- 18-24 months before
- One year before
- 6-9 months before
- 4 months before
- 1-2 months
- One week before
- Reunion day(s)
- Afterward
- 18-24 months in advance determine if there is enough interest in holding a reunion
- Talk to other reunion organizers about their experiences, positive and negative
- Attend a reunion organizing class, workshop or conference, often hosted by a Convention and Visitors Bureau (CVB)
- Inquire with CVBs and hotels about familiarization (fam) trips to scout potential locations and facilities
- Start a mailing and email list of potential reunion attendees
- Form reunion committees; establish responsibilities and schedules
- Consider hiring professional reunion planner if your group is large, complex or recruiting committee members is proving difficult
- Develop budget so everyone on your guest list is able to participate
- Create bookkeeping system, keep copious records and notes of exact time and monetary expenditures
- Choose your reunion location, keeping in line with your budget and the geographical radius your reunion attendees may need to travel
- Reserve hotel room block
- Set your dates. Summer is often best because kids are out of school, but prices may be higher at popular destinations.
- Create a simple website, Facebook page, Twitter and Pinterest account
- Hire entertainment, secure caterer, photographer, videographer, printer
- Send save-the-date cards, first mailer or reunion website information.
- Choose your reunion location, keeping in line with your budget and the geographical radius your reunion attendees may need to travel
- Reserve hotel room block
- Set your dates. Summer is often best because kids are out of school, but prices may be higher at popular destinations.
- Create a simple website, Facebook page, Twitter and Pinterest account
- Hire entertainment, secure caterer, photographer, videographer, printer
- Send save-the-date cards, first mailer or reunion website information.
- Include tentative plans, suggestions for tours, souvenirs, memory books, theme, approximate cost, memory book contributions, missing persons list
- Visit hotel, meet with key sales and catering staff, and review pick-up on room blocks
- Begin souvenir directory/list of attendees/memory book
- Choose a reunion theme. Themes are great icebreakers for reunion members who do not know each other well and can also trigger ideas for activities, food and invitations.
- Send formal invites with full event details and any TBA info
- Keep your reunion website updated and post regularly to social media to build interest
- Schedule events and activities – establish your program, confirm any speakers
- Plan reunion activities for adults and children, awards ceremony, tours, entertainment, games for kids
- Distribute order forms for family memorabilia like T-shirts, mugs, hats and keepsakes
- Send second mailer: registration form, cost and updated list of missing persons (along with souvenir ordering information above)
- Contact missing persons and send “time is running out” card
- Email your reunion announcement to media sources for press coverage
- Reserve rental equipment such as tents, chairs, porta-toilets
- With your theme nailed down, select and order decorations, signs, banners
- Choose menus for group events
- Confirm reservations with entertainment, photographer, caterers
- Calculate rental needs like tents, chairs, tables, coolers
- Submit personalized souvenir order (T-shirts, mugs, caps)
- Complete directory of participants/memory book; deliver to printer
- Send out follow-up email reminder, mail to those who don’t use email
- Keep social media updated with attendees, comments and photos
- Create checklist of reunion day tasks and assign tasks to reunion day volunteers
- Secure non-perishable items like name tags, raffle tickets, craft supplies
- Check with committee chairs to confirm plans, arrangements, progress report
- Reconfirm all meeting, sleeping and eating arrangements
- Contact facility managers and department heads to obtain staff contacts for your reunion days
- Juggle last-minute logistical or transportation issues
- Review final details with reunion committees
- Assemble welcome packets, name tags and goodie bags
- Send one week out notice to all participants, tying up any loose ends and provide “in case of emergency” contact information to all attendees
- Set up registration and decorations early (day before if possible)
- Have contracts handy for rental equipment, displays, caterers
- Set up children’s activities/games early so they can start/finish on time
- Manage details of volunteers, food, photographer, games, tours, entertainment, ceremonies
- Encourage participants to post photos and memories on social media
- Salute volunteers and committees
- Enjoy the day!
- Reflect and evaluate – note what worked, what didn’t
- Consider an evaluation form to get honest, not anecdotal feedback
- Complete event bookkeeping, settle all accounts
- Write thank you notes to volunteers, committees, hotel staff, caterers and entertainment who excelled
- Send follow-up mailing/e-newsletter to entire family, including those who could not attend
- Post reunion recap on social media, send to family members who could not attend
- Start planning your next reunion!
