Class Acts, Decades Later

Every year event venue’s summer calendars are jam-packed with class reunion functions.  The planning of these once-in-a-decade events can involve as many details as a wedding! So who does all the work?  People just like you - volunteer classmates with busy lives and obligations who take it upon themselves to gather up “the gang” and do their best to show them a good time.  But how exactly does one go about this Herculean labor of love?  Where does one start?  eHow.com offers this handy guide, as penned by one of their contributors:

How to Plan Your Class Reunion

So, you've graduated and you've started your career. Maybe you've even started a family. Years have past since your last prom so what better way to catch up with old friend and plan a reunion. The keys to creating a successful reunion involve an efficient reunion committee and as much advance planning as possible.

Begin the planning process at least a year in advance. Select a reunion committee of 5 to 10 alumni, and conduct your first meeting to brainstorm and develop an initial plan.

Locate as many alumni as possible through your alma mater's alumni center. Make a list of missing classmates, and begin a more extensive search to locate these people.

Research large ballrooms, convention centers, cruises and restaurants in your school's town. Call well in advance to reserve the venue for your preferred reunion date. Ask about any initial deposits up front, and inquire about the refund policy.

Consider working with a reunion planning specialist. These professionals can help plan your reunion, and will often front the money until attendees have sent in RSVPs and paid.

Plan an entire weekend around your reunion festivities, since many attendees will be traveling from out of town solely for the event. Plan one main reunion event on a Saturday night, as well as planning a Friday night welcome mixer and a post-reunion brunch or picnic.

Send out initial reunion "save the date" invitations approximately nine months before the reunion date. Include a missing classmates list, and ask people to respond if they have any information about the lost alumni.

Ask local businesses to provide door prizes and awards for the event. Businesses can receive logos and advertising in the reunion invitations and event schedules in exchange for their donations.

Tips & Warnings (various sources):

When deciding what month to hold your class reunion you might find it useful to know that national averages show the most popular months to hold a class reunion are:

• July 23%
• August 21%
• June 12%
• October 12%
• September 10%
• November 5%
• May 4%
• Other

When planning and budgeting for a class reunion you may find it useful to know that the number of classmates who attend their class reunion is typically in the range of 20-30%. Greater than 30% should be considered a highly successful reunion. 

You should plan that 80-90% of classmates attending the reunion will bring a guest. 

Ask attendees to send alumni histories with their RSVPs. Create an inexpensive memory album with a then-and-now for each student.

Set RSVP and payment deadlines well in advance.

Make name tags for all attendees. You can include a senior photo on the name tag if it is not cost-prohibitive.

Prepare a slide show or video compilation for the main event. Ask attendees to send their own clips for inclusion, and return all clips at the event. 

Decorate the center of tables with balloons in your school colors, stuffed mascot toys and relics from your school era.

Helpful comment from reader Tedpack:

“The single most important thing you can do to insure a good time is talk to the DJ/Band before hand. The people who never left town and see each other every week at PTA, soccer practice, poker night etc. are going to want to dance. The ones who did leave town and flew 1,500 miles to attend are going to want to talk, and they are not going to want to shout over the music. The ideal solution, if you can afford it, is to hire two rooms. Unless you are from Beverly Hills High, you won't be able to do that. Having the music "on" for 30 minutes, then off for 30 would be a reasonable compromise. Promise the DJ/Band the same amount of money as if he played all night. Impress upon him the desire of half the audience to talk. Reunions are not the same as dances or concerts. People (some people) want quiet time, to talk. Keep hammering that home to the DJ/Band.”

Do you have any reunion stories to share? We'd love to hear them!

Warmly,

Lilo