New Mini-Reunion Chair Training. Event Planning Guide. (Fall 2009)

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1 New Mini-Reunion Chair Training Event Planning Guide (Fall 2009) 1

2 Table of Contents Introduction Mini Reunion Program 1. Goals of the Dartmouth Mini Reunion Program The Mini Reunion Committee 1. General Mini Reunion Chair Responsibilities and Committee Organization 2. Recruiting Volunteers for the Mini Reunion Committee Basic Planning: the When s and How s of Mini Reunions Getting Started 1. A Timeline: Mini Reunion Planning and Programming 2. Mini Reunion Ideas Mini Reunion Communications 1. Encourage Classmates to attend Mini Reunions Entertainment Tips 1. Meal/Cocktail Planning 2. Speaker and Performance Tips Campus Space 1. General Campus Space Information (Equipment, Parking, Passes, etc) 2. Alcohol on Campus Other Reference Information Guide to online resources 1. Mini-Reunion Program homepage 2. Campus Facilities Chart 3. Alumni Relations staff contact information 4. Local Dartmouth Clubs 5. Young Alumni and Clubs homepages 6. Communication tools (Class Officers database and online Class Activity Report) 7. Class Reports 8. Guide to building a class reunion webpage 9. Student Employment Office Alumni Events staff contact information 2

3 Introduction GOALS OF THE MINI REUNION PROGRAM Every month of the year offers an opportunity for Dartmouth classes to reunite all over the world. Mini-reunions are a time to gather with classmates and friends they provide opportunities for gatherings of all sorts. Mini-reunions are invaluable in personalizing and strengthening the relationship between alumni/ae, classmates, the class, and the College. On-campus athletic events are still a popular choice of location, but now mini-reunions are being held throughout the year, and all over the world! The variety of events around which a mini-reunion may be built is only as limited as the imagination, interests, and the organizational abilities of each class. This handbook is designed as a resource for class volunteers planning a mini-reunion. It outlines, in detail, the specifics of mini-reunion planning, and it is just one of the tools available to our volunteers. Please visit our web site, to find up-to-date information on the College, the Alumni Association, and various Dartmouth classes. You ll also find mini-reunion planning information, forms, and services available to class volunteers. The Alumni Events Office within the Alumni Relations department can assist in program planning, both in Hanover and around the world, for all aspects of mini-reunions. The staff can provide, for example, a list of recommended faculty, administrative, or undergraduate speakers; suggestions for student entertainment; and/or specific details for planning assistance. In any case, don t hesitate to contact us for suggestions or advice! Thank you for volunteering for Dartmouth! 3

4 Mini-Reunion Chair Responsibilities I. Mini-Reunion Committee Organization - How do we get started? The very first step in planning a mini-reunion is to create a sketch of each day - then propose it to 5 classmates - at least 2 of whom won t always agree with you. Then get help from as many people as you want and call them your committee (remember, more people means more overseeing, but less detail work). Anyone interested in helping out and getting the ball rolling can be on the committee. What does a mini-reunion committee do to help plan? Basically, you can do as much or as little as you want. The committee has the fun task of participating in discussions about the decisions for the mini-reunion - finalizing all announcement styles, approving menu and final details, and staying connected with the planning process at all times. II. How many people typically attend a mini-reunion? Attendance numbers are affected by a variety of factors, but the typical attendance runs anywhere from 10-40% of those invited. Therefore, more people you invite, the better your attendance will be. III. Establish committees: You ll probably want to share the responsibilities with several classmates, although one person may take it all on if they would like to. There is no need to have one person try to do too many tasks. You will need to address the following: Program Chairperson: The program chairperson must plan the program portion of the events and then write it up for the printed program. The write-up of the program should also include committee contact information. This provides classmates a chance to contact a committee member or update your class roster if it is needed. The program chair is also responsible for communicating with the AR office and keeping them up to date with a schedule of events. Facilities and Catering: The person responsible for this will have to research costs and availability of local establishments including types and costs of meals and activities. Be sure to consider special access and dietary requirements. You may have to sign a contract and make a cash deposit to reserve your event. Many places book events over one year in advance. Start early so that you aren t disappointed. Not all places will serve alcohol. Some houses of worship will offer their auxiliary kitchen at low costs. Inquire if other events are planned in addition to yours that day; will there be interference? 4

5 Promotion and Advertising: You ll need someone that likes to work with media: newsletter, mailings, , etc. Establish a timeline for promotional activities. You may want to form a telephone committee to contact classmates. Treasurer: Responsible for collecting and disbursing funds, as well as setting the fees for the event. (Note: All chairs need to provide their individual costs to the treasurer). You should set up separate checking accounts for your class; many banks will do this for free. You may want to use two-signature checks to help keep track of the money. There can be a security problem, or a access problem with only one person having information about the money. This helps insure someone else is aware of what has been paid for and the amounts involved in case of illness, job responsibilities, etc. take the primary treasurer away from the task. Secretary: Responsible for the maintenance of the class roster, administrative, and class correspondence and keeps records of committee meetings. Also maintains the mini-reunion records notebook, in which details of planning and events are recorded to be handed down to the next committee. If you want, the program chair could handle the class communications or you could get a communication chair. Special Events: Additional events are a nice way to stretch out your mini-reunion. The most common complaint is we didn t have enough time to visit with everyone we wanted to. Provide special events to enhance the experience. Local classmates and those arriving in town early might like a (simple) reception on Friday evening or a tour of the local hotspots (museums, tourist attractions, or special behind the scenes tours). Be creative. Registration Chair: Responsible for receiving registrations, collecting fees, refunding fees, creating lists, and providing communication to the catering chair. Music: The music chair should choose the music, such as: disc jockey, band and vocalist, background piano or harp, or a local jazz group there are many possibilities Decorations: The person responsible for decorations will have to create a theme or ambiance for the event along with the Committee and accentuate this theme or ambiance throughout the events. You can use balloons, posters, crepe paper, objects suspended from the ceiling, table centerpieces, chair coverings, banners, other table decorations, special effects. Check with the facility before you purchase your item(s) to make sure that any rules are understood (i.e. many places do not allow balloons, open flames, or tape on walls). IV. Consider choosing a Mini-reunion Co-Chair to complement the interests and abilities of the Chair and to provide support and assistance throughout minireunion planning. The larger the committee, the broader the interest. 5

6 V. Each class should keep its own mini-reunion notebook to be added to and revised by the Mini-Reunion Chair immediately following each mini reunion. A complete notebook may include: Past mini-reunion mailings Past mini-reunion budgets and financial reports Past Mini-Reunion Chair s reports, including ideas from committee members A list of past mini-reunion committee members Lists of those attending past mini-reunions, total attendance, and awards received It is the responsibility of the Mini-Reunion Chair to ensure that the information passed along is as complete and helpful as possible. Please share your successes and less than successes with the Alumni Events Office so we can provide information to other classes and track the details for future planning. 6

7 Recruiting Volunteers for the Mini-Reunion Committee The success of the mini-reunion program depends on the active participation and commitment of class volunteers. Mini-Reunion Chairs will be asked to recruit volunteers to assist with a specific mini-reunion program. There are four basic steps to committee leadership: 1. Identification Based on the job to be done, determine what qualities are necessary for this specific gathering. Ask classmates to identify those classmates who may have professional ties to a specific mini reunion-related job (printer, caterer, event planner, or designer). 2. Matching/Recruitment Give specific job descriptions to the class volunteer, make sure they understand the commitment, and discuss what the job entails. If possible, connect the potential mini-reunion volunteer with someone who has performed that duty in the past. 3. Supervision Establish a rapport with the volunteer, an open channel of communication. Concentrate on giving guidance first, then help as needed. Do not be afraid to delegate your volunteer needs to know (s)he is accomplishing specific tasks. 4. Recognition Provide adequate support and be sure to thank your volunteers for their assistance. 7

8 A Timeline: Mini Reunion Planning and Programming As soon as planning starts, at least 6 months before the event: Determine the type of event and approximate date(s), with input from class executive committee and/or appropriate classmates. Decide if other classes should be invited to join in the event. Determine desired site/facilities and reserve as soon as possible; on campus, go through Alumni Events; off campus, let Alumni Events know what you are planning. The staff would be happy to help in any part of the process. Your classmates will often contact the AR office directly to find out about events for the class. We can t assist them if we don t know about it, so be sure to keep us updated! Provide Class newsletter editor, webmaster, and secretary with date(s) and preliminary details. Get a save the date notice out! Contact Alumni Events to arrange a mailing or to get an updated contact list for or mailing purposes. Send mailing copy to Alumni Events for printing (lead time can vary, but earlier is always better!). Or if going through USPS.com or is easier, do that. Contact class treasurer if pre-funding is needed for event (i.e. deposits, mailings, etc). 5 months before the event Confirm facility/site reservation in writing and submit deposit if not already completed. If needing a tent, work through the Alumni Events office (if on campus) so they can work with College approved vendors, submit a town permit, and request dig safe service if necessary. Contact Alumni Relations for recommendations on potential College speakers (faculty, administrative, or student). Research potential entertainers. First piece of correspondence sent to Class from Hanover which should include event details and registration form. 8

9 Provide event details and registration form to Class newsletter editor and to Class webmaster to put on Class website; allow for online registration. Provide event details to Alumni Events so that: classmates who may call Dartmouth can be informed; it can be posted to the online Alumni Relations events calendar; the event can be registered for possible insurance coverage; and it can be tracked for award assessment purposes. 4 months before event Confirm desired speaker with Alumni Relations. Confirm entertainment (i.e. College performance groups or professional musicians). Select theme, ambiance, decorations, signs, banners, and order other printed items. The sky is the limit be creative! 3 Months before event Contact caterers and rental/equipment services as needed. Select and confirm menu. Submit personalized souvenir order (t-shirts, mugs, caps ). Contact faculty/entertainment in writing to secure your agreements. Share preliminary agenda or event outline to keep them informed. Ask for their specific Audio Visual needs. 2 Months before event Contact Alumni Relations to secure liquor license if an on campus event (only necessary if Class is selling liquor) for a cash bar. Send out reminder to classmates with registration form postcard, listserv (6-8 weeks prior is advised) Secure all Audio Visual needs (microphone(s), riser, data projector, screen, etc.) if on campus do this through the Alumni Events office. Think through the necessary space set-up (numbers of tables and chairs, podium, tables for catering, etc.) - if on campus do this through the Alumni Events office. Send the AR office any revised schedules. Confirm the spaces you have with them if you are holding events on campus. 9

10 6 Weeks before event Designate pre- and on-site assignments for mini-reunion volunteers (i.e. registration give place, date, time and # of people instructions). 1 Month before event Confirm details with caterer, including tentative numbers (make sure it is clear when you will provide final numbers 24, 48, or 72 hours prior to the event depending on the agreement). Check in with other committee members, review your check list, and revise. Purchase name badges and holders from local office supply store if needed. 2 Weeks before event Confirm and distribute all program agendas. Purchase last minute decorations and incidental supplies. Reconfirm meeting, sleeping, and eating accommodations. If necessary, determine reserved seating, seating charts, head tables, print place cards, etc. Send reminder to those with addresses. Set a pre-event meeting with all the appropriate people schedule the meeting last-minute in case issues arise. 3 days before event Print and assemble name badges. The day before the event Distribute emergency contacts sheet and event logistics details to key volunteers. Review final details with mini-reunion committee and trouble-shoot last-minute problems. Make sure you have registration materials prepared (including pens, paper, change for people 10

11 paying with cash, tape, scissors, paperclips, registration lists, blank name badges and holders, emergency/troubleshooters contact list, etc.). The day of the event Get there early (30-60 minutes), check the details, change what needs to be changed, and then relax and HAVE FUN!!! Afterwards Reflect and evaluate what worked, what didn t make notes for you or the person who may learn from your experience. Complete bookkeeping; settle accounts. If it is appropriate, send out an evaluation. Send thank you notes to all key volunteers and others invaluable to the success of the event. Post photos to class website! Do an article for the class newsletter. 11

12 Mini-Reunion Event Ideas Themed Events Birthday parties Year (25th, 30th, ) Month (January babies, June babies, ) Decade parties Standing annual events E.g. every 02nd day of the 02nd month Arts, Culture, and Community Theater, comedy club Seminars, lectures, book readings Museums, art shows/openings Music band concerts, symphony performances Community service activities Recurring: walk-a-thons, mentoring One-time: City Year, soup kitchen Outdoor Activities Hikes, rock climbing, biking trips Canoeing, kayaking, white water rafting, sailing Cruises Ski getaways (day trips, weekend trips) Golf outing / golf lessons; Mini-golf Just Hanging Out Beach parties, pool parties Picnics Multi-class sports leagues, Pick-Up games Sporting events, with tailgates or post-game drinks Dartmouth sports teams Local sports teams Amusement parks Zoo, aquarium Wineries / Breweries Field Trips 12

13 Encourage Classmates to Attend Mini-Reunions How? Here are a few ideas: Create a class website. Publicize the names of classmates who are attending. Organize regional phone trees to call classmates and encourage them to attend. Keep in mind that the main reason classmates attend mini-reunions is to see their friends and have great experiences. Personal contact is crucial, and the phone is often the best way to get attention. Keep a record of news from classmates as they are reached and create a montage of letters, pictures, and updates for the mini-reunion event. Emphasize the involvement of local classmates and their area of expertise. Out-oftowners expect local classmates to be there. Encourage classmates to sign-up/register early. Last minute registrations complicate even the best plans (but you should welcome late comers just the same!). Raise enthusiasm: Post photos from the event on the class web site, or send them to the class newsletter editor after an event let people know what they can be a part of in the future. Keep in touch with the class secretary. The Class Notes section of the Alumni Magazine provides an opportunity for classmates to keep in touch and hear about classmates from mini-reunions with whom they may wish to connect. Use your class newsletters to highlight mini-reunion plans. Let people know what s in it for them! Sell your mini-reunion program! On the class website, in s, or mailings. In conversations talk about seeing old friends, visiting somewhere new, participation in Continuing Education, enjoying a round of golf or a day of skiing, class dinners, and so much more. Have fun and be creative! 13

14 Meal/Cocktail Planning Catering Tips Interview a number of caterers before you make your choice. Get references and compare costs. Be sure the caterer is flexible, and can adequately staff your event. Ask if caterer has prepared for events of your size and type before you don t want them learning on the job. Have a clear idea of what you want, and be able to provide the caterer with a budget estimate (tip if you provide a budget number that is a littler lower than your actual number, you ll have room to add on to your menu). Food and Beverage Tips Know what your objectives are for the food and beverage functions. This determines how the room should be set-up and the desired atmosphere. Establish a good working relationship with your site s catering representative. Familiarize yourself with any special dietary needs your group may have (tip ask this question on your registration forms). Learn how you will be charged for your functions - signed guarantees, collected tickets, or by quantities consumed? Ask how they count for a buffet. Agree on a cut-off date for guaranteeing numbers of meals (24-72 hours is a general guideline.). Ask how many extra meals the caterer will prepare. Caterers generally prepare food for 5-10% over your guarantee. Determine additional costs to the quoted price including costs for tax, set-up charges, service charges, gratuities, linens, centerpieces, china (or paper), other equipment rental fees - these can be a budget buster! Create your own menu based on your gross budget: menus are not etched in stone - ask about variations. Caterers enjoy the opportunity to be creative as much as your group may enjoy the change of pace. 14

15 Savings Tips Ask if another group is already booked at the property, and suggest that you may piggy-back their menu choices if it will cut down on kitchen labor and may result in a savings to your group. You can use boxed lunches or a picnic theme to cut down on labor/service costs. These savings can be passed along to your group. Decide what is right for your group. You may be able to find savings if you: purchase coffee by the gallon, sodas on consumption, and Danish s by the dozen, rather than a per person charge. Same goes for liquor. You may analyze if it is better to purchase by the bottle rather than a per-drink charge. Set up food or liquor station based on attendees also always make stations doublesided if possible. Ask what is in season - seasonal foods may be more economical. Cut bagels, sandwiches, cookies, brownies Danish etc. in half to stretch the servings. Save dessert from lunch and serve it in the afternoon as a break. Use centerpieces that are inexpensive, but still appropriate and may be re-used at a later function if possible remember, don t get centerpieces that could obstruct eye contact (keep it at about 12 or lower in height). Don t always depend on a caterer if possible, and if time permits, purchase breakfast foods and snacks in bulk. Note: Liquor laws vary from one city, county and state to another. Check on hotel policies and local regulations that might affect your function. 15

16 Beverage & Liquor Supplies Tips Beverage Helper Beverage Quantity Servings Coffee 1 gallon 20 ppl/6 oz. Punch 1 gallon 20 ppl/6 oz. cups Champagne 1 bottle 6 Flute Glasses Champagne 1 case 72 drinks/45-50 people Liquor 1 quart oz. drinks Wine 1-1/2 liter 8-6 oz. Glasses Beer Keg oz. Glasses; 300 ppl/8 oz. cups Bar Guide One Hour and a Half Cocktail Party for 100 People (Approximate Amounts) Dry Vermouth Sweet Vermouth Gin Scotch Bourbon Vodka Blended Whiskey Rum Tequila Triple Sec Wine Beer 1 Bottle 1 Bottle 2 ~ 750 mil. 1 ~ 750 mil. 1 ~ 1 1/2 liter 2 ~ 1 1/2 liter 1 ~ 1 1/2 liter 2 ~ 750 mil. 2 ~ 750 mil. 2 ~ 750 mil. 4 ~ 1 1/2 liter 2 Cases Rule of Thumb for Beer and Wine: Generally men drink 2-3 drinks in the first hour and 1-2 drinks in the second hour of a 2-hour reception Women drink 1-2 drinks in the first hour and 1 drink in the second hour of a 2-hour reception A 5-gallon keg of beer yields 80 cups of beer A quarter-keg (7 gallons) yields 112 cups of beer A half-keg ( gallons) yields 240 cups of beer A bottle of wine yields 4-5 glasses A 1.5 liter bottle of liquor yields about 50 shots or 33 drinks (1.5 oz liquor) (These amounts are based on 8 oz. cups) 16

17 Important Notes: There should always be non-alcoholic beverage alternatives and munchies present when alcohol is flowing. Only trained staff should serve alcohol. They are trained to spot those who have had too much to drink. Make sure there are sleeping rooms or taxicabs available for those who shouldn t drive. Stop serving at least one hour before the event is to end, and make sure there is coffee available. Don t forget wine openers, ice, mixers, condiments, et al. Saving Tips Skip the typically salty bar snacks so guests won t be as inspired to drink. Tell the bar staff not to uncork any wine unless it s absolutely needed. If paying by the bottle, ask your bartender to marry already open bottles before opening any new ones. Ask your liquor store if you can return unopened bottles. Give out one or two drink tickets instead of all drinks complimentary then move to a cash bar. 17

18 Mini-Reunion Entertainment There is no right or wrong speaker or entertainment idea. Ask your committee what the purpose of the gathering is, and then identify the speaker or entertainment that compliments that goal. Below are a few tips in each area that should be helpful. SPEAKER TIPS If interested in a speaker from campus, contact the Alumni Relations Office as far in advance as possible. The Alumni Continuing Ed dept can provide great suggestions on unique and interesting topics and speakers from across campus. No one knows the extent of available resources better! Book speakers off-campus far ahead of time, as most need six months advance notice. Try to attend a session the speaker is giving prior to hiring, or if possible listen to a tape or see a video. Provide your speaker with good information about the audience. Have your speaker gauge the audience prior to beginning their speech (ask a few questions of the audience to see how much they know ). Sessions that engage the audiences in discussion or laughter are typically well received consider this when picking your speaker. Make sure you can provide a venue for a speaker that suits their style and has the necessary capabilities (computer, internet, mic, screen, riser, etc.) before completing the agreement. Designate a rehearsal time for the speaker at your venue, if helpful. If presentation is going well, let it run somewhat over. Cutting off a brilliant session just because another is looming is not necessary. Consider building in some flex time for speakers. Decide in advance whether or not questions will be fielded from the audience. If there are multiple speakers, decide the format together (on a conference call, via a letter, or in a group gathering) and clearly define how time will be kept (i.e. moderator or emcee to signal time, etc.). Provide all involved with a detailed program agenda. 18

19 Get the agreements in writing (including day, date, time, amount paid if appropriate). Invite the speaker (and spouse/guest) to join the class at a meal or other mini-reunion event. OTHER PERFORMANCE TIPS As with speakers, make sure you check out and book entertainers ahead of time. Judge your audience. It pays to be cautious, especially if your guests are meant to be part of the entertainment and not passive consumers of it. Be mindful if children will be present. Make sure all productions, lighting, and stage (set-up/breakdown) requirements are built into your contract. Ask your contact if you should anticipate any other possible charges and how/when they decide to add those changes in. Make sure you know and request all of the entertainer s needs in advance. When booking music, keep in mind what is appropriate for your group (maybe ask a few classmates for input). Check site lines to the stage at your venue. Make sure if you have seats with poor site of the entertainer you are aware of it. If you hire a band, consider getting something to fill in when the band takes a break (background music, a musician, D.J. et al). Instead of hiring entertainment, you can also try tapping into the talents of your classmates, or college students in the area that you hold your mini! 19

20 CAMPUS SPACES A summary document with information on campus spaces including capacity, catering restrictions, etc. is available at: Campus space for housing, meals, panel discussions, and other class events must be requested through the Alumni Events office by or phone. Meal and event chairs will be asked to detail expected attendance, type of event, technical support that will be required, general space set-up, and any necessary handicap arrangements that need to be made. Remember, depending on when you gather you may need to be flexible with regard to space availability on campus. As a general rule, the space you choose should fit the event planned. For example, if you would like a panel discussion with theater-style seating, you should not select a dining room (which has round tables and chairs) as the site. Similarly, if you are planning a cocktail party, you should not select an auditorium as the site. Once you have determined the right space for the event, you must determine the best set-up for your event. You will want to consider such things as: Traffic patterns, including entrances and exits The focal point of the room Special lighting needs Is there space for a panel table? Will microphones, a podium, or riser be needed? Do you need access to the internet and/or a computer? AUDIO-VISUAL EQUIPMENT - Dartmouth College supplies audio-visual equipment to alumni classes for various reunion events. Let the Alumni Events Office know what you need as far in advance as possible so that we can get it set up for you. PARKING - Parking permits are mandatory for parking on Dartmouth campus. The Parking Office will print permits based on your expected attendance for the larger parking lots surrounding the campus. If you have a special parking request, you must let the Alumni Relations, Alumni Events Office know at least two weeks in advance to insure that the permit will be ready for your mini-reunion registration. Special permits include parking for vans or buses, or handicapped parking permits. We understand that many of the parking lots are a distance from the facilities which you may be using, but we are unable to remedy that issue at this time. Please advise your participants that the permits are only valid in the lot specified, and Parking Operations will ticket or tow a vehicle if it is parked in a restricted area. If you think that you will need help during registration and check out shuttling participants to the lots, please let the Office 20

21 know. Please note that the College does provide shuttle transportation via Advance Transit Monday through Friday 7:00 am 7:00 pm every minutes. Shuttle schedules can be found on their website at A fee of $3 per day per permit issued will be charged to the account # you specify (or your class account). All permits not issued must be returned before leaving the campus so that we can be sure that your mini-reunion is not charged for unused permits. HANOVER PARKING FACILITY - The main entrance to the public Hanover Parking Facility is located on Lebanon Street between Talbot's Clothing Store and Ben & Jerry's ice cream shop. This is a "pay-after" operation, without meters to feed or the chance of receiving parking violation tickets. The parking fees listed below apply Monday through Saturday from 7:00 a.m. to 9:00 p.m. On Sundays and holidays, there is no charge for parking in this facility. After hours entrance to the facility is permitted and overnight stays up to 7:00 a.m. the next morning are allowed without an extra charge. Between 6:00 p.m. and 9:00 p.m. there is a flat fee of $1.00. Public Fee Schedule 1st half-hour of stay FREE 1 hour $.50 2 hours $ hours $ hours $ hours $ hours $ hours $ hours & over $15.00 Maximum daily fee $15.00 Flat fee between 6:00-9:00 p.m. $1.00 * All transactions rounded to the nearest $.25 ATHLETIC FACILITIES PASSES - Passes for the Dartmouth College Athletic Facilities may be purchased for your mini-reunion participants. There is a charge of $3 per pass per day. Each pass must be purchased for the duration of your mini-reunion. The $3 day pass price is available only through the Alumni Relations office. If you choose not to purchase it through the Alumni Relations and go directly to the gym, you will be charged the regular day pass price of $10. You must bring your reunion day pass with you in order to use the gym without being charged at the door. Like parking permits, all athletic passes not issued during registration must be returned to the Office on the next business day so that we can be sure that your class account is not charged for unused passes. 21

22 Alcohol on Campus Dartmouth Policies & Laws Pertaining to Activities with Alcohol *No one under the age of 21 will be served. **No students under the age of 21 can serve alcohol. *No one visibly intoxicated or disorderly will be served. *No more than one drink will be served to an individual at one time. **Both food and non-alcoholic beverages must be available at all times when alcoholic beverages are served. *Beer, wine and liquor must be attended at all times. Guests must not be allowed to help themselves. *At no time shall student workers drink wile tending bar or while working. *It is unlawful for students under 21 to drive a vehicle containing alcohol unless accompanied by an adult. ***Alumni and their guests carrying open containers of alcohol outside of the area of the class tent are subject to arrest by the town of Hanover on streets and sidewalks. Trash cans will be available within each tent for beverage disposal. *No delivery of beer, wine, or alcohol to tents or other locations after 11:45 p.m. ** Last call for bar service is 1:15 a.m., and bars will close at 1:30 a.m. *New Hampshire state law ** College policy ***Hanover open container ordinance in effect since June 1998 Off Campus: Please check with the venue you are using regarding alcohol to make sure you understand the state & local laws as well as where the liability rests. 22

23 Online Resources Mini-Reunion Program homepage (includes campus maps and area lodging info) we will be working to improve and update! Campus Facilities Chart: Includes capacity, catering policy, etc., for each space on campus: Alumni Relations Staff Contact Information is available on the alumni web site at: Local Dartmouth Clubs: Search for the club you re interested in by geographic region by going to: Young Alumni homepage: The road to better communication: Know what your fellow Chairs are doing so that you can ask advice, coordinate, or even team up for a joint event! o Communicate via the listserv: MINI-REUNION-CHAIRS@LISTSERV.DARTMOUTH.EDU o Submit any questions or requests to Dorothy.F.Roy@Dartmouth.EDU or stephanie.chesnut@dartmouth.edu o Use the annual class activity report tool to record your events. Building a Reunion Web site: Want to advertise your reunion on the class web site? Here s a great reference document to help you build the page: Student Employment Office: Contact the Student Employment office if you need a student bartender. They can post an ad for you or let you know if they have anyone available. (*Please note however that we strongly encourage you to use licensed caterers for your bartending needs, in lieu of students, for insurance and any potential liability concerns.) 23

24 Alumni Events Staff Contact Information Lori Harris Associate Director Stephanie Chesnut Program Manager Dee-Dee Roy-Deyo Events Coordinator Phone (603) Fax (603) Dartmouth College Alumni Relations Alumni Events 6068 Blunt Alumni Center, Suite 103 Hanover, NH