10-Year Reunion Survey

EVENT PLANNING TOOLS SAMPLE REUNION PLANNING SURVEY 10-Year Reunion Survey Thanks in advance for taking a few minutes to help us make our 10-th year reunion the best possible. To generate excitement for the upcoming reunion, we will be holding selffunded pre-events in areas of sufficient alumni density. 1. What city and state do you live in? City: State: 2. Please rank the likelihood that you would attend a pre-reunion event if it were held within a 1 hour driving distance from you [1=No way; 5=I'm there!] a. Happy hour: b. Hiking: c. Rollerblading: 3. Please list any other activities you would like to do as a pre-event (and your name if you would like to help organize it!) Suggestions: Name: This year the reunion events will occur prior to graduation. Graduation will be held Monday, June 9th and reunion events will take place June 5th to June 8th (Thursday to Sunday). This means that the traditional Thursday Pops concert will move to Saturday. 4. Which day are you most likely to arrive on? 5. Please rank your interest in the following activities [1=None whatsoever; 5=Most definitely] a. Pizza and beer welcome social on Baker roof deck (newly renovated): b. Sports challenge against graduating seniors: Sport: c. Campus tours (quite a bit has changed!): d. Saturday boxed lunch (amidst a day of lectures given by 5 of MIT's most popular profs): e. Saturday night at the Pops Revised 3/22/05 43

f. Post-Pops bar social: g. Sunday breakfast, low key (bagels, etc): h. Sunday breakfast, hot food: i. Tour of the "Big Dig": j. Other (please add): 6. How much would you be willing to spend per person on activities during reunion weekend? As a reference, all of the above events are estimated to cost a total of $100-200 per person. 7. Remember the "Work Hard, Party Harder" T-shirt? What is your level of interest in an updated reunion version of the shirt? [1=No interest; 5=Huge interest!] 8. What is your level of interest in other reunion paraphernalia? [1=No interest; 5=Huge interest!] a. Hat ($15-$20): b. Mug ($5-$8): c. Sweatshirt ($35-$60): d. Fleece ($25-$55): e. Other (please specify) 9. What logo would you prefer to see on the reunion paraphernalia? [1=Hate it; 5=Love it] a. Class of '93 Work Hard Party Harder Theme: b. MIT 10 Year Reunion 2003: c. MIT Class of 1993: d. Other (please specify): 10. We request that all Class of 1993 alumni contribute $25 to the class dues. All duespaying alumni who attend the reunion will receive a class gift commemorating the event. Even if you think you will not be able to attend the reunion, we hope you will help us make this great event possible with your contribution. Send your contribution with PayPal today! Revised 3/22/05 44

REUNION EVENT PLANNING FORM Class of Reunion Event Planning Worksheet for Class Events *Please fill out one sheet per event* General Event Information: Estimated Attendance: Guaranteed Count: Actual Attendance: # of Gratis Guests: Per person cost: $ Desired: $ Actual: $ Class Event Information: Overall information for reunion: Class Dues: $ Class Favor: Price: $ Description of Class Favor: Will the class favor be handed out at registration or at an event? Will there be a class meeting? Yes: No: Date Time: Location: Will you hold your elections online or at a class meeting? (circle) Did you remember? Event Title: Date: Start Time: End Time: Brief Description of activity: If event requires a contract, submit it to staff at the Alumni Association to review. Site Location: Contact Person: Telephone: Email: Room Rental Fee: $ (Some campus rooms also have fees) Contract or guarantee required: Deposit required: $ Date contract signed & returned: Date deposit sent: Parking: Yes No Cost: $ Caterer: Contact Person: Telephone: Email: Contract or guarantee required: Deposit required: $ Date contract signed & returned: Date deposit sent: Menu: Hors d oeuvres: First Course: Salad: Main Course: Dessert: Wine w/dinner?: Other: Type of service: Sit down: Bar service: Cash: Buffet: Open: Full: Liquor License required? Limited (what?): If this is a familyfriendly event, to include children s pricing. Confirm budget for event with your class treasurer to ensure proper funding. Fill out Caterer s Liability form and fax it to the Alumni Association. Add gratuity and administrative tax to all food and beverage if event is catered. Assign committee members to check names at the door and greet your classmates. You can keep event costs down if you offer a limited open bar instead of a full open bar. Revised 3/22/05 45

Class of Reunion Event Planning Worksheet for Class Events *Please fill out one sheet per event* Rentals: # needed (factor on $1 per chair, $3 per table and $5 per linen if event is on campus) Tables: Chairs: Linens: Other: Room set-up: Banquet: U-shape: Entertainment: Conference: Hollow square: Band: DJ: Kids activities: Other: Contact person: Telephone Contract or guarantee required: Deposit required: $ Date contract signed & returned: Date deposit sent: Entertainment license required? Institute Speaker: (if requested and confirmed by Alumni Association) Name: Did you remember? During your site inspection, ask size of table 5 foot round, 6 foot round, 8 foot banquet and determine how many seats you can fit comfortably at a table. Make sure if the entertainment is on campus that a license is obtained by the Alumni Association. Make sure if you hire a band, there is adequate staging, lighting and power for instruments. Title of talk: Audio Visual requirements: (some campus rooms have A/V built in check with Alumni Association to see if the room has items in it) Microphone: $ Podium: $ CD Player/Speakers: $ Overhead projector: $ Screen: $ LCD Projector: $ Other: SCHEDULE OF EVENT: Set-up : (caterer, entertainment, audio-visual, and other vendors) Doors open: (official event start time) Bar open: Meal: appetizer start: First course: Entertainment start: Last call (bar close): Dessert: Entertainment end: Other: (ex: Class meeting / presentation / speaker) Event end: Vendors off property by: Contact the Alumni Association 4 months in advance to request an Institute speaker. If using Powerpoint, LCD projectors are very expensive to rent ($200) try to scale down and use slides or overheads to keep event costs down. Just because the event starts at 6 pm doesn t mean everyone shows up then. Determine which classmates will arrive at least an hour early to set up decorations or ensure the room is to your liking. A bit of time saved by showing up early will save in headaches when guests arrive. Thank everyone. Revised 3/22/05 46

2006 Tech Reunion Pricing and Budget Worksheet (Insert individual Event Expenses, Event Attendance and Per Person Income/Ticket Price) Event Expenses Event Attendance Per Person Expense Per Person Income (ticket price) Per Person Net to Class Class Expense Class Pre Pops Dinner - Thurs, June 8, 2006 Facility Rental $1,500 Catering - adult $4,000 Bartender $250 Rental $500 Audio/Visual $500 Entertainment $750 Decorations $300 Other $0 Total - Adult $7,800 100 $78.00 $75.00 ($3) ($300) Catering - child $150 Entertainment - child $50 Total - Child $200 8 $25.00 $20.00 ($5) ($40) Class Dinner - Friday, June 9, 2006 Facility Rental $1,500 Catering - adult $4,000 Bartender $250 Rental $500 Audio/Visual $500 Entertainment $750 Decorations $300 Other $0 Total - Adult $7,800 100 $78.00 $75.00 ($3) ($300) Catering - child $150 Entertainment - child $50 Total - Child $200 8 $25.00 $20.00 ($5) ($40) Class Dinner, Saturday, June 10, 2006 Facility Rental $1,000 Catering $2,800 Bartender $0 Rental $0 Audio/Visual $500 Entertainment $0 Decorations $0 Other $0 Total - Adult $4,300 90 $47.78 $50.00 $2 $200 Catering - child $150 Entertainment - child $50 Total - Child $200 15 $13.33 $15.00 $2 $25 Class Brunch - Sunday, June 11, 2006 Facility Rental $150 Catering $400 Bartender $0 Rental $0 Audio/Visual $0 Entertainment $0 Decorations $0 Other $0 Total - Adult $550 30 $18.33 $15.00 ($3) ($100) Catering - child $75 Entertainment - child $50 Total - Child $125 14 $8.93 $10.00 $1 $15 Other Expenses Souvenir $1,000.00 n/a n/a n/a n/a ($1,000) Mtg. Expenses $1,000.00 n/a n/a n/a n/a ($1,000) Misc $0.00 n/a n/a n/a n/a $0 Other Income Class Dues $45.00 90 n/a n/a n/a $4,050 Total Expense Total Income (8,000.00) 7,660.00 (8,000.00) 7,660.00 (4,500.00) 4,725.00 (675.00) 590.00 (2,000.00) Revised 3/22/05 47

SITE VISIT CHECKLISTS Location (including City/State): Sales Manager Met with: Date of Inspection: Individual performing visit: MEETING ROOM / PRIVATE CATERING SPACE CHECKLIST: Rental Fee: How many rooms: Seating Capacity of rooms (ask for sales kit with total room information) Cocktail Reception: Buffet Meal: Seated Meal: Do you have preferred vendors (ie caterers)? Is Audio/Visual built into the room? Is there an In-house Audio/visual company (yes or no): If yes, can you bring in an outside a/v company?: Are there windows, or is it enclosed?: Types of Tables: Types of Chairs: Are there any fees to use in house tables and chairs? Can the house music be piped in? (yes / no): Function area smoking or non-smoking?: Other Comments: (ceiling height / lighting / obstructions / pillars, etc.) ADDITIONAL RESORT CHECKLIST (For hotel): GENERAL INFORMATION When was the hotel last renovated: Clientele (business / conference / tourist): # and Location of elevators: Parking availability and cost: Fitness Facility? If yes, description: Copy of Sample Contract available? (yes / no): How far away is the nearest hospital or walk-in medical facility? Do the activities planned or the demographics of the group necessitate additional security or additional on-site medical personnel? Are all facility employees trained in basic safety and security procedures? Room Service availability and hours: Revised 3/22/05 48

OVERNIGHT ROOMS # of total bedrooms # of Smoking bedrooms: # of King bedrooms: # of Non-smoking bedrooms: # of Double/Double bedrooms: # of Handicap Accessible bedrooms: Typical Room Description (room layout, view, floor, bath description, amenities): ON-SITE AMENITIES AND FEES Golf: Tennis: Bike Rentals: Shuttle Vans: Beach Location: Boat Rentals: ON-SITE RESTAURANTS (yes/no) (fee) Comments: (type of food / price range / obstructions / view / smoking or non-smoking, etc.) Catering Menus available? (yes or no) Average price of catered functions: Breakfast: Lunch: Dinner: TRANSPORTATION INFORMATION Average travel time to airports: Rush Hour Non-Rush Hour How are Airport Transfers handled? (shuttle / taxi / rental car, etc.) Travel time to train stations: How is transport to/from train stations handled? (shuttle / taxi / car, etc.) OTHER COMMENTS NOT MENTIONED ABOVE: Revised 3/22/05 49

CATERER S LIABILITY FORM 2006 Date: Caterer for MIT Class of Friday Event Saturday Event Sunday Event Other Other Location Location Location Location Location Caterer: Address: Phone: Fax: Contact: Every caterer participating at MIT Tech Reunions is required to have a copy of their liability insurance policy on file with MIT Campus Activity Complex by February 1, 2006 in order to be allowed on campus. Please mail or fax a completed copy of this form along with the liability policy by 02/01/2006 to: Rebecca Watriss MIT Alumni Association 77 Massachusetts Ave., Room 10-370 Cambridge, MA 02139 Phone: 617-253-7558 Fax: 617-258-7886 Revised 3/22/05 50

ALCOHOL POLICY The Association observes set policies and practices regarding the use of alcohol at alumni events. Although there has been no evidence of problems with abuse of alcohol at these events, we all want to be assured that we are taking consistent, appropriate, and reasonable steps. The guidelines below are recommended when planning reunion events. Whether events are held on or off campus, non-alcoholic beverages should be made available. The Association encourages classes to provide non-alcoholic beverages free of charge whenever possible. In addition, food should be served at any event at which alcohol is being served. Guidelines for On-Campus Events Under normal circumstances for events held on campus the Association follows the Institute s guidelines as cited in section 9.3 of MIT Policies and Procedures below and on the Web at http://web.mit.edu/policies/9.3.html. 9.3.2 Policy Regarding the Use of Alcohol MIT observes all laws and regulations governing the sale, purchase, and serving of alcoholic beverages by all members of its community and expects that these laws will be adhered to at all events associated with the Institute. This includes activities on the MIT campus, in MIT independent living groups, and at off-campus functions sponsored and supported by MIT or any of its affiliated groups. The Institute does not intend through its guidelines or policies to restrict the responsible use of alcohol by members of the MIT community who are at or above the legal drinking age. Efforts to observe existing laws and regulations in an environment in which the majority of the undergraduate student body is not of drinking age will, however, almost certainly impose some constraints on those who are of age. No alcoholic beverages may be served or consumed in any work area of the Institute at any time, except in Institute dining areas or at official Institute functions when expressly authorized by a member of the Academic Council. Institute funds may not be used by student-run organizations to purchase alcohol. This includes both graduate and undergraduate groups and residence halls. As a result, "house taxes" and student activities funds may not be used to purchase alcohol; however, they may be used to hire bonded bartenders and/or party monitors. MIT departments, including academic departments, laboratories and centers, and administrative units, may not use Institute funds to purchase alcohol for events where persons under the age of 21 are present. This prohibition may be waived with the approval of the relevant dean, vice president, or other member of the Academic Council, based on a determination that the requirements for serving alcohol at events are understood and will be observed. All nonstudent-sponsored events where alcohol is served must be registered through the Information Center, after being authorized by a member of the Academic Council. All student-sponsored events where alcohol is served must be registered through the Student Life Programs Office. Revised 3/22/05 51

Violations of this policy may be grounds for serious disciplinary action, up to and including discharge. When alcohol is served at large alumni events held on campus, all alcohol should be served by third party vendors, such as caterers or professional bartenders. No alcohol should be served by non-catering staff. For some smaller activities or events in which no students are involved, where approximately 30 people or fewer are expected to attend, and at which Association staff members are present, alcohol may be in some instances be made available without service (for instance, reunion committee meetings). Association staff will work with your class to secure liquor licenses and register events as appropriate. Guidelines for Off-Campus Events Events held off-campus may need to conform to local regulations and/or restrictions regarding serving alcohol. Be sure to check these regulations when planning an off-campus event. All alcohol should be served by third party vendors, such as caterers or professional bartenders. The Association provides insurance protection at off-campus, class-sponsored events. The insurance provides coverage in the event that a mishap at an officially advertised class-sponsored event gives rise to a claim. To take the fullest advantage of this service, the following guidelines should be observed: Do not serve alcoholic beverages at an event; this should be done by an establishment that has a liquor license (restaurant, hotels, professional caterers); Be aware that if your class hosts an event in someone s home or private property, the property owner s insurance will be the primary object of any possible claim and MIT s coverage will be excess only. Cambridge Liquor License Costs Beer/Wine--$55 Full Bar--$100 Revised 3/22/05 52