Need Help Getting Your Class Reunion Organized?

Transcription

1 Need Help Getting Your Class Reunion Organized? Class reunions are a great way to reestablish the fun and camaraderie we all experienced during our four years at Riordan. However, trying to organize a class reunion, especially for the first time, can be a daunting task. Just getting a current list of classmates and addresses is sometimes overwhelming. In order to ease the burden, the Riordan Alumni Association is initiating a new program to help individual classes organize their class reunions. This program takes advantage of the experience of the Class of 1955, one of Riordan s best- organized alumni classes. Members of this class have offered to help our alumni classes get started in both organizing their class reunions and showing how to form an ongoing class reunion committee to sustain momentum for keeping the members of an individual class together on an ongoing basis. Elements of the program include developing and maintaining a current list of classmates including addresses, home addresses, etc., organizing the reunion event, organizing class reunion committees, developing class newsletters, and all the organizational processes needed to maintain an effective Class Reunion Committee. If you are interested in setting up your class reunion or establishing a Class Reunion Committee and need help, then please contact Kevin Holl, Riordan Alumni Association President at holl@gkhs.com, or Paul Osborn at pposborn@verizon.net, or Chuck Murillo at cmurillo2@aol.com. Both Paul and Chuck are members of the Class of 55 We believe this will be a popular program and will be dealt with on a first come first serve basis, so don t delay in contacting Kevin, Paul or Chuck to help with this important activity.

2 TIMELINE FOR PLANNING A REUNION Months from Reunion (Refer to Section 1A) Create a small committee of volunteer classmates Request a class list with contact information from Alumni Director, Marc Rovetti Ext 357 or cell (415) Months from Reunion (Refer to Section 1B) Decide on a date; contact the Director of Alumni Relations for general assistance (If needed) Choose and secure a venue and discuss deposit requirements for the reunion (at ARHS or offcampus) Create a budget based on number of guests, site fee, and other potential costs Set up Riordan Reunion Webpage Assign a member in charge of mailing to search for unaccounted class members, divide list of missing classmates, and make an effort to locate them 6 Months from Reunion (Refer to Section 1C) Send Save the Date postcard and/or an version Continue to search for missing classmates Research menu, room setup, and music options Discuss advertising options (class website, Facebook page, or Twitter account) 4 Months from Reunion (Refer to Section 1D) Decide on logistical issues and assign a member to one or more of all of the items. Determine the price to charge per person Design and print invitations Determine which former teachers or coaches to invite 2 Months from Reunion (Refer to Section 1E) Finalize invitation list and mail (at least 8 weeks prior to event) Contact classmates who have not responded (at least 3 weeks prior to event) using a phone tree Finalize logistical details Discuss a reunion program, pick an MC, decide on speakers, slideshows, etc. Update attendance list and new classmate contact information with Alumni Office 1 Month from Reunion (Refer to Section 1F) Check budget to ensure reunion costs are balanced Plan the day of the event tasks and assign someone to any loose ends. 2 Weeks from Reunion Provide final head count to advise hotel/restaurant. Set up phone tree for last minute details Have fun!

3 Section References 1A. Creating a Committee Identify and organize 5-6 classmates who are willing to help organize a reunion committee. Ask class and Student Body President and class officers to participate Assign specific jobs to those willing to participate: Examples: Chairman, Secretary, Treasurer, Reunion Chairman, Class database manager Create and send out a questionnaire for classmates that will determine the nature and time of event. See Sample (TBD) Create an agenda for meetings 1B. Location, Date and Class lists The earlier you identify a location the more options you will have to fit your needs. Establish a good rapport with venue host or manager September and October are most optimal for class reunions. Identify point person for Class Database management. Break out your class list into segments within committee. Consider a Google Doc for updating the list Utilize the budget cost estimator- Get from Alumni Office Prepare for deposit and payment options with school (If needed) A Riordan Reunion Web Page is beneficial to collecting money, advertising and 1C 1D 1E updating of records Classmates, Menu and Save the Date Committee should now be in full force to locate missing classmates. Update Alumni office of all changes to class list for most complete mailing Work with Alumni office to for Save the Date card info Logistical Issues and Formal Invitation Logistical issues include: menu, bar options (wine at the table or not?), decorations, music, invitations, and reservation/payment options Work with Alumni office on final changes to invitations. Riordan will cover the cost of printing and mailing invitations. Confirm deposit and payment options if Riordan is collecting funds Final invitation list, Program Flow and Logistics Mail invitations (with Riordan Alumni Office assistance as needed) and follow up with Phone tree in full force for classmates who have not responded- 3 weeks out Discuss program flow for the event Finalize logistical details including decorations, music, room setup, flowers, centerpieces, giveaways, sound system, nametags, remembrance boards and memorabilia 1 F Budget and Final Tasks Reconnect with venue contact to ensure timely payment from the school side Recheck attendees and headcount to verify funds for event Final push to classmates to attend Event Chairman and MC site check and meet with venue contact person to cover any concerns. Sound, space and logistics decorations, sign-in table, program assignments, flowers /centerpieces, and hotel/restaurant contact, nametags, remembrance board and memorabilia.

4 Reunion Event Checklist Point Person needed for: Reunion Chairman Reunion MC Mailings, save the date card, invitations and reminders Phone tree to contact classmates who have not responded to the invitation (3-5 people) Remembrance Board- Pictures honoring deceased classmates Mass before Reunion? Class or School banner to display at Reunion? Line up Speakers Collecting and displaying Memorabilia Nametags Publicity Greeters Reunion Committee to: Select Venue Select Menu Agree on event charge per person Provide Memorabilia

5 RECOMMENDED LOCATIONS FOR RIORDAN ALUMNI DINNERS/LUNCHES Alfred s Financial District Marco Petri Alioto s Fisherman s Wharf Nunzio Alioto Basque Cultural Center South SF Francois Camou Bechelli s Flower Mart South of Market Mark Bechelli Columbus Cafe Firenze by Night Golden Gate Yacht Club North Beach North Beach Marina Paul Marino 84 Paolo Giusti 02 Bob Mulhern Harris Steakhouse Nob Hill Marine s Memorial Club Downtown Mission Rock Resort Potrero Jamie Roach Momo s South Beach Pete Osborne Olympic Club Downtown/Lakeside Sheila Guzman Original Joe s North Beach John Duggan Pete s Tavern South Beach Pete Osborne Presidio Golf Club Presidio Colleen Daly Spinnaker Sausalito Tim McDonnell SF Italian Athletic Club Tarantino s San Francisco Fisherman s Wharf Paul Alioto 81 Gary Burns The Cliff House Point Lobos Virginia Casey United Irish Cultural Center Ocean Beach Teresa Moore Original Joe s Old Ship Saloon Daly City San Francisco John Duggan Bill Duffy