Class Reunion Committee: Position Descriptions

Transcription

1 Class Reunion Committee: Position Descriptions Reunion Chair(s) 1. Recruit and organize a reunion committee with the help of the Class President and Alumni Relations Class Activities liaison. Keep in mind that building a diverse committee will allow you to reach a wider and more diverse class audience. Classes tend to create a reunion committee organization that suits their age and class character, as well as the characteristics of the volunteers on the committee. One person may handle one or more of the jobs defined here. 2. Work with Alumni Relations Class Activities Department to lay out reunion program class offerings. 3. Request preferred residence hall, class tent site and meal locations. 4. Decide on class reunion logo (with marketing chair) and create letterhead/stationary. Write class reunion letters/communications and oversee timely mailings. 5. Oversee and inspect everything. It is your responsibility to know what is happening with your committee and to keep things on course. Stay in touch with your committee and class officers, organize regular meetings (or conference calls) and pick up the slack when necessary. If you have a reunion cochair structure you may wish to establish a reporting structure that has certain committee chairs reporting to each reunion co chair. The co chairs can then share information about the entire committee. 6. Serve as the liaison between Alumni Relations and your committee. Organize committee meetings or conference calls and disseminate information, timelines, deadlines, templates, etc., received from the AR office. 7. Attend two reunion training sessions in Hanover (Sept/Oct and March/April). 8. Consult the reunion chair and other committee members from the previous year s equivalent reunion for ideas and planning tips and guidelines. 9. Track reunion execution. Your class will certainly have more reunions, and you may even find yourself in charge again. Try to keep notes on the experience as you proceed: important decisions and their consequences, things that worked and others that you might have done differently, and any other hints and helpful ideas. Future reunion chairs will thank you! Note: You can make your job easier by: 1. Appointing good committee chairs and enough of them. For some positions, it definitely helps if they live reasonably close to Dartmouth so they can meet with the various on campus departments. Be sure to pick people you know are action oriented and representative of the broad interests of the class. Your committee is all volunteer, and you want to be very sure that they will carry the load that you expect of them. Otherwise, it will fall on your shoulders. 2. Starting early! A good reunion is one that is well planned in advance. Thirteen months ahead of time is NOT too early. 3. Following the planning timeline set forth by the AR Office, completing the checklist and required forms promptly, and filing them with the AR office.

2 Treasurer The class is financially responsible for most aspects of their reunion. The treasurer s responsibilities include: 1. Work with reunion committee members to gather cost information and prepare reunion budget. It is important to project your budget as completely as possible well in advance of Reunions (budget should be well established in December/January). 2. Collect, manage, track, and disburse all reunion money. Note: The treasurer may take on the additional responsibility of registration chair. Registration Chair The registration chair collects and tracks reunion registrations and oversees registration on campus. Responsibilities include: 1. Complete the online registration system training and e payment forms through Alumni Relations. 2. Build and maintain the online registration page with assistance from Alumni Relations. 3. Track online registrations and input paper registrations. 4. If you prefer not to use the online system, you will need to create a system to collect and track paper registrations. 5. Oversee registration on campus. Publicity/Promotion Chair The publicity chair designs and disseminates a reunion marketing/communications plan to encourage attendance by a diverse group of classmates. Responsibilities include: 1. Develop a theme a promotional pitch to boost attendance. With the reunion chair, create a logo for class letterhead, souvenirs, banners, etc. 2. Channels of promotion: Decide on a strategy and schedule to contact the class as a whole and to reach target groups by mail, , and phone. Plan ahead to coordinate efforts with others who communicate with your class class president, secretary, agent, and newsletter editor to control the timing of all mailings, and make each as effective as possible. Internet: Create a reunion web site to provide up to the minute information. Post information on registration, housing, program, and who s registered. You can also create lists for classmates and send updates. To obtain addresses for those who ve not yet activated their Vox Online Network account, or to update those who have, you might include a postcard in the first mailing requesting updated information to facilitate class communication. If returned to Alumni Records, this information can be updated. Class mailings Plan on sending at least three class letters (paper mailings or online communications), to include information on registration, housing, program activities, children s activities and care, and registered attendees. You can also insert reunion update information in mailings done by other class officers.

3 Phone chains: Dividing the class by geographic area or affiliation (clubs, sports teams, greek houses, etc.) and assigning them to a committee member or class representative in each area facilitates communication. Other target groups include spouses and classmates who have not yet come to reunions, or classmates who ve attended in the past but are not yet registered. Networking You can provide information to your regional or associated network of classmates. Order a class roster from the Alumni Relations and send appropriate names to those people responsible for contacting classmates. As your registrations come in, keep them informed of classmates who have signed up. Set a deadline for these volunteers to contact classmates and report back. This is a great way to involve more classmates in your reunion efforts. Note: Alumni Relations can provide great help. They can help you print letterhead and envelopes. They ll guide your finalized letter copy through the printing/mailing process. They can provide class lists sorted in any number of ways. If you use an outside source for your mailing, please provide a copy of all reunion communication to the Alumni Events unit of AR. They maintain reunion history files and are often contacted by alumni volunteers for information about specific reunions. Catering Chair The catering chair selects caterers and arranges for all reunion meals and menus. Responsibilities include: 1. Coordinate with reunion chair(s) to select sites for meals and receptions. 2. Develop menus and meal policies (no children at class dinners, etc.), and budget and advise the Treasurer on total charges for the class fee structure. Things to consider: Which meals to serve? All breakfasts and lunches? Will meals be served or buffet style? Which meals are children invited to attend? Will you serve student workers, entertainers, and VIPs? Estimated attendance numbers for each meal. Sustainability? Consider ways to cut back on the use of paper and plastic materials and make use of the College s composting facility. 3. Plan menus carefully with an eye toward budget control and suitability of menu to the number of people who will be served. 4. Control costs and ensure adequate supplies by keeping your food vendor(s) apprised of meal attendance estimates right up to the reunion. 5. Decorations: You may want to decorate the tables at dinner with centerpieces or other paraphernalia. You need to decide whether decorations are a separate budget item or included in the catering budget. Don t go overboard on decorations and stick with items on the tables. Your vendor may supply a standard centerpiece as part of the meal agreement; check with them. Local florists can decorate large spaces, and costs can be shared with other classes using the same spaces over the week. Classes are responsible for all table coverings so check with your caterer and if they won't be supplying table coverings, the class needs to purchase these in advance. 6. Keep caterer well aware of any increase/decrease in attendance.

4 Beverage Chair The beverage chair arranges for alcoholic and non alcoholic beverages throughout reunions. Responsibilities include: 1. Coordinate with the catering chair regarding meal sites, menu selections and cocktail parties/receptions. Coordinate dinner beverage selections with menus. Be sure to have finger food and nonalcoholic options available whenever alcohol is served. 2. Contact local distributors to coordinate beverage and beverage supply needs. Some suppliers may be willing to provide you with plastic cups. Also, some retailers may refund unopened bottles/kegs of alcohol. Negotiate up front and get the details in writing. 3. Consider ways to cut back on the use of paper and plastic materials to create a more green reunion. 4. Work with your student bartenders who are staffing the bars. Any crew members serving alcohol must complete training offered through Alumni Relations. Entertainment Chair The entertainment chair identifies and books bands, singing groups, and other entertainment and serves as host to these groups during the reunion. Responsibilities include: 1. Identify and book bands/entertainment; get signed contracts. 2. Book student singing groups and get signed contracts (coordinate with reunion chair(s)). 3. Identify the audio visual and other set up needs of the band, group or entertainer. Submit any contracts to AR for review. 4. Serve as a liaison for entertainment groups at reunion transportation to campus, housing, food, setup, payment, etc. Athletic and/or Special Events Chair(s) The athletic and/or special events chair(s) can plan a variety of special class planned events and athletic gatherings, such as golf, tennis, reunion row, class art show or authors book exhibit, class panels or symposia, Hood Museum gatherings/receptions/tours, or off campus events such as brewery tours, King Arthur Flour cooking classes, etc. Depending on the number of such events you d like to have, this position may be assumed by more than one person. Responsibilities include: 1. Identify event dates and times with reunion chair to determine the best, non conflicting block of time. 2. Work with the Alumni Events office to book a space. If the gathering is golf the chair can call the golf pro at the Hanover Country Club directly to book tee times. 3. Determine topic and outline the event agenda. 4. Invite and confirm speakers. Do the speakers have any special needs or require an honoraria or travel expenses? Confirm speaker names and correct titles with Alumni Events for listing in the reunion brochure. 5. Determine space set up, AV, catering/beverage, materials and/or transportation needed. Submit requests to Alumni Events office. 6. Oversee the event on site.

5 Memorial Service Chair The memorial service chair coordinates the class memorial service and recognition of deceased classmates. Depending on the wishes and age of the class, this might include the following: 1. Determine appropriate type of remembrance. 2. Schedule the service in conjunction with the reunion chair and available times of College sites. 3. Identify a service officiant to lead the service. 4. Create the program for the service. 5. Contact families of the classmates to be remembered to inform them of the service. Transportation Chair The transportation chair coordinates transportation (vans, shuttles, etc.) needed during reunions. Responsiibilities include: 1. Renting vans, shuttles or buses to be used during reunion weekend. a. Vans may be needed to run errands and can be very useful at headquarters for committee members who may need to check on arrangements across campus. Vans can also be used for carting alcohol from location to location, moving decorations or other supplies, and for nighttime storage. b. Vans, shuttles or buses may be necessary to transport classmates to events held off campus or at the waterfront. They may also be necessary to get classmates to rain locations in inclement weather. Vans or shuttles can also be very useful in assisting handicap individuals around campus. 2. Supervising student crew driving assignments. Students who drive a van must be certified to do so through a course offered by the College. Students need only complete the van certification class once. Souvenir Chair 1. Select an appropriate class reunion souvenir with the reunion chair(s). 2. Work with the treasurer to ensure you stay within budget. 3. Order the souvenirs and have them shipped to Hanover in time for reunions. Name Badge Chair 1. Purchase lanyards, badge holders and badge stock. 2. Design name badge layout (include city of residence, freshman dorm, freshman photo, etc.) 3. Review and spell check list of registrants to ensure all badges will print correctly. 4. Work with vendor to print and organize badges in time for reunion.

6 Yearbook Chair The yearbook chair coordinates all the details necessary to pull together a 25 th or 50 th reunion yearbook. Responsibilities include: 1. Identifying a yearbook printer/publisher. 2. Creating and adhering to a reasonable budget and working with the class treasurer to ensure sufficient funds. 3. Designing the yearbook look and layout. 4. Collecting data from classmates to insert into the yearbook. 5. Pulling it all together for the final print. 6. Getting it to Dartmouth to be distributed at your June reunion. 7. Mailing it out to classmates not attending the reunion.