VASSAR COLLEGE. Office of Alumnae/i Affairs and Development

Transcription

1 VASSAR COLLEGE Office of Alumnae/i Affairs and Development R EUNION P LANNING G UIDE 2015

2 OFFICE OF ALUMNAE/I AFFAIRS AND DEVELOPMENT 2015 Reunion Planning Guide Vassar College Office of Alumnae/i Affairs and Development Box Raymond Avenue Poughkeepsie, NY Phone Rev

3 Welcome Back! S alve! Thank you for your willingness to serve on the Reunion Event Committee. Reunion weekend is the culmination of many days, months, or in some cases years of work by alumnae/i volunteers. On behalf of your classmates, Vassar College, the Office of Alumnae/i Affairs and Development and AAVC we appreciate all of your work! As a Vassar volunteer you will have the opportunity to communicate what Vassar is today and help your classmates remember their Vassar experience. For every alumna/us with whom you speak, you are Vassar. Please share your enthusiasm and encourage attendance at reunion. Work with other class volunteers in outreach to your classmates and discuss with them Class goals and College plans. Equally important, please reinforce with alumnae/i that their reunion gift to the Vassar Fund can help a student have a transformative experience at Vassar College, and changing the life of a student is one of the best investments they can make. This handbook has been designed to serve as a practical guide to assist Reunion Event Chairs in event planning and committee member recruitment. The information contained in this planning guide is designed for classes celebrating up to their 60th reunion. The 5oth Landmark Reunion Class will have a separate planning guide. Planning and activities for our earliest Vintage Classes celebrating 65th reunion and older will be done by reunion staff. We hope that you will find it both helpful and informative. Please feel free to contact us with any questions; a full staff contact list in provided on the back of this guide. We look forward to working with you. Sincerely, Your Reunion Event Team

4 Table of Contents 1. Reunion Planning Calendar / Timeline Reunion Overview... 2 Reunion and Registration Dates Class Officers and Reunion Planning... 3 Class President... 3 Vice-President... 3 Treasurer... 3 Reunion Gift Chair (RGC)... 3 Reunion Event Chair Reunion Event Chair - Responsibilities Reunion Sub-Committees... 5 Favors... 5 Hospitality or Welcoming Committee... 5 Saturday Evening Class Dinner Committee... 5 Program / Entertainment Committee... 6 Program Committee Timeline... 6 Book/Bulletin Committee... 6 Book/Bulletin Committee Timeline Reunion Planning... 7 Anticipated Attendance... 7 Budgeting and Accounting Reunion Costs and Fees... 8 Registration Fees... 9 Housing Fees Meals Favors Saturday Evening Class Reception and Dinner Location Caterer Menus Other Dinner Expenses Other Reunion Expenses to Consider... 14

5 8. General Reunion Information Student Workers The Welcome Center Check-In Arrival and Luggage Assistance Housing On-Campus Residence Halls Family Housing Off-Campus Hotels Guests with Special Needs Children at Reunion Transportation To Campus NYC Bus On Campus Parking on Campus Annual Alumnae/i Parade Lost and Found Reference Materials Mailings Save the Date Card Text Reunion Chair Letter Templates Reunion Past Attendance Figures Alums Authorized Vendor List Caterers for on-campus events DJ s / Karaoke Favors Florists Photo Booth Rental Piano Rental Printing Services Spirits Saturday Dinner Worksheet Favors Worksheet Reunion Committee Structure Vassar Staff Contact List Future Reunion Dates... 31

6 1. Reunion Planning Calendar / Timeline 2014 Sept. 1 st Save the Date card sent to all reunion classes to indicate interest to attend 15 th Begin conference calls with reunion committee volunteers and staff Vassar Fund 1st Appeal Oct. 15 th Committee suggests venues for dinners, dorms, programming, survey, etc. Volunteers begin discussing dinner plans with caterers Vassar Fund Gift, Announce participation & put on Facebook Nov. Vassar Fund 2nd Appeal 20 th DEADLINE - First reunion chair letter and surveys to the class due Dec. 1 st Mailing of first reunion chair letter and surveys to classmates (if any) 23 rd Holiday break begins on campus; offices closed 2015 Jan. 2 nd College offices re- open 15 th Final dinner venues confirmed by staff 16 th DEADLINE- to request college speaker through reunion staff DEADLINE - to request A/V media equipment and purchase orders Conference calls to finalize costs and finalize pricing for registration forms Feb. 6 th DEADLINE- Final costs and fees for dinners, favors, etc. for registration forms Vassar Fund 3rd Appeal 10 th DEADLINE- Chair letter for registration form due (NOTE: maximum: 250 words) 15 th Final Dorm Headquarters assigned by staff 23 rd Preliminary class schedule due March 1 st DEADLINE - registration forms to printer to meet April 1 st deadline April 1 st Reunion registration forms mailed/online registration opens 27 th Finalize Welcome Packet materials: welcome letter, directory, etc. Conference calls continue May Final conference calls with committees 7 th Vassar Fund 4th Appeal 30 th Registration closes (no more registration, on- campus housing or meals) June 5 th Last day to receive favors at Alumnae House REUNION WEEKEND Fri. 12 th Reunion Officially BEGINS 9am Check- in at Welcome Center in Ely/AULA Reunion Chair Lunch, reunion chair (or delegate) & class assistants 11:30am Sat. 13 th Alumnae/i Parade steps off at 10am and culminates in the Reunion Celebration Sun. 14 th Reunion Ends - 1pm Check- out June 15 th DEADLINE - to submit for all purchase orders, invoices, and/or valid original receipts for reimbursement.

7 2. Reunion Overview Vassar College Reunion Weekend is celebrated annually, generally two weeks after Commencement. Classes return to campus on five- year cycles beginning with their 5th reunion and ending when their members are no longer physically able to return. At Reunion 2011, while celebrating Vassar s 150th Sesquicentennial year, we had the College s first- ever 80th reunion attendee, and in 2014 a member of the Class of 1934 joined the Alumnae/i Parade! Vintage Classes celebrating 65th reunion and higher will be guests of the College; staff will make all arrangements for their weekend activities and programs. Reunion and Registration Dates Reunion Weekend June 12 14, 2015 Exception: Only the 50th Landmark Reunion Class may arrive prior to Friday. Registration will open early April and will close May 30, 2015 Deadline is FIRM è NOTE: Several key logistical components have specific deadlines that affect the event planning timeline (i.e.: final meal counts for caterers; rental and set- up of tents, delivery of sufficient quantities of tables and chairs; limitations in on- campus dorm housing). For these reasons the deadline for registration is two weeks before reunion and we regret we are no longer able to accommodate or provide on campus housing and/or meals alumnae/i who make a last minute decision to attend reunion. We ask all alum to try and plan accordingly as they will not be able to register for meals or programs at the door. We do recognize this is a shift from past practices, but must be firm with deadlines to ensure that those alumnae/i who register in advance have the satisfying experience they have paid for. 2

8 3. Class Officers and Reunion Planning Class President With regard to reunion, the class president is primarily responsible for working with, and supporting the efforts and goals of both the reunion event and reunion gift chairs. If no volunteer has come forward, the class president also has right of first refusal to step in as reunion event chair. The class president is encouraged to be an active volunteer during reunion planning and fundraising and to offer support to the reunion committee wherever needed. The class president, along with the reunion event chair and treasurer (if the class has one) should also have input on if, and how much, of the class treasury (if available) will be used to offset or support reunion expenses. The class president may also be asked to assist the College in identifying and/or recruiting new class officers to serve the next five years until the next reunion. è NOTE: Many classes schedule a formal class meeting over Reunion Weekend. The College suggests a brief program at the Saturday class dinner. The basic agenda proposed is having the class president acknowledge and thank the reunion event and gift chairs, who will thank their committees. The nominating chair or designated speaker will then present the slate of incoming class officers, the incoming president may thank the outgoing president and officers. Vice-President Leading up to the five- year reunion, the vice- president has been the liaison between classmates and the College for class mini- reunions, and may have information on key classmates who have organized gatherings in regions across the country, from large groups and tours, to informal meetings at restaurants or bars, or even private homes. Treasurer Along with the class president, reunion event chair, and College reunion staff, the treasurer (for classes who have one) should be involved in discussions concerning class funds and their use for reunion, and if and how much of the class treasury (if any) they may use for reunion. The treasurer should be made aware of all financial decisions. After the final accounting is completed in preparation for the June 30th close of the fiscal year, the College will provide a copy of the final reunion budget to the reunion event chair, class president and treasurer for review. Reunion Gift Chair (RGC) Gift Chairs are responsible for organizing and maintaining all solicitation efforts for your class during the reunion cycle. The Reunion Gift Chair (RGC) in coordination with Vassar Fund staff recruits and manages committees, supporting and encouraging their activities to further increase participation levels and the number of dollars raised. For Landmark Reunion classes (50th, 40th, 25th, and 10th) the Reunion Gift Chair serves for three years culminating at Reunion. Reunion Event Chair The overall planning for your class reunion is the responsibility of the Reunion Event Chair or Co- Chairs who may recruit volunteers and create as many committees as necessary to effectively plan and manage your particular class reunion. Classes not in a landmark reunion cycle may choose to handle most of the planning with a smaller committee, or recruit class officers as the committee, with the guidance and assistance of College reunion staff. Except for the 50th Landmark class reunion planning for reunion weekend generally begins in September of the year preceding reunion. 3

9 4. Reunion Event Chair - Responsibilities The Reunion Event Chair is the primary contact between the class and the College who will recruit and guide an inclusive committee and create a team of classmates who will ensure all attendees feel welcome and involved. The Reunion Event Chair will delegate tasks, and support their team s efforts. Among the duties that have proven to ensure a rewarding experience are: M ANAGE THE CALENDAR Oversee all aspects of the class reunion planning, adhering to established deadlines. Understand that last minute or late requests and/or changes add unnecessary stress to the weekend, that may force a reaction to circumstances rather than planning for them, and leaving no guarantee the request(s) can be accommodated. BUDGET Work with College staff to establish and follow a budget for reunion; consult with class president and treasurer to determine use of class treasury (if any); and ensure the committee follows proper policies and procedures for finance and accounting. RECRUIT Consider selecting a reunion co- chair to complement your interests and abilities and to provide assistance and support through the planning process. Recruit committee members well in advance, appoint sub- committee chairs, outline their duties, share established deadlines, consult with them frequently, and follow up on progress. With reunion staff review the suggested reunion committee structure chart on Page 30. COMMUNICATE With help from staff, write and submit letters for the December mailing and the April registration mailing (see examples on Page 22 of this guide). Channel all information between committee chairs (if appointed) and College reunion staff. COORDINATE With College reunion staff ultimately make all decisions about reunion plans for the class. Ensure all requests for speakers, equipment and program space are submitted in a timely manner according to reunion planning calendar. Ensure class favors are selected, ordered, and there is a plan to distribute to attendees. Oversee reunion schedule for the class and approve all changes and additions. Be the on- site go- to point person for reunion staff, and provide guidance and instruction to the student workers/class assistants assigned to your class during reunion. P ARTICIPATE Attend the Reunion Event Chair Orientation Lunch on Friday of reunion weekend and meet with the student workers assigned to your class, share expectations, and coordinate schedules. Personally attend and encourage class participation and attendance in the Saturday Parade and Reunion Celebration at the Athletic and Fitness Center, and the Inter- religious College Memorial Service on Sunday morning. 4

10 5. Reunion Sub-Committees Involving many classmates in reunion planning helps build enthusiasm, shares responsibilities, and offers classmates a unique opportunity to connect and network before reunion weekend. Serving on the reunion committee provides an excellent opportunity for developing interest in both the class and general reunion programs. The following are brief descriptions for the various sub- committees that have been shown to be the most successful in past reunions. The use of some committees may be discretionary and are here for reference. The suggested reunion committee structure chart is found on page 30. Favors Classmates look forward to receiving a favor, especially one to be displayed proudly in the parade and taken home as a souvenir of a great weekend. They are often in your class color and show your class year, College logo, or original artwork. The committee selects the favor, and work with reunion staff to determine and order appropriate quantities. The committee will also oversee the distribution of favors to ensure all proper attendees receive them, with assistance from the welcome committee and your student class assistants. Complete info on favors is on Page 12. Hospitality or Welcoming Committee The power of a welcoming smile from a classmate should not be underestimated, and the hospitality or welcoming committee serves a very important role in reunion by making sure that every classmate arriving at your dorm headquarters is greeted personally, feels welcome, and receives any favors or gifts. The sub- committee chair may recruit volunteers to: Assist on- site in the dorm headquarters in welcoming classmates to reunion weekend. With class assistants hang class banner in dorm, decorate with memorabilia if desired, and clearly instruct student workers on how to best distribute favors to classmates when they arrive. Saturday Evening Class Dinner Committee The one special event that most alumnae/i attend over reunion weekend is the Saturday evening class dinner. (See more info on page 13.) Working with reunion staff you can create a memorable evening. With reunion event chair make venue requests for Saturday night reception and dinner. Select caterer, menu for dinner and reception hors d'oeuvres, including vegetarian/vegan options. Plan table decorations, entertainment and seating arrangements if needed. Decide whether dinner will be child friendly and whether to offer children s meals. Working with reunion staff calculate and confirm pricing for Saturday dinner (including costs for hors d oeuvres, dinner wine/beverages, and entertainment costs including media resources); provide final pricing by February 1st to be included on the reunion registration forms May also plan a class after- party, if desired. è NOTE: As an alternative to planning a class after- party, there is now a popular All- Class After- Party Tent on Noyes field from 10pm- 1am with a DJ, dance floor, and cash bar. 5

11 Program / Entertainment Committee The College plans many activities and events throughout reunion weekend for all participants to enjoy including Alumnae/i College Programs. While not necessary, some classes (especially landmark reunion) may choose to schedule a program or event exclusive to that class such as a panel discussion, faculty lecture/presentation, informal chat, poetry reading, or even family- friendly lawn games. Attractive programs can also be built around classmates, many of who are doing some interesting things post- graduation. (Keep an eye on Class Notes for recent news and ideas.) è NOTE: Our office asks approximately ten faculty members to participate in Alumnae/i College programs over reunion weekend, therefore we politely ask reunion classes NOT to approach faculty members directly, but first inform reunion staff of your interest. Once confirmed, the program chair will be placed in contact with the professor to discuss details. Reunion staff will help your committee select the best location for your class event based on the type of program, estimated attendance, room availability, and other programs that may be scheduled concurrently. If audio- visual equipment is needed reunion staff can help make those arrangements either with campus media resources or our outside vendor and include these costs in reunion planning/budgeting expenses that may be passed on to the class either through individual registration or, if acceptable, paid out of the class treasury. PROGRAM COMMITTEE TIMELINE Dec. 10th Work with reunion chair to plan class events for the preliminary weekend schedule and provide an outline for any class program(s). Make final request for audio/visual equipment. Confirm faculty speakers, discuss mutual expectations, and confirm media resources. Finalize class program, coordinate materials for welcome packet if necessary. Jan. 16th Feb. 1st Mar. 2nd Book/Bulletin Committee Upon request, the College is able to provide each class with a basic class directory and/or necrology that can be distributed in the Welcome Packet for each classmate attending reunion. During landmark reunion years, classes may wish to organize a bulletin or booklet that may also include a survey or personal pages completed by each class member. The book/bulletin committee will usually design a survey, questionnaire or biography to be sent to classmates in December. BOOK/BULLETIN COMMITTEE TIMELINE Sept. Recruit volunteers to assist in the design and/or format of the publication. Oct. Work with reunion staff to schedule compilation to meet final print deadlines. Nov. If desired, draft a survey (questionnaire, bio sheet, or similar item) requesting classmate feedback/contributions to be distributed with the December chair letter mailing. Request all responses be returned in time to compile and print.) Jan. Determine the proper distribution and format of the materials, i.e. either to reunion attendees on- site, or post- event to all classmates; hard copy or electronic (on a flash- drive as a reunion favor.) 6

12 6. Reunion Planning The complexity or simplicity of your reunion planning committee will be determined by a number of factors. If you are celebrating a landmark reunion (10th, 25th, 40th, or 50th), a more complex and class oriented program may be desired. More volunteers may be needed to staff reunion weekend, and a more comprehensive bulletin or class memory book may be expected. When planning the schedule, remember all reunion classes may appreciate more free time to relax, wander, mingle, and enjoy spontaneous conversation and discussion among the group. è NOTE: 50th Landmark Reunion Class is given first priority in their requests for reunion housing, dining, and programming space. The other landmark reunion classes follow (40th, 25 th, and 10th reunions) and then all other class requests on a first come/first served basis. When assigning program and dining spaces on campus reunion staff will consider the appropriateness and capacity based upon anticipated class attendance. Anticipated Attendance There are two major factors to consider when planning a successful reunion: anticipated attendance and budgeting. One of the most frequently asked reunion questions is, How many classmates typically attend reunion? The answer: reunion attendance can be influenced by many factors, some that can be controlled (such as depth of program), and some that cannot (such as family or work obligations.) We do know that when asked why they attend reunion the answer most frequently given by alumnae/i are to see friends, reconnect with classmates and see the campus. Every committee member is charged with encouraging classmates to attend reunion. Contact classmates, and encourage them to indicate early their interest to attend online, and encourage them to register early. The following chart shows the high, low and average reunion attendance figures for the past twelve years, and may be used as a guide to attendance, but it is only a guide. For a more comprehensive spreadsheet please see the chart included in the back of the guide to see where your class falls historically, whether on the high, mid or low side of average. While these figures in no way guarantee the attendance for your next reunion, they (along with the preliminary numbers of classmates who have expressed interest to attend) can be used to best estimate the total number of favors, meal attendance, Saturday evening class dinner venue, and dorm assignments. Generally, purchases made in large quantities may be less expensive per piece; and shared expenses may be spread out over more attendees. Having the best possible preliminary numbers is essential for effective reunion planning. Reunion alum attendance figures for the most recent 12 years 5th 10th 15th 20th 25th 30th 35th 40th 45th 50th 55th 60th High Avg Low Landmark Classes are in BOLD. Refer to the complete chart in the back of this guide. 7

13 Alms attending reunion as a percentage of the total number with valid addresses** Year Avg th 15% 13% 17% 15% 24% 19% 17% n/a 55th 13% 12% 10% 11% 16% 12% 14% 19% 50th 38% 38% 37% 43% 43% 35% 35% 37% 45th 18% 24% 14% 12% 17% 24% 18% 18% 40th 22% 18% 13% 25% 18% 21% 28% 33% 35th 12% 13% 14% 12% 11% 10% 11% 12% 30th 14% 17% 15% 14% 13% 11% 15% 11% 25th 23% 20% 18% 25% 23% 21% 28% 26% 20th 19% 19% 20% 18% 19% 20% 18% 19% 15th 7% 10% 7% 7% 8% 4% 7% 8% 10th 20% 20% 21% 22% 20% 16% 22% 21% 5th 36% 42% 38% 34% 33% 36% 35% 35% Avg TOTAL 20% 20% 19% 19% 19% 19% 21% 21% ** For 2010 and earlier "mailable" figures as of 2012 were used. Budgeting and Accounting Generally registration and fees paid by attendees absorb most of the class- specific expenses of the weekend, and when available class treasuries may be used to offset or underwrite programs/events, favors, media resources, etc. As previously stated the reunion event chair, working with the class president, treasurer (if this class position is filled), and staff should determine how much of the class treasury, if any, will be used toward reunion expenses. All expenses must be pre- authorized by the College. Reunion staff will secure purchase orders for all approved expenses, and all expenses will require original invoices for payment. To meet the end of fiscal year deadline of June 30 for the College, any and all purchase orders, invoices, and pre- authorized requests for reimbursement MUST be submitted no later than the Monday immediately following reunion. è NOTE: Individual purchases are strongly discouraged. If payment receipts are not submitted through proper channels, classmates/volunteers run the risk of not being reimbursed. All expenses must be pre- approved, and only valid original receipts must be submitted. 7. Reunion Costs and Fees The cost of reunion varies from class to class, so fees are charged accordingly. The cost for class- specific items such as favors/class gifts, decorations, printing costs, audio visual equipment, and menu selections, to mention a few, can impact expenses and the per- person cost to attend reunion. Expenses such as class favors, programming, and speakers fees may be passed on to classmates through the class assessment portion of your reunion registration fees or, with agreement of the class president and treasurer, may be paid by the class treasury (if available). Therefore, after planning 8

14 programs and meals, estimating the cost for favors, books/bulletins, a/v equipment, flowers/plants, centerpieces, and Saturday dinner we will calculate the registration fees for your classmates then determine if, and how much money the class will use from its treasury if available. To help with budgeting we have included the list of average costs from recent reunions. The breakdown of line items, such as registration fees, housing costs, meal pricing, and transportation (bus) costs, are explained in more detail in the following sections. Registration Fees The registration fee may be very different for every class and is generally calculated on several factors including class assessments to cover additional class- specific expenses such as, but not limited to: Saturday dinner, favors, music, program expenses, etc. All adults attending 18 +, even those coming for a single day, are expected to pay registration fees. The basic registration fee charged by the College includes the beverage/hospitality fee charged to each adult guest to provide soda and non- alcoholic beverages during specified times in the dorm headquarters (generally Friday afternoon from 4-6pm and 10pm Midnight; and Saturday afternoon from 4-6pm.) The fee also includes $15 to be used towards the reception before the Saturday class dinner. (Water coolers are available in the class headquarters all day and evening.) 9 è NOTE: Beverages for hospitality bars are supplied in quantities appropriate to the number of attendees in your class and consumed during those times. They are not to be considered mixers for your reunion events. Student workers are NOT allowed to serve alcohol. Registration and Total Reunion Costs Five- Year Average The costs below are for registration fees, inclusive of the College basic fee and any individual class assessments for favors and additional costs shared by all adult attendees. Amounts reflect the cost for one registered adult, with on- campus housing, and attending all optional meals and class events. These figures are provided as a reference, and are not an exact guideline you are expected to follow. Reunion Avg. Reg. Fee Avg. Total Cost per person 5th $88.40 $ th $84.60 $ th $72.80 $ th $65.80 $ th $60.00 $ th $59.20 $ th $68.20 $ th $61.00 $ th $45.00 $ th $61.00 $ th $42.20 $ th $41.00 $ è NOTE: Starting in 2011, 5th and 10th reunion classes included the cost of Saturday dinner in the registration fee. Landmark reunion classes will frequently supplement registration and/or attendee fees from class treasury (if available).

15 Housing Fees The on- campus housing rate per twin bed for the entire weekend is $100 ($75 for the 5th reunion class). Only twin beds are available on campus and there is no partial housing fee. Children with sleeping bags in a parent's room are not charged. Family Housing Due to the limited number of units available ONLY registered families of four or more may request Family Housing in the Terrace Apartments (TAs) for $400 for the weekend. è NOTE: Please refer to the housing section in General Information for what is provided in on- campus housing. IMPORTANT: Dorms facilities are very much the same as when you were students and are NOT even remotely comparable to hotel facilities. Please help communicate this to your classmates so their expectations will be realistic (see Page 17). Meals Meals during reunion weekend are a unique mix of festive all- class- get- togethers and private events for individual classes. Registration offers returning alums flexibility to order a la carte, therefore each meal is calculated and priced individually so guests have the option to purchase them or not. To relieve you and your class reunion committee of the cumbersome task of planning every meal for the weekend, with the exception of the Saturday evening dinner the College plans several all- class, fixed- price meals throughout reunion weekend. These meals, included on the registration form and billed directly to the College, require advanced payment. The planned meal schedule for reunion weekend: Friday Saturday Sunday Dinner - All- Class Dinner/BBQ at Walker Field or Students Building (ACDC) (ACDC is closed, so breakfast & lunch are on your own. Visit our local restaurants and eateries in the Arlington Business District a few short steps from campus.) Breakfast - Students Building (ACDC) Boxed lunch Tents at Walker Field Reception/Dinner Each class plans its own dinner either on- or off- campus (See section on Saturday Evening Class Reception and Dinner ) Breakfast/Brunch - All Classes Students Building (ACDC) MEAL TICKETS Meal tickets are required for all meals planned by the College and the reunion committee, including your Saturday class dinner, and will be included in each guest s name badge distributed with the individual registration packets handed out at the Welcome Center according to the meals purchased through registration. Student workers and/or Vassar Staff will be provided an updated list of paid guests and will be responsible for collecting tickets at the door for each meal. 10

16 Favors Returning alums look forward to receiving a favor, perhaps to be worn proudly in the parade and taken home as a souvenir of a great weekend. Favors may proudly show your class color and class year, college logo, or original artwork. Among the most popular favors are T- shirts, umbrellas, hats, visors, sunglasses, bandanas, and tote bags. Among the most original are boas, tiaras, bubbles, top hats, temporary tattoos, tie- dyed umbrellas, and noisemakers. When ordering class favors, quantities are generally needed before the actual and final registration numbers are received, so counts will have to be estimated. Good preliminary response indicating attendance as well as past reunion attendance figures will be considered and used as a guide. The committee selects the class parade favor or other gift items that registered classmates/guests will receive at reunion. There are many promotional marketing companies available. - please see the list of approved vendors in the back of this guide. You may use outside vendors, but all new vendors to Vassar MUST provide a signed W- 9 and complete a vendor application prior to any purchases. Vassar uses purchase orders (POs) to secure your order and pays invoices in full after your merchandise has been received. At our discretion for purchases under $2,000 the College may use our corporate purchasing card if the vendor can accept this form of payment. All bills/invoices must be paid through Vassar. è NOTE: To allow sufficient time to request a PO, please communicate any and all anticipated purchases to reunion staff PRIOR to making any financial commitment. Due to new accounting regulations regrettably it is not possible for the College to reimburse volunteers for unauthorized, undocumented expenditures. All deliveries and invoicing for reunion should be sent to: Reunion Class of Alumnae House 161 College Avenue Poughkeepsie NY è NOTE: All reunion merchandise is to be shipped to Alumnae House for storage and will be transported to residence halls/headquarters for reunion. To guarantee delivery to your residence hall/dorm headquarters before you arrive, all merchandise must be received at Alumnae House the Friday one week prior to reunion weekend. Staff move operations to the Welcome Center beginning the Monday prior to reunion, therefore we cannot guarantee that packages sent to our office after that date will be received. CLASS FAVOR DISTRIBUTION To ensure proper distribution of class favors/gifts it is strongly suggested the committee or designated class volunteer(s) provide specific instructions to the student workers assigned to you as your class assistants in your dorm headquarters. Attendance sheets will be available for tracking purposes. Student workers assigned to your class will also be available to stuff goody bags and decorate the dorm on Thursday evening before reunion, so the class headquarters and favors are all ready when you arrive at the dorm on Friday morning. 11

17 Saturday Evening Class Reception and Dinner With the assistance of reunion staff all classes are asked to plan their Saturday night reception and dinner, which for many is a high point of reunion and highly anticipated by your classmates. Next to on- campus housing, the Saturday evening dinner is also generally your classmates largest weekend expense. College staff works closely with you and makes planning less complicated by breaking it down into the following few manageable components: LOCATION Many locations on campus suitable for class receptions and dinners, though not all are indoors. (Remember, landmark reunions have first rights on all venues.) Rooms large enough to hold 100+ people at tables of 8 or 10 are in short supply, so tents are commonly used to accommodate larger groups. If needed for your Saturday evening dinner on campus, a lighted tent with tables and chairs will be provided at no cost. Expenses for additional items will be charged to the class. Some possible indoor or outdoor locations and estimated capacities include: ACDC Students Building Art Center Sculpture Garden 75 West Side 348 Powerhouse Theater 100 East side 178 Villard Room 225 Dining Room A 80 Vogelstein Lobby 70 Dodge Room 64 Terrace 100 2nd Floor (UpCDC) 150 Alumnae House Dining Room 80 Athletic Fitness Lobby 180 (Reserved for Vintage Classes) è NOTE: All of Alumnae House is reserved from Friday through Sunday morning for the exclusive use of the Vintage Classes celebrating their 65th, 70th, 75th and 80th reunions. The reunion committee will determine the overall Saturday class dinner atmosphere. Successful past events have included casual dinners (BBQ, buffet, expanded cocktail hour), up to formal served seated dinners. Some classes (especially 50 th Reunion and Landmark classes) may wish to plan their dinner or other meals off- site at a private home or local venue. Reunion staff are available to suggest options. CATERER The College has several caterers with whom we have worked; so please refer to the Approved Vendor List in the back of this guide. When selecting a caterer be mindful of expenses that may not be included in the price of the dinner. Consider that your caterer will be responsible for obtaining a special events liquor license to serve wine, beer, and must also serve hors d oeuvres or some food with these adult beverages. While the College provides tables and chairs for on- campus meals, and if necessary, a tent for Saturday evening dinner, your caterer must provide all tableware, service ware, glassware and linens, as well as all equipment necessary to prepare and serve your dinner. Your caterer is responsible for renting, receiving, and removing these items, including trash. Ask the caterer about cocktail hour bar, hors d oeuvres, salad, entrée selections (including vegetarian and gluten free), dessert & coffee, flowers and/or centerpieces, candles, service fees and gratuities. All these expenses should be discussed, agreed upon, and reflected in the vendor s final contract that will also be reviewed, approved, and ultimately signed by College reunion staff. 12

18 MENUS The reunion and/or dinner committee will work closely with College reunion staff and caterer to plan a complete event on Saturday evening, and will decide the format and menu of the meal. Planning the menu also includes establishing the budget for the dinner. Many of our preferred caterers can provide a general menu with course selections for your review and may be open to your suggestions. Reminder: when selecting a menu you should always consider including vegetarian, vegan, and gluten- free options. Reunion staff is available to assist. OTHER DINNER EXPENSES In addition to the meal and beverages you may wish to consider other items to enhance the evening and the event. A few other items and considerations follow: ENTERTAINMENT/MUSIC In addition to the meal, the dinner committee may also select other potential enhancements to the event and budget for those additional expenses. For entertainment some classes have invited paid or volunteer guest speakers or performers; some have had live music such as artists or DJ and Karaoke during and/or after dinner. (See the Approved Vendor List in the back of this guide.) To save on expenses some classes bring an ipod and/or portable sound system preloaded with appropriate music. With advance notice the College can make arrangements with Media Resources for a sound system for your music device at a nominal charge. DECORATIONS While many locations are attractive as they are, some classes choose to decorate the space. These added expenses for balloons, flowers, lights, etc. need to be included in the final budget numbers. GATE (WALK-IN CONTROL) Your class will be charged for every meal served, therefore the Saturday night dinner is one event that could cost your class a considerable amount of money if care is not taken to avoid walk- ins. It is crucial to be certain that attendees have paid for every meal served. è NOTE: To help stay within budget, the College has adopted the policy that no requests for meals or housing can be accepted after the published registration deadline. In order to better plan for the comfort of attendees, and to provide ample time to purchase food and supplies, caterers must be given accurate dinner counts several days in advance of each meal, therefore no one is allowed to purchase meals at the door. Meal Tickets - The College prints meal tickets that are included in each attendees welcome packet according to the meals purchased through registration. If deemed necessary, staff and/or student workers will be responsible for collecting the tickets at the door for each meal and may be provided with an updated list of paid guests. 13

19 TYPICAL SATURDAY DINNER PRICES The price per person for a Saturday night dinner, based on the past three- year average, is below. This price generally includes cost of reception bar (full, beer/wine), hors d oeuvres, meal, dinner beverages, dessert, coffee/tea, linens and rentals (dishes. silverware,, glassware), and service charges. Gratuities, while not expected, are appreciated and need to be incorporated into the catering contract. 5th Reunion $47 25th Reunion $77 45th Reunion $86 10th Reunion $61 30th Reunion $83 50th Reunion N/A 15th Reunion $69 35th Reunion $80 55th Reunion $84 20th Reunion $80 40th Reunion $88 60th Reunion $86 è NOTE: This reflects the average of the actual per person cost for Saturday dinner. Remember, prices will vary for specific choices: beverage selection for cocktail hour and/or dinner (full bar, beer/wine only) and meal format (BBQ, expanded cocktail hour, buffet, served). The cost for dinner may be reduced for attendees supplementing from the class treasury (if any). Other Reunion Expenses to Consider EQUIPMENT RENTAL AND PROFESSIONAL SERVICES Keep in mind other expenses that may be incurred by your class in planning reunion. With advanced notice College staff can make arrangements for special equipment for your class's use during reunion weekend. These expenses may include, but are not limited to: audio- visual set ups, special tents, tables, electrical hookups, stages, dance floors, piano tuning/moving/rental, as well as other items. It may also include: gifts; speaker fees/honoraria*; meals for speakers and guests; printing and postage costs for reunion bulletins/booklets or additional class mailings in excess of the three scheduled (see Planning Calendar/Timeline). *For Vassar faculty members, honoraria in the form of cash are no longer allowed, however non- monetary gifts are appropriate. Staff can help with ideas and suggestions. Please remember that there are limits to what the College can reasonably plan for and supply, and unusual requests may take longer to. Many of these items must often be rented from outside vendors and in most cases the expense will be passed on to your class. We ask that all requests for special equipment be forwarded to us no later than February 1st. è NOTE: It is very important to accurately budget for all reunion expenses. Unanticipated expenses may affect the class treasury if extra funds are not left in the balance. 14

20 8. General Reunion Information Student Workers To attend to the various tasks and services required to create a memorable experience for all returning alumnae/i, the College hires student workers over reunion weekend. Each class will be assigned a set number of class reunion assistants depending upon confirmed attendance numbers, who will work exclusively with them. Other students will be available in the dorms as concierges, and can help answer general questions, for earlier classes they can call for golf carts for transportation, and will be in the dorm from 7am until 10pm each day. Reunion chairs will meet their class assistants on Friday of reunion weekend at a Reunion Chair Orientation Lunch (50th Landmark Class will meet their class assistants on Thursday afternoon). The student workers' schedules for the weekend should be discussed at that time, as well as favor distribution and any other specific, reasonable assistance requested by the class reunion organizers. On Thursday evening before reunion your assigned class student workers will be available to help decorate your dorm headquarters or organize class favors so they are all ready when you arrive at the dorm on Friday morning. They can also be instructed to distribute favors so you can spend time welcoming back classmates. REMINDER: While you may plan to arrive early to help set up your dorm headquarters, no one except for the 50th reunion class is allowed to stay in the dorms prior to Friday. On Saturday morning your class assistants play an important role preparing your class for the alumnae/i parade. They must report to the Reunion student headquarters to pick up the class banners that will indicate the proper starting point for your class along the parade route. Over reunion weekend the College schedules each class assistant to work an average of 32 hours each; they should not be scheduled for more than 39 hours. The suggested schedule for class assistants is: Thursday Friday Saturday Sunday 1pm - 10pm (50th reunion assistants only) 10am - 10pm 9am - to 11pm 9am - to 3pm Students are not permitted to drink while they are working, and many are not old enough to drink legally. Please be cognizant of this during your social hours, and report any student drinking to College staff. The College provides meals and beverages for the students, but it is your responsibility to ensure that the students are able to leave during the scheduled mealtimes. It is not appropriate to ask or expect students to help with either the personal care for yourself, a guest, or classmate. Students cannot be used for babysitting or childcare. 15

21 We also provide student concierges in the residence halls who will work in tandem with your designated class assistants. In this way students will be available to help your class in the dorm from morning until evening to make your reunion experience a good one. è NOTES on Tipping: Student Workers- While in past years student workers only received a modest stipend for their time and efforts, the College now hires and provides them with a fair wage, all their meals during reunion weekend, and in most cases housing during their employment. Tipping student workers therefore is no longer necessary, and under current finance policy such cash exchanges without an original receipt are not a reimbursable expense. Service: (i.e. wait staff, bus drivers, bartenders, etc.) Since current finance policy requires valid original receipts for all expenses any tips/gratuities for service MUST be included in contracts prior to reunion weekend otherwise they are not a reimbursable expense. The Welcome Center Check-In All registered alums and guests including those registered for family housing (with exceptions noted below) will check in at the Welcome Center to pick up their reunion packets, schedule of events, building access swipe card(s), and, if staying on campus, their room key(s). College staff and student workers handle check- in at the Welcome Center. After checking in at the Welcome Center your classmates will be directed to the residence hall of your dorm headquarters to be welcomed by you and your team to receive any favors. è NOTE: Due to limited space, class favors cannot be distributed at the Welcome Center. All class favors and goodie bags must be distributed at the class headquarters/residence hall. EXCEPTIONS for check- in at the Welcome Center: 50th Reunion Class will report to their designated dorm; Vintage Classes to Alumnae House and/or designated off- campus local hotels; the class staying at the Town Houses (THs) reports to the designated THs. The Welcome Center is open Friday 9am 10pm & Saturday 9am 7pm of Reunion Weekend. Registered guests staying on campus, and arriving after hours will report to the Campus Response Center (CRC) in the lobby of first floor in Main Building. Campus Security will let them into their assigned room. Their packet may be picked up at the Welcome Center the next day during regular hours. Arrival and Luggage Assistance After first stopping at the Welcome Center to pick up their room keys, nametags, meal tickets and access cards for the weekend, classmates will eventually arrive at the residence hall. Unloading should be handled promptly to avoid blocking the fire lanes. Your classmates should then be directed to the nearest available (and legal!) parking lot as indicated by signs on campus. Student workers will be available to assist with luggage beginning Friday morning at 9am. Students are available to assist the 50th Reunion class beginning Thursday. Housing ON-CAMPUS RESIDENCE HALLS 16

22 Reunion attendees and guests staying on campus are housed in residence halls designated as class headquarters. The rate is $100 per twin bed for the weekend except for the 5 th reunion class who will receive a discounted rate of $75 per twin bed. There are no double beds; there is no partial housing fee. For registered families of four or more, please see Family Housing. Staff will make all room assignments prior to reunion weekend; special requests will be honored only if practical and possible. Every attempt will be made to house classmates in the same residence halls, but room availability and special requests may dictate that some alumnae/i be placed in overflow housing. As residence halls may undergo renovation and summer student housing demands have increased, fewer beds on campus may be available. As a result, housing will be on a first come - first served basis. Again, rooming and special requests will be honored only if practical and possible. è NOTE: Requests for housing, registration and Saturday evening meals cannot be accommodated after registration closes two weeks prior to reunion weekend. Classes sharing residence halls with other reunion classes (or possibly summer students) must be mindful when designing programs and events in the residence hall. Common areas must be shared and include: hallways, kitchens, lounges, parlors, and pianos. Lobby space will also be shared. If sharing dorms, reunion chairs of those classes must coordinate with each other the equitable use of space and/or cooperative programs for the classes. IMPORTANT: ON CAMPUS HOUSING = RESIDENCE HALLS. These facilities are very much the same as when you were students and are NOT even remotely comparable to hotel facilities. Please remember: the dorm rooms are used (hard) all year by current students. While every effort has been made to clean and perform maintenance repairs prior to your arrival in the short time between commencement and reunion, they are still dorm rooms. Please help us by communicating this to your classmates so their expectations will be realistic! þ Residence halls DO have: Single beds (includes a pillow & pillowcase, 2 sheets, light blanket, towel and washcloth) Community (unisex) bathrooms Stairs (lots and lots of stairs) A limited number of first floor rooms Very few double rooms or "suites" ý Residence halls DO NOT have: Air conditioning, fans, or hangers Passenger elevators (except Davison, Jewett, Lathrop, and Main Building) Wheelchair accessible bathrooms (except Davison, Jewett, Lathrop, and Main Building) Double beds or extra mattresses Private bathrooms or hair dryers Bedside lamps or alarm clocks Public telephones for outside calls 17

23 è NOTE: If anyone has special housing or privacy needs, requires a guarantee of those needs, or has simply become accustomed to a certain level of comfort, we strongly suggest they consider off- campus arrangements at one of the local hotels, and reserve early. There are no porters to assist with luggage, although student concierges and class assistants will be available at the dorms to help when residence halls open. è NOTE: Other than the 50th Landmark Reunion Class no one is allowed to stay in the residence halls prior to Friday and must therefore make other arrangements. This applies to reunion chairs and/or committee members as well. If you must stay locally please make your own arrangements for accommodations prior to Friday. Check in to dorm headquarters is Friday at 9am. FAMILY HOUSING The Terrace Apartments (TA s) are reserved exclusively for individual registered families of four or more at a cost of $400 per family for the weekend. There are a limited number of units available, so families are encouraged to register early. Families of four or more who select family housing in the TAs will check in at the dorm headquarters for their reunion class. è NOTE: Because many of the Terrace Apartment units have staircases, they may not be appropriate for very young children. OFF-CAMPUS HOTELS As an alternative for those returning alumnae/i who do not wish to, or who are not able to stay in a residence hall there are a number of nearby hotels. Many book up early due to other local events during reunion weekend so we strongly suggest you make your reservations early. A list of area hotels will be available online at the reunion web page at vassar.edu/reunion. Guests with Special Needs Classmates who may have special needs, including, but not limited to accessibility or housing requirements, should let the College know on their registration form. The Office for Accessibility & Educational Opportunity works closely with reunion staff to provide a maximum level of comfort to all returning alumnae/i. Reunion attendees with disability issues may be housed in Jewett or other dorms as appropriate. è NOTE: As previously stated, most residence halls (and even some classroom buildings) are not accessible to everyone. Guests in wheelchairs, those who use electric scooters, crutches, walkers, canes, or who have "stair issues" may not be able to comfortably stay in, or visit all buildings on campus. Services arranged in the past include reunion materials printed in Braille, oxygen delivery, wheelchairs, scooters, lift vans for shuttling around campus, and personal care attendants (paid for by the individual.) Such arrangements may require time to coordinate, so please inform us of special needs as far in advance as possible. Every reasonable attempt will be made to meet the requests. è NOTE: Student workers are not personal care attendants nor are they available or responsible for watching family members and friends. Anyone needing special personal assistance should make plans to bring a care provider with them. 18