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REUNION

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CHECKLIST

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Most people just walk through the door into a reunion and expect things to happen for their benefit, as if it was an everyday occurrence.  We all are that way, but that should not be the case.  We have NO idea what has taken place to provide us the pleasure we are experiencing.  Here is a partial list of the myriad of factors that must be considered when organizing a MAJOR reunion.  It is simply a checklist.  Yes, one persons opinion, but consists of concepts that have been used over and over again over the years, thus in the "acid test" -- WORK. 

This list MUST NOT in any way be construed as a rating of any past reunion, or actions of anyone or agency connected with them.

The checklist primarily applies to reunions where 50 or more alumni are expected to attend -- thus some adjustment of concepts expressed must be made for smaller reunions -- especially those where "just a few friends" are attending.    

 

ALPHABETICAL BY TOPIC

ADVANCE PAYMENTS   See contracts.
     

ALMA MATER

  It is tradition that at some point in a reunion that the Alma Mater be either read by a "small group" who do something special with it -- like a "skit", or that all be "lead" by someone in reciting it.   For us older folks who are losing many things, it is nice to have a copy of it -- from the Orientation Package presented at Registration.
     
ANNOUNCEMENT   For MAJOR reunions the initial announcement should be made at least a year in advance, and then as frequent as necessary to provide sufficient factual details for invitees to make the appropriate decisions.

The announcement must be distributed to each person in the "group" being invited - not just to those "on-line", hoping they will individually advise those not on line.  Written communication to those "off-line" MUST be made, and as frequent as necessary to insure they are fully informed of all the details.  The cost of such mailings should be included in the Cost per Person.  

     

BUFFET VS SETDOWN DINNER

  A buffet type setup usually works better than a setdown meal. In that there can be a larger selection of different foods, vegetables, fruits, and desserts to choose from that all can be satisfied.  The buffet  line  usually moves along at a good pace and is soon over. A setdown dinner usually takes a lot of time and more expense since there has to be waiters and waitresses to accomplish the process. The menu is also limited, some times only one selection, and that is not good, especially if you don't like what is being served.
     

BAND VS DJ VS BOOM BOX

  Bands are expensive (unless provided from within the alumni themselves) and basically provide no better dance environment that does a DJ -- with appropriate sound equipment.  DJ's are expensive as well -- perhaps now at $500.00.  Boom Boxes are an option.  Regardless of what method is used, consideration must be given to type music to play ("fast" or "slow"), and the era from which the music is appropriate -- there are major differences. It is desirable to be able to permit "requests" -- most of which must be coordinated in advance. Always fun are the playing of such songs as the "hokey-pokey", or "chicken-dance", etc......  An ideal solution for "noise" resulting from a dance -- were not ALL want to dance, is to have the dance floor in an adjacent room -- separated by "sliding walls" - available in many hotels.
     

CANCELLATION

  Establish AND PUBLISH a clear, fair and firm cancellation policy in the very beginning of the announcement stage.   Establish "cut-off-dates" for cancellation -- else you will be stuck with the bill.
     

CASH BARS

  Cash bars are necessary for the major events of a reunion -- like the MAIN dinner / dance event, among others.  The number of them, and number of "bartenders" at each event must be carefully calculated to satisfy the expected demands of the attendees. The hotel can assist in these determinations.  Consideration must also be given to the type, quantity and price of the items to be sold at the bar -- leave the "fancy" and "expensive" drinks out of the mix.  Cash bars are not free, they are bought and become a part of the Cost per Person computations.  They have a "minimum" -- an amount that must be reached in "sales", and if that amount is not sold then someone has to pay the difference. For example, if 1 bar has a "minimum" of $400.00 at one event, and only $300.00 was "sold", then the "host" must pay the $100.00 to make up the difference.  
     

CLASS PICTURES

  At an appropriate time, preferably on Saturday when most of the attendees are present, the taking of class pictures should be scheduled. Alumni need to be informed when it will be conducted in  ADVANCE  so they may arrange for their own photographic equipment to be in place. The person managing this activity must be very forceful to accomplish the task without undue delay. Pictures of groups where more than  thirty or forty are being taken produces inferior  quality pictures in that individuals can not be identified due to "thumb nail" effect. Taking of pictures by professional photographers does not produce better quality pictures  than that taken by the alumni and ONLY SUBSTANTIALLY INCREASES THE COST OF SUCH. Organizers must co-ordinate the taking of pictures and their sharing on some equitable basis.
     

COMMERCIAL HOST

  The use of a "commercial agency" to "host" a reunion and make the arrangements with a hotel etc.... vs it being "hosted" by an alumni (or alumni committee) must be considered.   In fact in the future it may be that hotels in certain cities may not want to do business with "individuals" -- and insist on using only a commercial, and 'bonded" agency.  With the use of a "commercial agency", the bottom line is "PROFIT" -- the reason the commercial agency is in business.  That single factor should be a "WARNING", and can produce very high risks to those alumni who want to conduct a reunion using one -- "buyer beware"!  The primary risks involved are those that produce the most profit to the "agency" - weather the are asked to provide a "bare-bones" reunion; or a super one they tend to TAKE OVER, and degrade services to the extent that the alumni conducting the reunion lose total control over its management, and have no say in what is ultimately provided.  You are bound by the contract you sign, and if you have been mislead -- or don't understand something, your reunion is going to suffer because they are in it for one reason --profit. That normally starts with the failure on the part of the "agency" to coordinate and cooperate, secretly cut services to unsatisfactory levels, and your reunion on the day it starts will likely not be the one you desired.  I know of no fool proof way to test the really true reputation of any commercial agency -- referrals from other "agencies" do not work -- they all are in it for profit and sell one another.  I suspect the only fool proof way is to talk directly to alumni who have actually signed a contract and get their opinion.   If you have any doubts, CONDUCT THE REUNION WITHOUT A "COMMERCIAL AGENCY" - or use a committee composed of alumni members. 
     

CONTRACTS

  Major reunion require some one to sign a "contract" -- which specifies who is going to do what with respect to the overall conduct of the reunion.  This document obviously is extremely important -- and when executed in good faith on the part of all parties will produce an acceptable result.  The important thing here is that the document MUST INCLUDE all requirements and they must be spelled out in sufficient detail so that each action is TOTALLY DESCRIBED (to include such minute detail as to if ash trays will be placed or not)  so there can be not doubt as to EXACTLY what is required.  The alumni has the greatest responsibility here -- EVERYTHING must be stipulated -- else, sorry nothing can be done -- later when the matter comes up again.

Contracts normally include the method of payments, and stipulate when advance payments or deposits are required.   Many times they are percentages based upon attendance figures.

Contracts normally include a penalty clause -- a provision where by the alumni will pay a penalty if they fail to live up to certain conditions in the contract.  For example to cancel the reunion on certain "out" dates may result in severe penalties -- I have seen them as high as $5,000.00. 

     

COST PER PERSON

  An expression used to define the SHARE each alumni must pay for SHARED expenses.  It includes the proportionate share of the total costs for "rental" of the facilities, equipment and services of the hotel used for the conduct of the reunion -- and "catering" expenses such as food etc..  It also includes administrative expenses for such things as name tags, postage and mailing supplies, reproduction of handouts, folders, etc.

It does not include the cost for any expenses spent separately by the alumni outside of that provided by the reunion, such as transportation, food, lodging, etc........

When a "commercial agency" is involved the "PROFIT" for that agency must be added to the CPP, and one must also suffer the "techniques" used to secretly reduce the service to increase the profit margin.   Profit margins of perhaps 25% are not uncommon -- thus, a reunion lets say with a CPP of $70.00 and 200 are attending, means that of the total cost of $14,000.00 -- for what you 'get' in the end -- includes a PROFIT of $3,500.00 to someone.  If you remove the PROFIT -- meaning your doing the work your self instead of a "commercial agency" -- then the CPP would have been only $52.50 -- a substantial difference -- especially to those with "fixed" or "declining" incomes.

The CPP may or may not include the cost of the "cash bars", and other items,   depends on how the arrangements were made. 

In the planning of a reunion, thus it is absolutely essential that ALL things to be provided be identified as early as possible, especially  attendance figures, so that an ACCURATE CPP can be computed and published as early as possible. It will change often as the costs are assessed, and the number of attendees are determined.  It is best to delay the publication of the CPP as long as possible, yet soon enough to permit alumni to plan.  Again an ACCURATE CPP is essential -- else refunds may be in order, if attendance increases from early figures (guesses); or in the case of some one may have to "eat" the additional expense due to poor planning.  A good way to dispose of excess is by use of door prizes. 

     

CRASHERS

  Crashers, as distinguished from "last minute" attendees who coordinate in advance, create MAJOR problems for the reunion planners.  All costs, meals, seating, name tags -- JUST EVERYTHING connected to the reunion -- is based upon attendance figures starting at about 180, 90, 60, 30, 10 and 3 days before the reunion.  For example, part of the delay in the "registration" at a recent reunion was due to "crashers", who had not yet paid for attendance, and which of course prevented others in line from being admitted quickly.  And  space for the "crashers" then became a problem, as were many other items.  You know in advance if you are attending or not. PLEASE, be considerate of the HOST, register in ADVANCE.
     

CRUISES

  Numbers of survey have been conducted.  I suppose a fair evaluation of results would be: half for, half against.   Some want the "adventure" (romantic or not), the solitude from the hectic life on land sort of thing, don't get sea sick, don't want the freedom to move around at ones own pace and desire, to just set and visit for 3 or so days with someone.   Others don't want to be confined within very small boundaries like that, need "outside" places to go that are not on  a ship (or is it boat), well simply   want the freedom to do as they wish, when they wish.   Others are concerned with costs -- good and bad -- there is much involved here.  Of the 20 or so reunions we have been to, only one started out to be on a cruise, but was cancelled due   to lack of interest -- and subsequently converted to a land reunion.
     

CUT-OFF-DATE

  Many "cut-off-dates" are used by different activities in the creation of a reunion.  Hotels have them for rental of "blocks" of rooms , the kitchen has them for preparation of meals; the organizers have them for mailings, attendance, etc........ Cut-off-dates are almost NEVER final, but some can be.  For example: the "kitchen" may say that after such and such an hour or day we will not accept any changes  in the number of meals being served.  So, you cannot lower the figure you last gave them - and must pay the price for that figure even if that number of meals is not consumed.  On the other hand, you cannot add meals for "last minute" attendees, or "crashers".   There can be several cut-off-dates for one function. Again, the hotel may charge you so much for services based upon attendance -- the profit from alumni staying at "their" hotel for example.  Thus  in the beginning you may be charged a certain cost for services based upon EARLY estimates, but as time goes on and you get closer to the reunion, that cost could rise, due to lack of numbers, and again rise again due to the same reason.  All this would be spelled out in the contract, and phased in.   It is not known if a hotel, for example, ever reduced the cost for a service due to more attending than exspected.  If a commercial agency were involved that certainly would be a bonus if they did, as it is no longer possible to refund the surplus to anyone but just pocket it. 
     

DANCE FLOOR

  Have not been to a reunion yet in which the dance floor has been large enough to accomodate all who want to dance at one time.  There has to be a formula, but I don't know what it is.
     

DAYS OF WEEK

  See Events.
     

DECEASED RECOGNITION

  At all major reunions I have attended it has been tradition that at some point in the proceedings mention is made of those classmates who have died.  This can be done in several ways but basically it amounts to a short simple, non religious statement, the reading of the names and then a moment to contemplate what has happened. 
     

DECORATIONS

  Decorations within the Hospitality Room and the Saturday Night location have varied over the years.  Easels with local maps of local attractions have been used, colorful and appropriate table flower decorations, balloons, banners, crepe streamers, to creation of special large signs of the Neet-Nac (teen club) events and the like have been used.  Four foot poster boards with all sorts of pictures and signs have also been provided, even a computer ran a "slide show" of the pictures taken from the  "yearbook" with those attending to a special slide show about the reunion itself and it's schedules ...... 
     
DEPOSITS   See contracts.
     

EVENTS

  Typically, reunions are a 3 day event, normally Friday, Saturday and Sunday - with some minor activity on the days prior and after, for a very small groups who are able to be there those days.  Normally Fridays include volunteer "group" activities organized by sub-groups within the body being invited (like dinner parties), the start of any sporting tournaments (like golf or tennis) -- everyone is more or less left to their own decisions.  Saturday is the day of the main event and includes a scheduled  "members business meeting" (in the Hospitality Room) ......., and then the evening dinner / program / dance.   Sundays are normally limited to a Sayonara Brunch.  During the process specific individuals may have "cocktail parties" in their hotel rooms, or conduct a lunch or breakfast at some location. 

The reason reunions are normally on Friday, Saturday and Sunday, of course, are because those days typically are the best suited for those who are employed on a normal weekly schedule and or have children in school, etc..... Unfortunately, the highest transportation and hotel costs are on weekends.   Thus, older groups who are not so much effected by the limitations which prevent them from attending on weekdays should reconsider their concepts in order to reduce costs.  

     
FREE ROOM   Normally, the "host" (a single person) is provided a FREE room from the hotel where the reunion is being conducted.  Be sure to ask the hotel about that policy.
     

FREQUENCY

  How often are MAJOR reunions conducted - ones where a large group is invited -- as opposed to mini's, which may be several times each year on a regional basis.  The "Bluff Group" (the older alumni)  have settled in on a cycle of every 2 years.  It would appear that the "Beach Group" and an "80's element are following the same pattern.   I can tell you that reunions on that frequent basis are very exciting and worth while.  Although there are many who are able to attend each one, many cannot; however, there are always alumni attending who have not attended before and this adds to the enjoyment.
     

FUND MANAGEMENT

  It is imperative that a system be established to document all receipts and disbursements -- and the associated bookkeeping to identify alumni to partial and full payments - "in" and "out".  Normally "your" bank will provide to you a short term account with little if any "administrative" costs when requested to do so. Establish an account for the reunion with a "name" for the reunion.  NEVER mix funds for a reunion with any other account.  Keep photocopies of ALL checks.   Fund management here takes work, and mistakes will cost YOU. 
     

GO OR NOT GO

 

  The decision process to attend a reunion or not for almost everyone is a MAJOR one.  It has to compete with a very limited amount of time available in a very busy schedule and a number of other factors like the pocketbook.  Some of the factors are, the  annual vacations with the "family",  medical reasons, weather, "circumstances" at home and with family members, a job, ...... and involves expenditure of HUGE sums of money except for those who live in the city where the reunion is held.  It is incumbent upon the organizers of a reunion to make available to EACH potential attendee as much information as possible on a timely and recurring basis -- yes, mail things to folks NOT on line. They have as much need to know the facts as do those on line who can simply be directed to visit a web site set up for the reunion which can be updated quite easily.    
     

HANDICAP

  It is important that those organizing the reunion be aware of persons with handicaps that require special seating or other arrangements
     

HEAD TABLES

  Some do and some don't.   Depends on individual decisions.  It is advisable however to have those who are part of a presentation (in the Program) as close to the podium as possible to reduce wasted time, else a portable microphone be made available -- which is only usable in a limited number of circumstances.   If head tables are to be used then THEY MUST HAVE NAME PLATES FOR THOSE TO SET THERE, and they must be in place before admittance to the room by others.
     

HOSPITALITY ROOM

  Essential for optimizing the benefits of the reunion.  Must be set up on day 1 of the reunion and be available EVERY day (and evening) of the reunion.  Should be the SAME room each day, and if possible the room in which all the other reunion activities take place.  Must be secure so that memorabilia to be left in the room is secure from theft.  Must have scheduled hours, and a "custodian" appointed to secure it.  Must be close to bathroom facilities and a source of drinking water.  Suitable for hanging up maps, or placement of easels, have display tables and a microphone and speaker system, a lighted podium, capability of dimming lights for video's and slide programs, and tables and chairs to accommodate the attendees.  Must be announced to all well in advance of arrival -- the hospitality room is the place to MEET and "hang out".  Used for just visiting, issuance of name tags, announcements, conduct of meetings.............. and conduct of all other reunion activities if possible.
     

HOTEL FEEDBACK

  You will need to know on a frequent basis the names of those potential attendees who have checked in to the hotel for rooms.  You need that information for cross checking with your attendance list and "paid" list. Insure that your needs are included in the "contract".  Lack of information from the hotel is devastating to the planning.
     

HOTEL ROOM "BLOCKS" DISCOUNTS RATES

  Most hotels that permit reunions of our type, and as an inducement to get our business, offer discounted room rates when "blocks" of rooms are requested to accommodate the attendees.   Here is another case where you must put on your "guessing hat" and make an estimate of how many rooms you want to block in for the reunion on which days -- and based upon all that, the hotel will give you a discount to the room rates.  Sometimes big savings and sometime not.  Again they may impose on you some "cut-off-dates", and impose penalties if certain conditions are not met.  This becomes a part of your contract -- careful planning is required.  Remember, for many reasons, some alumni attending, will NOT stay at the  hotel where the reunion is being conducted.   The most important and most used reason is high room rates, when compared to adjacent facilities.  Selection of the "right" hotel to host the reunion is very important. The "right" hotel must satisfy a lot of things, like .................... 
     

HOTEL ROOM CONSOLIDATIONS

  Since you will have information from the (reunion) hotel as to who is making reservations, it is possible for you to determine who is attending as a "single occupancy".  Thus it is possible for you to  assist those who request so in combining a single room with another to reduce cost to both.  This is a  delicate matter and if you elect to assist -- simply point the persons to one another and let them work out the details.   
     

HOTEL RULES

  In those cases where there are special rules of the hotel that would apply to attendees, or the actions of attendees, you will need to identify them and put them in the "packet" distributed during registration.  For example:  Some hotels REQUIRE a person have present their ID when in the bar / lounge and of course many ladies do not carry their purse with them -- or require certain dress codes to be honored. Or the hotel may forbid anything to be fastened to the walls -- in the memorabilia room -- under any conditions, and it is   nice to know that before one plans the set up of that room.
     

HOTEL ROOM RESERVATIONS

  Do not assume responsibility in any form for making hotel room reservations for anyone.  Hotel room reservations MUST be made by the individual involved.
     

INSURANCE

  Insurance for injury to employees or alumni, or damage to or loss of property of alumni or the facility in which the reunion is being conducted is a factor to be considered.  There are very fine lines involved as to who is "responsible".  In many cases your "homeowners" policy will cover much, but you need to check to be sure, as you may have to "buy" insurance.  There are many risks here.
     

LOCATION

* The selected location must consider that there are sufficient "activities" to satisfy "family" needs, and those who may want to do more than just attend the reunion.  Generally, it costs hundreds and hundreds of dollars in just transportation costs for most to attend a reunion -- and they will want the opportunity to make the most of the expenditure.

At a "medium" cost Hotel, near the airport.

In a city that has a MAJOR airport.   One where attendees have a choice to select from FREQUENT daily  arrivals and departures on DIRECT connections to the final destination, even if they started from a commuter or secondary location - NEVER the other way around.  For example:  Podunk to Dallas to Denver and not Denver to Dallas to Podunk. In other words, Podunk may only have three arrivals daily but Denver has hundreds.

Where hotel "shuttles" are available at airport.

Where rental cars are available at airport.

Rotate the locations throughout the country by region for subsequent reunions to allow equalize transportation costs to attendees.

     

MEETING

  It is customary at each reunion for membership meetings to be conducted -- to discuss  the internal affairs of the organization / members, etc.  This meeting MUST be announced in advance, including it's agenda so that full discussion can be expected. It must be well organized, to include "aids" if necessary, and the facilities must be set up so as permit folks to hear what is being said, and participate -- and not be distracted by adjacent activities.   These are perfect situations to discuss the furtherance of group organization, display maps or posters, presentation of slide shows and or videos of activities of past reunions, etc..............................  In some cases the latter may be set up on a computer within the Hospitality Room and set to run continuously and then of course not be a part of the "meeting".
     

MEMORABILIA

  Memorabilia is an extremely important part to a reunion.  It must be encouraged in advance, and   adequate setup to display, and PROTECT it. 
     

MENUS

  The menus should be varied and plentiful to please a variety of peoples tastes and health needs.
     

NAME TAGS

  One name tag MUST be provided to each person attending -- no exceptions. The theory is that if you don't know who is coming then you should NOT be conducting the reunion. The tag should distinguish between an "alumni" and a "non-alumni".  It must be issued to the individual at the 1st available opportunity on the very first day of the reunion, and the wearer must wear it at all times during the reunion.  Spare (blank) tags must be made available to accommodate those who make "last minute" arrangements, and those who "Crash" the reunion -- even if they are of the type that say "hello my name is", and they fill in a name.  Name tags fall into several types - "pin-on", "stick" on, and those worn on a cord around ones neck. Consideration must be given to what is appropriate to the type reunion being conducted.   If the ladies are being asked to wear "fancy" dresses then the "pin on" type may not be appropriate as it may ruin a dress or blouse.  Tags very in size from large to small.  Once the decision is made as to the "type" then consideration must be given to the text to be placed on the tag, and at the same time make the tag as SMALL as possible, but readable at close proximity to others while engaged in conversations. Name tags when unique in design can be used as an "admission ticket" to reunion activities if worn by all individuals which permits the speed up of admission to any function. Lost tickets become a problem.
     

PROGRAM

  Normally, the Saturday night event includes a program of some type.   A speech by a guest (s), or a presentation of something interesting to all (from alumni or others) -- such as a historical documentary of some local 'attraction' -- or a Japanese dance or sword demonstration, or "green tea" ceremony, etc.....

Regardless of what it consists of, it must have a "Master of Ceremonies" who is in total charge of not only the program, but  is capable of controlling all within the room / or area -- some have been outside.  

All events and people included in the program must be introduced, and what ever equipment needed is provided - projectors, podium, etc.......  It's to late to provide item when the program is about to begin and something is missing. 

The program should be rehearsed when possible to insure no time is wasted, and that things run smoothly in accordance with a pre-arranged "plan".  Deviations at the last moment must be avoided.

     

REGISTRATION

  Registration should be in the Hospitality Room on day 1 and start at the opening of the Hospitality Room and continue until all expected have arrived. It should include: a check off of attendees, including collection of funds, issuance of name tags, and issuance of  a packet to each individual or couple ( in case of spouse). The packet should include the following ( provided the information has not been made available in some other manner):

(1) - The menu.

(2) - Last minute announcements concerning changes in schedules, organizational meeting agenda, program schedule, list of attendees,  special events, etc.

(3) - Listing of available medical facilities including phone numbers.

(4) - Brochures from sites of interest in the city/area.,

     

SCHEDULE OF EVENTS

  Else where discussed, but it MUST include each event, it's date, time, place .............. and must be constantly updated -- no exceptions.
     

SMOKING

  A very difficult matter to discuss.   If you follow the "law of the land" and OSHA's guidelines, smoking is prohibited in public places -- like enclosed rooms -- you must designate SMOKING AREAS ..............  How you apply those guidelines is one thing, but it is not possible to divide a single room with 4 common walls into two parts -- one smoking and one non-smoking -- NO SMOKING. (okay, so  I don't smoke) 
     

SUNDAY BRUNCH

  A buffet is also good for the brunch as people can come and go within a certain period of time. Also the food should be varied and suitable for everyone. This can be included in the Cost Per Person figures  or paid for individually at the time. The location should be where the other activities had taken place.  This is a good time for picture taking.
     

DINNING TABLE SIZE

  With a few exceptions, the dining tables at hotels appear to be a standard size.  Thus you must decide how many to seat at the tables.  Through much experimentation, the maximum number should not exceed 10.  Beyond that there is no "elbow room", nor room between the tables to move around the room.
     

TEE SHIRTS

  Customarily, "shirts", "caps", and other memorabilia are provided for sale based upon advance orders to a "committee", who provides them.  This phenomena does not last long.  These items when provided by a "commercial agency" hosting the reunion are normally NOT unique to the theme of the reunion, are of inferior quality, and are very expensive -- again PROFIT.
     

TIME OF YEAR

  The ideal time of year for reunion depends on a number of factors.  The older alumni, who are not as restricted by employment or children have larger choices.  For example the "Bluff Group" (the oldest alumni) hold reunions from the Spring to the Winter of the year.  The younger alumni of course are working to make a living, and raising children, thus ideal periods for them are when the children are out of school and work "vacations" are normal -- the Summer.
     

WEATHER

  Not everyone is aware of the "weather conditions" which can be expected at the reunion location.  Thus, it is appropriate that you inform them well in advance of what to expect so they may plan accordingly.  Also you might add the tornado and or hurricane risks.

 

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