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How to Plan Your Upcoming Reunion

Reunions are a great way of sharing memories and reconnecting with old friends, former classmates and family. Reunions offer an excellent platform for reminiscing on old memories while sharing laughs with friends. Reunions provide the chance of catching up to renew relationships and getting to know the changes that have taken place in their lives. When organized on campus, reunions give alumni the chance to have a look around and see the changes that have elapsed over the years. Reunions also provide an opportunity to build new networks with old friends and family that may be professionals in different industries. This guide gives an overview of the main factors to consider when planning a reunion.
Timelines
It is essential to have ample time to plan to ensure a successful reunion. It usually takes at least four to six months to plan a reunion properly. This is in order to address all the details involved and to give sufficient notice to all those invited for the reunion. Planning well in advance ensures a large turn out for the event. The breakdown for an event timeline is included below.
5-6 Months Out
Formation of the planning committee
Selection of the reunion date
First committee meeting
Research potential venues for the reunion
Preparation of a preliminary budget
making a list of potential guests and attendees
Sending out the “Mark Your Calendar” or “Save the Date” emails
Creation of a social media group to publish announcements, provide an easy place to post photos and give people a way to keep in touch before, during and after the reunion
Research accommodation options for the reunion
Research of caterers and entertainment options
3-4 Months Out
Final selection of location and booking of venues
Second committee meeting
Setting of the final budget
Setting of final prices for events, tshirts, etc.
Making of accommodation arrangements (early booking)
Selection and booking of the caterer
Find event Entertainment and/or Equipment (St. Louis DJ Service can help 314-310-0108 )
Create a list of ideas for reunion activities
Confirmation of special guests, speakers and presentations
Sending invitations via Social Media, Email and Mail
Setting up social media pages (Facebook, WhatsApp)
1-2 Months Out
Finding a photographer or videographer for important moments
Finalize the list of reunion activities
Third committee meeting
Continued promotion of event on social media
Sending out reminder emails to guests
Final confirmation of all locations
Confirm booking with the caterer
Follow up with any entertainment or equipment vendors (St. Louis DJ Service can help here)
Final week
Fourth committee meeting
Final readjustment of the budget with final costs
Confirmation of bookings for the venue
Pick up favors, t-shirts or other materials
Final confirmation of accommodation bookings
Sending out reminders to guests including addresses to locations and general directions
Confirm special guests and speakers
Agendas/Activities
On the day of the reunion. It is essential to have a list of agendas and activities to make the reunion fun and engaging for all the guests. The following are some ideas for the reunion activities that will ensure all the guests have a good time.
Engagement Forum allowing important speakers, elders and other special guests to discuss a topic
Meet and greet session where guests can interact and catchup
Fashion show with guests modeling old T-shirts, athletic uniforms and other past fashion items from an important year or decade
Reunion dance with good music by the event DJ and the music band booked for the event
BBQ, Brunch, cookout lunch or formal dinner
Games and team sports
Video scrapbook in the form of PowerPoint presentation made of old photos and videos
A photo backdrop will give attendees a great place to create memorable photos
Action Points/Checklist
To ensure that all activities are well planned for the reunion, the planning committee needs to have a checklist with all the significant action points. A checklist for reunion planners is included below.
Confirmation of event date and location
Select date
Book a venue for the event
Preparation of event budget
Prepare budget projections
Set ticket prices
Communication with members
Send out invitation emails
Create Facebook and WhatsApp groups
Send out personalized invitations
Plan reunion activities and agenda
Select and book service providers
Caterer
Photographer
Videographer
Organize entertainment
Book the event DJ
Book music band
Decorations and registration
Print registration materials
Purchase decorations