Steps to a Successful Reunion

Transcription

1 Steps to a Successful Reunion Planning for the reunion... Step 1 Reunion planning kit The following document is your reunion planning kit. Contact WLHS for a list of classmates and their current contact information. Step 2 Reunion committee Contact classmates to see if they are available to help on the committee. If more help is needed, call WLHS and request that a notice for committee members be printed in the Contact magazine and on the school s website When you have a reunion committee in place, organize your first meeting to brainstorm ideas and develop an initial plan. You may wish to send out an initial questionnaire to classmates to get their feedback on what type of event they would like to attend. The reunion committee determines the reunion activity, location, and other reunion details. Divide the work among your committee members. Review the class list and begin a search to locate any missing classmates. Step 3 Event details Once the committee determines the type of event to host, secure a venue and caterer. Book entertainment if that is part of your event. Step 4 Expenses We suggest that a bank account be set up using your reunion s name (i.e., Class of 1960 Reunion). All checks received from classmates should be made out to the account name and deposited into this account. Most reunion committees include the cost of the event (meal, room rental), any mailings, printing, stamps, and miscellaneous expenses (entertainment, decorations) in the ticket price for the event. To reduce costs, ask alumni who own businesses if they would donate services or prizes. Step 4 - Promotion Send out an initial save the date postcard or mailing to classmates about nine months prior to the event. Consider sending notices as well. You may want to include a missing classmate list and ask people to respond if they have any information about the lost alumni. Notify WLHS with your reunion plans. Your reunion information will be added in the Contact magazine and on the school s website. Be sure to call WLHS with reunion updates so the information may be revised.

2 Consider creating your own class reunion website to promote your event and encourage classmate interaction. One to check out is Reunion planners who have used this website reported that it is easy to set up and FREE! They are receiving great feedback from classmates. You can also set up a Facebook Page but you must add this disclosure on the page: The Facebook Page is not an official page of and is run exclusively by Alumni of. Step 5 Formal invitation Send the formal reunion invitation about 8-12 weeks prior to the event. Please send a copy to WLHS for our file. Also, please let WLHS know of any name, address, or changes you receive. Step 6 Reunion booklet, program, and name tags If preparing a reunion booklet (listing classmates current personal information) request the information from classmates 6-8 weeks in advance and list a firm deadline for them to return the information to you to allow time for printing the booklet. The booklet printing should take about one week. If you have an event program, allow one week to design and print it. Print guests name tags about two weeks in advance. At the reunion... Step 7 Photos On the day of your event, don t forget to take digital photos (high resolution of 300 dpi or more) or 35 mm pictures (close ups please). After the reunion... Please send an updated list of your alumni (containing name, address, phone, addresses, etc.) to WLHS. This helps us keep our records up-to-date. Thank you! 330 N Glenview Ave , ext. 2004

3 Advertise Your Reunion Complete and submit this form to the in the Mission Advancement office. Your reunion information will be printed in the next edition of the Contact and placed on the WLHS website ( Class of: Do you need reunion committee members for help and ideas? Y / N Who should an interested person contact? Contact Name 1: Phone: Contact Name 2: (optional) Phone: Date of Reunion (if known, or just the year): Reunion Location (if known): Has a notice been sent to your class? Y / N When? Return to: 330 N Glenview Ave (414) Ext. 2004

4 Frequently Asked Questions Following is a list of Frequently Asked Questions regarding class reunion events. Who may plan a class reunion? Traditionally, the class officers initiate the planning process, although any eager classmate may make the first move. How do we get a reunion committee started? Talk to your former classmates and ask for their help. You may also request a short notice be printed in the Contact or on the school website s alumni page ( to generate volunteers. Ex: "Anyone interested in helping to plan the 25-year reunion for the Class of 1985, please contact Joe Smith at [email protected]. A committee of five to ten alumni works well. Once you have your committee members, conduct your first planning meeting to brainstorm ideas and develop an initial plan. Continue meeting with the group on a regular basis. How far in advance should planning begin? Most reunion committees begin planning at least one year in advance. How can we obtain class contact information? Contact the at to request a list of your classmates current contact information. From that list, note any missing classmates and begin a search to locate them. Any contact information changes (name, spouse, address, phone, or ) discovered by the committee are important to future reunion planners, so please share any updated information with mission advancement. What should we send to classmates? The reunion committee is responsible for mailings sent to classmates. To get started, consider sending a questionnaire to classmates as to the type of activity they would like to attend. Once the plans have been made, send an initial reunion save the date postcard or letter approximately 9 months prior to the event. Include a missing classmate list and ask people to respond if they have any information about the lost alumni. The next mailing would be the reunion invitation 6-8 weeks prior to the event. Please send a copy of your invitation to WLHS for our file! Reminder postcards may be sent about 3 weeks before the reunion. How do we publicize our event? WLHS can promote your event through Contact magazine and the WLHS website (alumni section). As soon as you have details about your reunion contact the Event Planners and request that your event be added. Please advise of any revisions or updates to your reunion plans so the information may be revised.

5 Consider setting up a class reunion website such as It s easy to set up and best of all FREE! Classes receive lots of feedback from the site and interest in the reunion. Note: They may suggest that you buy a domain name for your site but you DO NO need this. Who pays for the cost of a reunion? Most reunion committees include food, mailing, and miscellaneous expenses in the ticket price for the event. What events are usually included? The sky s the limit! From homecoming cookouts, luncheons, dinners, golf outings, tours of WLHS, the list of reunion options is endless. The event can last one evening, or an entire weekend. Most reunions have a main event on a Saturday night to accommodate out-of-town guests. Other options to consider are a welcome mixer on a Friday night and/or a post-reunion brunch or picnic on Sunday. Where do people hold reunions? Venues to research are hotel ballrooms, restaurants, bars, convention centers, community centers, golf courses, parks, dinner cruise ships, etc. 330 N Glenview Rd Phone: , ext

6 Request a School Tour We are happy to offer tours of our school to you and/or your class. If you would like to schedule a school tour, please contact me to arrange the date and time. 330 N Glenview Ave (414) Ext2004

7 Report a Reunion Event Share a reunion event summary and reunion photos (digital or hard copy) with the in the. We will post it on the WLHS website. Class Of: Date of Reunion: Location of Reunion: Number of alumni present: Number of people present: Our class has plans for or is planning a reunion for (year): Some classes hold fundraisers. If you did: How much was raised: $ For what purpose: Reunion Highlights (use back if more space needed): ***Please also send a copy of your reunion invitation, program, or other printed material for your class file. Thank you!*** Send all to: 330 N Glenview Ave (414) x2004