Planning the Perfect Class Reunion

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1 Planning the Perfect Class Reunion ST. JOSEPH ACADEMY // OLD DOWLING HIGH SCHOOL // DOWLING CATHOLIC HIGH SCHOOL The Alumni Office is here to support your reunion planning process and plays a different role depending on the shape of your reunion weekend. We would be more involved for a class mass or reception at school and less involved if you decide to gather at the Iowa State Fairgrounds or your class favorite restaurant in town. Either way we want to support your reunion planning process. Read below for just about everything you need to know to create a successful class reunion. Many details are provided as to how the Alumni Office will assist you along the way. How do we form a reunion committee? Every reunion begins with the formation of a reunion committee. Start by forming a core team of dedicated and enthusiastic individuals who are willing to go the extra mile to ensure a successful reunion. Appoint a reunion chair who will arrange and drive meeting agendas and a treasurer to oversee finances. Beyond these two key individuals, solicit classmate volunteers who can actively participate and be assigned to work on various reunion tasks. List of potential committee member tasks: -Chairperson -Treasurer -Alumni Office liaison -Venue coordinator -Graphic designer/printing/mailing coordinator -Social media/ blast coordinator When do we start? Most reunion committees begin forming and start planning during the fall and winter in advance of their reunion. The amount of lead time you need depends on how elaborate an event you are planning but generally speaking the more time you give yourselves the better! What tasks does the reunion committee need to consider? Consider dividing the work activities of your reunion committee into subcommittees or work groups. Here is a listing of some of the tasks you will need to consider: 1. Select the date/weekend 2. Determine event format(s) 3. Determine event venue(s) 4. Request a classmate contact list from the Alumni Office in order to obtain postal addresses, addresses, phone numbers and to search for missing classmates (IMPORTANT: communicate new/updated contact information BACK to the Alumni Office) 5. Financing: budgets, what to charge per person, banking process (whether account is held with DCHS or at bank of your choice pros/cons below) 6. Determine RSVP process NOTE: The Alumni Office does not track reunion RSVPs 7. Develop marketing & communications strategy: save-the-date postcards and invitations in the form of mailers, blast s, web site & social media 8. Determine event details: program, catering, decorations, entertainment, photographer, memory booklet, prizes/awards, etc.

2 9. Consider creating a deceased classmates tribute 10. Additional reunion activities: tours of the renovated Dowling Catholic campus and new St. Joseph Chapel, golf outing, other pre & post reunion events 11. Consider making a class gift to the school 12. Post reunion follow-up What are some of the expenses you might incur? -Stationary supplies -Postage -Printing (mailers, reunion booklets, name tags) -Gifts / novelties -Decorations -Web site development & hosting -Catering -Liability insurance -Reunion facilities deposit & rental -Entertainment deposit & Rental -Priest (if holding a class Mass) Bank through Dowling Catholic or Bank of Choice? Some classes choose to have a dedicated class account held with the school s bank which is managed by the Alumni Office. The benefit is five-fold: 1. The Alumni Office receives reunion payments after collection by the reunion rep and makes weekly deposits to the class account 2. Invoices approved by the reunion rep can be forwarded to the Alumni Office for payment processing 3. Enjoy tax exempt status when paying reunion expenses with outside vendors (i.e. caterers) 4. Use of the DCHS mail room when the account balance is sufficient to cover the mailing cost 5. Added security and audit protection Checks for deposit to the class account must be written to Dowling Catholic Class of 19xx/2XXX and invoices must be made out to Dowling Catholic High School Class of 19XX/2XXX. If you choose to maintain a class account with your bank of choice, all deposits and payments are made outside the Dowling Catholic process. How do we find lost classmates? The Alumni Office will do our best to ensure reunion planners have up-to-date contact information. Request a class list early in your planning process and make an attempt to find lost classmates or uncover updated contact information. This information includes: - addresses -Mailing addresses -Phone numbers -Marriage and death notices To be effective, it is important to have your help! Please share all new contact information you uncover with the Alumni Office. When should we have our reunion? -Weekends any combination of Friday, Saturday and Sunday -Summer through early Fall -Homecoming weekend normally mid to late September

3 -Thanksgiving weekend - classmates may be home visiting family -Local annual festivals, i.e. Iowa State Fair Should we hold our Class Reunions at Homecoming? We encourage reunion classes to hold your weekend of events to coincide with Homecoming festivities, which include an all-school pep assembly at 2 p.m. and the football games that evening. The 2016 Homecoming date will be known this spring. Single day or multi-day event? Some classes have a one-evening reunion event while other classes host multi-day reunions. Those classmates who have attended reunions repeatedly echo the same words after the reunion is over...'the evening went by too fast'...'there just wasn't enough time to talk with everyone I wanted to'. How do you pack 5, 10, 20, 30 years of each others lives inside of 5 hours? The answer is you can't. Hosting a multi-day reunion however gives your classmates additional time to relax and get reacquainted. Following are some suggestions for the weekend should you choose to hold a multi-day reunion. Friday night Many classes kick off their reunion activities with an informal Friday night get together and are intended to loosen classmates up in an informal, neutral and relaxed atmosphere prior to the grand event. Typically these events are simple and are held at a local restaurant or bar. Usually light appetizers are served and classmates pay for their own cocktails. If such an event is not offered, consider getting together informally on your own with your closest classmates. Saturday While the night is typically reserved for the big event, consider adding some daytime events such as a tour of your high school. After 10, 20, 30 years, this can be a wonderful experience walking the hallowed halls of your youth. If your event happens to coincide with your school's homecoming or a school football game, encourage classmate participation and try to organize special seating arrangements so your class can all sit together. Some classes also organize activities like a morning golf outing, local site seeing tour or a group shopping trip. ***A Mass in the St. Joseph Chapel is a perfect addition to a Dowling Catholic reunion. The 2016 weekends reserved for class reunion masses are June 24-26, July and August Combine this visit to campus with a reception in the chapel lobby or school cafeteria. At a minimum, you may arrange a tour of the renovated school. Contact the Alumni Office for details. Sunday Consider a wind-down event such as a brunch or picnic as a chance for any last minute catching up and to say your goodbyes in a less hectic atmosphere. For younger classes, make it a family event with spouses and children invited. What kinds of activities should we provide at the reunion? Allocate the majority of the evening to free socializing Sit down dinner with musical entertainment, DJ and/or dancing Consider awards and speeches before dinner Tribute to deceased classmates Continuously running slide show of old class photos Nostalgia table (ask each of your classmates to bring one piece of personal memorabilia Suggested Timeline While it's a good idea to begin planning your event as soon as you know you are going to have one, here

4 is a timetable to consider for planning your event. Twelve months before -Form a committee -Recruit and appoint subcommittee members -Survey classmates for date options, event ideas and venue preferences -Determine event format - picnic, dinner-dance, etc - informal, formal - single or multi-day reunion -Consider holding a class mass and/or reception at Dowling Catholic -Brainstorm additional activities (school tour, etc) -Scout other potential reunion facilities and hotels -Develop budget -Request a mailing list from Alumni Office and begin search for lost classmates or new contact information (postal addresses, s and phone numbers) Eight months before Set date(s) -Select and reserve reunion facility and hotels -Arrange for and hire entertainment, caterer, photographer, etc. -Send out call for finding lost classmates -Communicate updates back to the Alumni Office for input to your class list Six months before -Determine cost per ticket -Send a save-the-date mailer or blast announcing date and location of reunion (labels available) -Publicize reunion information -Pay deposits Three-Four months before -Mail reunion registration materials -Confirm all reservations, caterer, entertainment, etc. -Select menu -Meet with reunion venue staff -Make payment arrangements with all suppliers for group functions - meals, tours, photographer, DJ, etc. From here to the event -Track RSVP numbers -Manage bank account (timely deposits) -Refine and finalize any last minute details -Confirm set up and clean up schedules Promoting the Reunion As reunion plans are set, contact the Alumni Office with dates and details. Even when all you have firm is the date, let us know. Then communicate additional details as planning progresses. The Alumni Office will for FREE: 1. Provide current class lists (ask for this early, research lost or changed contact information and return that information back to the Alumni Office before your first invitation)

5 2. Provide up to two sets of labels for save-the-date and/or invitation mailings 3. Post a basic flyer on the ALUMNI web page of the Dowling Catholic web site ( or post your class-designed flyer (if you design your own) 4. Send up to two blasts to all classmates for whom we have a valid address 5. Inclusion in the monthly electronic alumni Maroon Connection newsletter to include dates and a link to your Facebook or web page Staffing the Event The entire planning committee should be involved in staffing the event; from set-up, registering guests, clean-up and all details in-between. Split up responsibilities so no one person or small group is missing all the fun. Reunion Follow-up Consider any or all of these follow-up actions: Send classmate contact updates to the Alumni Office Share a few choice photos with the Alumni Office for use in alumni communications and school marketing Share your link to a photo gallery on Facebook, class web page or dedicated photo web site Fundraising project communication (final ask or share what was raised) Thank yous to committee members, vendors, etc. Pay all bills and reconcile class bank account Save the File Keep good records, save planning documents and timelines, and pass along to a classmate who is willing to plan the next reunion. Don t start from ground zero in five years when it s time for the next reunion. Class Reunion Fundraising Projects Occasionally, a class holding a reunion will decide to raise funds for a specific project or endeavor taking place at the school. Examples include an item for a classroom or scholarships for needy students. You and your classmates would control the size and scope of your chosen project. The Alumni and Advancement Offices would be happy to discuss the options and assist with the project. Alumni Office Colleen Webb Alumni/Special Event Coordinator Dowling Catholic High School 1400 Buffalo Road West Des Moines, IA cwebb@dowlingcatholic.org fax BEST OF LUCK WITH YOUR REUNION PLANNING!

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