hotels Sales department have a 8 1/2 by 11 Folder they will send to the
Chairperson or organizer listing various menu plans, and room rental fees.
Sometimes a successful class mate might want to donate or contribute to the event. Provide
the music or pay for a portion of something. These are all areas to look at.
First you need to figure out exactly at the moment how many realistic dependable
volunteers you have!
If you have at least two you can do all kinds of things without alot of money to start.
You can also call Heddy at Encina who is the community service liason and she will give
you a list of any othe interested class members who have contacted her, if any. Then give
her your name and tell her you are trying to get a committee going and that any interested
people can contact you.
Set a date for a committee meeting in a location that is central. If you live near
Sacramento that is good. Somewhere near Highway 80 or I-5 or 50 so that it is easily
accessible by all. A Saturday is a good day because most people are off on a Saturday.
Tell Heddy the date and do a phone chain if you still are in touch with a few people from
your graduating class. Have Harlan announce the date on the Encina Newsletter here on the
email and on the website.
You can also ask him about web soft ware and he can tell you how to set up your
classes web site.
Then...............
when you have a small group (which is actually better, less conflicts) formulate your
committee. If there are only two of you...Then go from there. If you can get 3 or 4 or 5
then you can elect officers. Chairperson, or co-chairpeople, a treasurer and some one to
record minutes. Make sure that the treasurer though also has a committee that he or she
reports too. Three people on that committe is fine. Make sure you record all minutes of
each meeting. No money transactions without any documentation to explain why money was
spent, WHO AUTHORIZED IT, and when. Triple or double signatures should be required if you
set up a checking account.
Back to where do we get the money..
First you need to plan..............what you want to do.
1. Simple picnic..........potluck
2. Spagetti Dinner
3. Bar-B-Q
4. Dinner & Dance
5. Cruise
These are just examples.
Now if it is just a simple pot luck, then you only need to notify people, and assign menu
items and utensils and a place to hold it.
If......you want a more exciting event...........Then you need to decide how exciting.
Say a dinner then where, and what type of event, casual, cocktail attire or formal.
Then, figure out how many people in your class. Figure that usually only about 1/4 will
attend. Add on 2/3 will bring a date or spouse. Then figure how much each dinner will
cost.
When you decide where you want to host the event....then you need to call them and ask
them what they charge for a reunion dinner for say 200 or 300 people. If this is just a 10
year reunion your attrition rate (deaths) will be less, so you could have a pretty good
attendance.
So, for example. Call the Sacramento Inn ask them for the sales/catering/convention
office. Then when they answer tell them you are on the reunion committee from Encina class
of 1990 and that you are planning your reunion for ............and be sure to have a
number of alternative dates because they are probably booked at least 6 months ahead
of time.
Tell them you would like them to send you some menu plans and costs for dinners, banquet
facilities and rooms.
They will send this to you quickly and then you will have some idea of the cost per person
for a dinner. Call a number of different places, hotel etc to get bids.
A good chicken dinner: Baked chicken, rice, vegetable, with salad and roll and a
simple desert can be between low price $20.00 to high price $30.00 per person.
This does not include mailing cost for invitations, or for printing invitations or for
a lot of miscellaneous items. Decorations cost also and if you want music.
Now. Saw you want a balloon arch they are about $200.
Music d.j.'s are about $500. or more for a night.
Mailing to 800 people is $.37 per envelop.
Total up approximate cost and divide by the least number of people that will attend,
a low number would be 100. Figure out how much you need to break even.
That is how you start figuring out your cost. Then you send a letter to the newspapers
around the Sacarmento area, Stockton, Modesto and Lodi, Fairfield and announce your second
meeting.
Press Release:
Date:
Contact Person:
Subject: Encina Class of 1990
Reunion Committee will be hosting a meeting on
at
All interested class members who would like to help coordinate the reunion are invited to
attend.
Please r.s. v. P
Send Heddy a copy and hope for more members.
Then...............so say that to have music and do decorations(and other expenses) you
figure the cost will be about 800 divide that by 100 people and that is only $8.
then add that to your dinner cost.
dinner $27.99
Music 8.00
Misc business
expenses 5.00
Facility fee 5.00
_____
$45.00 per person
Now if you book with a convention center or a hotel.
If you book now for something in October, you don't have to pay until usually a month to 2
weeks before. Thay would give you 5 month to send out mailers. You should do a number of
mailings.
One at first just to let people know you are planning a reunion. To find out who is
interested. Tell them the date, where it will be and the approximated cost but tell them
that this is subjec to refinement as the committee gets more organized.
SEcond mailer is a form to ask people to hunt and search for other class members. We
requested that alumni not only list their information but any
information regarding any friends or relatives. this was very helpful and then we were
able to track down a lot of people.
The third is the invitation to the event with a reservation card....the cost and a return
request.
The fourth is the week before the event to remind people and again get the word out at the
last minute.
For free you can do community service announcements in the paper, and on certain radio
stations you just have to call them and ask what their procedure is.
Once you start collecting money you need to have a specific non profit checking account. A
list of officers and...........board minutes.
Always cover your self and the committee' actions even if there are only one or two of you
make joint decisions, you don't want it to be Suzy Smith's reunion you want it to be a
reunion that everyone can enjoy.
It is workable.
It takes time and patience
It is so much cheaper to do without the help of a reunion party business they charge an
arm and a leg.
We held our reunion at the Del Paso Country Club. We had a full buffett dinner with
chicken skewers, Prime Rib carving station, fruit salads, green salads, pastas, three
deserts and a bar.
We had music, dancing, raffles and a lot of fun. We had 275 people for our 30 year reunion
that is pretty good. It was a wonder ful time.
You can do something like that, or more or less.
visitors since 12/20/98
This page was last updated on
11/03/04
