Reunion
Class Reunion Planning Kit
INTRODUCTION

It takes only one person to get a reunion started. So why not let that person be you? Already you're heading in the right direction by reading this kit. EPalumni.Com highly recommends this Reunion Kit. It's purpose is to remind, guide, and alert you to the various ideas, alternatives, and problems you might encounter along the way. Hopefully it will make your job a little easier.

As you read throughout the kit, keep in mind that there is no one "best way" to have a reunion. Each class and situation is unique. Consider the particular "character" of your class and plan your reunion events accordingly.

If this is the first reunion for your class, this guide can help you get started, lead you through some basic "have to do's", and provide some ideas to assist your planning. If you've had previous experience organizing a class reunion then this guide may best serve you as an organization remind, or it may possibly spark some new ideas to try this time around.

Most of the information you can find in this packet had been compiled from the input of a number of Eagle Pass alums who have organized their 5, 10, 15, 20 and 25-year class reunions. The voice of experience is being heard. As most will testify, having a reunion is fun. You will get as much out of it as you put into it. Good luck and have fun!
Part I: How to begin


The best words of advice offered from experienced reunion organizers are: "Plan well in advance and announce well in advance."

The most successful reunions seem to be those that are planned at least twelve months in advance. This gives your classmates who need time to travel any distance an opportunity to make their vacation plans or trips home to coincide with the date of the reunion. It will also provide the planners with the time needed for making all the necessary arrangements. While a reunion can be planned in under a year's time, it means that there will be a lot more work that needs to be done in a much shorter span of time.

1. Getting Started: The first thing you will want to do is "recruit" and organize a reunion committee. You may already know of some classmates who would be willing to help get things organized, or you may want to seek out volunteers to assist with the planning. This could be done in a number of ways; phone calls, letters, e-mails, or even placing notices in local newspapers or parish bulletins.

2. Organizing Committees: These are some possible committees and specific areas you may want to assign people to; Planning, Correspondence, Finance, Food, Program, Decorations, Entertainment/Music, Set-up/Clean-up, Special Events, Liturgy/Mass, Booklets, Registration, and Picnic. You could have separate committees or you could combine some of them together.

If you decide to go the committee route, you might find it best to have a committee "at large". Instead of delegating responsibilities to various committees, the group as one committee does all the work together. This type of committee planning has the advantage of keeping everyone involved, better informed, and minimizes the problem of receiving many offers of help, but no one wanting to chair a committee. (Being assigned as a "Chairperson" tends to frighten people off while asking someone to take on an "assigned" task doesn't seem to be a problem).

An added advantage of having this kind of set-up is that the "committee meetings" almost become "mini-reunions" in themselves. As to how many committee meetings depends on how much work needs to be done and by when. It is recommended that you should plan on having at least one each month prior to the reunion, with more being held during the last month before the reunion itself.

Chairperson? This is someone who is elected, selected, or "drafted" from among the members of the group. Many times it is the person(s) who organized the first meeting of the group. However it is done, it's important that someone provide the leadership necessary in order to accomplish the things that will need to be done if the reunion is to be successful.

3. Selecting a Date: The most popular months for reunions are June, July, and August. There are many obvious reasons for this. The biggest being that it allows those classmates who may live long distances away to attend. Many will plan their summer vacations to coincide with the reunion date. The weather is also another big factor. It allows for more outdoor activities to be held. It also best that the reunion be scheduled for the weekend for al the obvious reasons. Many classes have used the whole weekend, planning activities for all three days, starting with something casual on Friday night and ending with something on Sunday afternoon. This, of course, is something for the reunion committee to work out. As to which weekend date, the only suggestion would be not to schedule your event on a "holiday" weekend (such as July 4th).

4. Choosing Reunion Events and Arranging Accommodations: First you will need to decide what type of event or events you will have. The are any number of options to choose from here. Will you have an "informal social" on Friday evening? Some special event during the day on Saturday (golf outing, family picnic, pool party, etc.)? Of course, the most frequent event would be the Saturday evening function. This is when most classes have their "Formal/Informal" reunion. These usually consist of a combination of social hour, dinner, program, and dance. The number of options are limitless and there are any number of factors that you will need to take into account when it comes to making these decisions. Here are some things you need to keep in mind as you begin your planning.

A. Where will you hold your different event? This should be done as soon as possible, as you will want to make arrangements. Keep in mind that many of the places where you might want to hold your reunion are also used for many other such events (weddings, anniversary parties, conventions, etc.) and you may need to book this as much as a year in advance.

B. Cost is another factor that you should consider. You could go with a very "formal" type of setting with a sit-down dinner/program/dance, or you could go with something more "informal" such as a "pig-roast" or buffet style setting.

It is also recommended that you make some type of arrangements for your out-of-town classmates in so far as hotel/motel accommodations. Most hotels/motels will work with you on providing you with some sort of "package" deal for those classmates who may need such accommodations. It's also possible you might want to consider holding your events right at the hotel/motel.

Part II: Financing the Reunion


Plan finances carefully if you don't want to lose money on your reunion. Be well organized and plan wisely with your funds. Generally, the goal of most reunion organizers has been to just break even on the reunion. The major factor when it comes to finances is make sure your classmates can afford to come without losing money. The following are some reminders and alternatives to consider when organizing the financial aspects of your reunion.

1. Establish an operating budget: In the majority of Eagle Pass High reunions, the organizers, or committee members paid the initial expenses and later were reimbursed from the reservation money. Setting up this type of an agreement gives the committee the necessary funds needed in order to get set up and running.

2. What to charge: Individuals who attend the reunion have to be charged enough to ensure that the reunion committee does not end up in the red, thus ensuring the committee members will be reimbursed for the initial funds that they put in. The key here comes in the initial planning stages of the reunion. As the committee is making its decisions, it should be "projecting" both the cost for the event as well as the number of people they would anticipate coming. It's based on these projections that the committee would then set its budget looking at what is the "per-person cost". Depending on what the reunion committees decides, here are some of the things you should consider budgeting for when planning your reunion:

As to your final cost, it will obviously vary depending on what, where and how many events you have. 3. Pay in advance policy:Most reunion organizers have set a policy of having everyone pay in advance for all reservations. It's also important that a set date be established for all money to be in by. While some classes have had a policy of allowing people to "pay at the door", this type of an arrangement can lead to a dangerous financial situation and is not recommended.

4. Who pays? Former teachers/principals are generally invited as guests (along with spouses). It would be important to figure that into your budget when you are doing your planning. Some classes have even allowed those members of the planning committee to attend "free", or at reduced rates. Either way, it's important that this be taken into account when doing the budgeting.

5. Bank Account: It is also strongly recommended that a "separate bank account" be opened just for the reunion as opposed to using someone's personal bank account for obvious reasons. Having such an account eliminates any potential financial problems that might arise later. Any local bank could be used and all would be happy to asset you in opening such an account.

Part III: Locating and Contacting Classmates


This is one of the more difficult and time-consuming projects in planning for any reunion. The first thing you will want to obtain is a complete list of all your classmates. The Eagle Pass ISD office might be happy to help you with this.

1. The Class list: It is advisable to break down the listing of classmates into a number of groups and give each group of names to an individual to research. You can begin your research by taking advantage of the planning committee members' knowledge of the whereabouts of their friends. A good brainstorming session may uncover some of your missing classmates. Individuals on the planning committee may also know whether an address is listed for a particular classmate is correct or incorrect. This can save you some time in the long run by reducing the number returned mailings due to incorrect addresses. Each "found" classmate or verified address is reported to the person(s) organizing the reunion and a master list is developed. As you develop your list and you learn a female alums married name, indicate the married name (including her husband's first name) after the females alums' maiden name. This will facilitate all future contacts.

The telephone directory is a useful method for locating classmates. Take the classmate's name and check it against the local telephone directory. In some instances you many find clues such as a name and address of a classmate's parents, brothers, cousins, or uncles. You can then contact them to inquire about your classmates address. However, even after a thorough investigation there will still be a few classmates you can't locate. A "missing persons" list can be created and included in the first mailing to classmates with a request for any known information about those individuals. The initial mailing to classmates usually includes an announcement that a reunion date has been set, a description of the events being planned, and a questionnaire sheet of biographical type information which is to be returned to the reunion committee. Your missing person's list will become smaller as your questionnaires are returned and responses report previously identified "lost" classmates as "found".

A general news story may be sent to the local newspaper to assist with the locating of missing classmates. Although many of your classmates may no longer live in the local area, the parents, sisters, brothers, cousins, and friends may see the story in the paper, and they will tell the classmate about the reunion. You may also advertise your reunion on the local radio station. Many radio stations will do so free of charge.

2. Types of correspondence: There are numerous ways for you to contact classmates to inquire about their interest in a reunion or to tell them about the upcoming reunion. The most frequently used methods of correspondence include:

The printed letter or flyer type of announcement is a favorite way of contacting classmates. Most printing shops will make copies of your letters or flyers to your committee as well as address labels. Envelopes should be purchased and budgeted as an expense item.


Generally, two or three personal mailing contacts are used to provide reunion information to classmates. You will want to plan the specific number and type of mailings which will expedite your reunion plans most efficiently and cost effectively. Postage expenses can become a burden to your limited budget if you do not plan ahead. Mailing contacts may be made to classmates for the following reasons:

When desiring a reply, it's a good idea to include a stamped envelope, addressed to a designated individual on the reunion planning committee. This generally assures a more prompt and complete response. Be sure to consider the double cost of postage in your budget if you do this. Whatever type of notification methods are used to communicate information about your upcoming reunion, be sure that pertinent details are covered in the message text. When writing a story for a newspaper or composing a letter of flyer of reunion announcement, check to see that these basic questions are answered accurately.

Who?
  • Who is organizing the reunion?
  • Who should the classmates contact?
  • Who are you looking for?
    • When?
  • When are you planning to have the reunion?
  • When (date/hour) is the reunion?
  • When do you want to hear back from your classmates (deadline)?
    • Where?
  • Where will the reunion be (locati on)?
  • Where will the classmates make their reservations?
    • What?
  • What is happening?
  • What class is having the reunion?
    • Why?
  • Why are you having your reunion?
    • How?
  • How do classmates contact you?
  • How do classmates make reservations?

    • There may be a number of classmates you cannot locate even by the time you have your reunion. To help locate these missing persons, you might want to post some kind of poster with the names of those missing classmates in the event someone may know their whereabouts.

    If someone is reported as deceased, try to verify the information before you delcare the individual "deceased'. If you don't do this, it may prove to be a shocker when the "deceased" classmates shows up for the reunion.

    Part IV: Planning the Detail of the Reunion


    Depending upon the specific types of events chosen for your reunion, there will always be a number of "have to do's" and "finishing touches" you'll want to accomplish to make your reunion a successful one. It is often the little things you've considered which helps make the reunion more pleasurable and memorable.

    The final section of this planner is devoted primarily to compiling some ideas/options you may want to consider when organizing the details of your reunion events. It can be helpful to those planning formal or informal reunions alike. Hopefully, it may also spark some new ideas to try.

    1. Registration table Name badges can be issued at the registration table on the day of the reunion. This can be a perfect control point for your reunion. The badges can be organized in alphabetical order so that they are simple to locate and issue. Whenever you see anyone without a badge, you know that person hasn't been to the registration table. If people have paid in advance and for some reason you have a problem concerning a particular individual, such as a late registration without payment, you can clip a reminder to the badge. When the individual involved comes to the registration table for the badge, the matter can be resolved. At the registration table you should have a box with a supply of extra blank badges, a marking pen, and other supplies that may be necessary. This is in case you need to make a few "emergency" badges at the last moment because of misspelling, lost badges, lost reservations, or other mix-ups.

    2. Name Badges: Unless you graduated very recently or you had a reunion in the last couple of years, it is best for you to furnish everyone with name badges. They help to identify all participants including classmates, spouses, teachers, and other guests.

    You have a few alternatives to consider for name badges. There are the ready-made, stick-on type badges which are usually preprinted with the words "Hello, I am" or "My name is". Some of these have colorful designs around the edge and can be found in the school colors of green and white. You merely, strip off the back piece of paper from the badge arid place the badge on the garment. Additionally, many classes color code their name badges for easy identification of alums from spouses and guests. Clear plastic badges, usually about 2 or 3 inches long, which can be pinned-on, are also available. A card identifying the person is inserted into the plastic holder. Another alternative is to design and have commercially printed badges, pins, or buttons specifically made for the occasion. (This is not cheap.)

    With any of these types of badges you may want to include an old photo of the classmate attached on the name badge to create more of a conversation piece. Most classes who have used this idea have photocopied the senior picture pages from the Log and have cut-out the individual photos to be used on the name badges. Some classes have used the freshman year photos in a similar fashion to make for more humorous contrasts. Classmates will enjoy making the comparisons between "then" and "now". The activity which results from constructing these unique name badges makes this a good icebreaker for possibly a first-night reunion event.

    3. Themes: Most classes have traditional reunions occurring at five or ten year intervals of the graduation year. A theme, if chosen, generally focuses around the number of years it has been since the class graduated, i.e. whether it's a 5, 10, 20 or 25 year reunion. If a class has reunions periodically, then there is a greater tendency towards having themes. The theme is visibly worked throughout the reunion events in use of special banners, decorations, displays, programs, and in the selection of music, entertainment, and dance. Some previously used reunion themes are listed below which may help you select a theme for your own reunion. How about:
    4. Favors: People love souvenirs, things they can look at with fond memories or things they can take home to show other people and family members. Following is a list of possible party favors, one or some of which you may want to include at your reunion events. Many can be printed or engraved with the school name, date of graduation, and the reunion date.

    5. Commemorative Programs & Booklets Printed programs and booklets which are distributed to classmates at the reunion can vary from rather expensive ones with photos, special printed covers, and printing in the inks of the school colors, to less expensive types using photocopied sheets of information. Most reunion planning committees have undertaken the project of assembling keepsake programs or booklets for their classmates.

    Some classes have made the printed program available to non-attending classmates upon payment of a fee covering the cost of the program and postage. Other classes have made it a gift to those who could not attend the reunion. It is also possible to assemble a printed reunion program after the reunion which is mailed to classmates. Candid photos, a story about the reunion, the committee message, a list of "award" winners, class statistics, and a current class directory can make an attractive keepsake and a longer lasting impression for classmates to enjoy. It may also help boost attendance at successive reunions if sent to non-attending individuals. Depending upon the type of program or booklet you design for your reunion, most printing shops may be able to assist you with printing. Check yellow pages for details.

    6. Decorations & Displays Will you have table and room decorations to add further color to the festivities? If you decide to have decorations, it is something you should plan for in your costs to each of your paying participants. Use your imagination to create the party atmosphere appropriate for your particular reunion events. Will you use???



    Depending upon how elaborate you wish to make your decorations, the time involved in preparation will vary. Much of the actual decorating work will be completed immediately prior to the event or the night before if it can be arranged. It is helpful to be organized and to have a planned arrangement for your decorations before beginning. Necessary materials such as tape, scissors, pins, a hammer and nails should be readily available so that your work progresses more efficiently.

    7. Music Arrangements for music must be made during the very early planning phases of the reunion in instances where the hiring of a live band is being considered. It is likely that the date and time of your reunion event will be partly determined by the availability of the band since many popular groups are booked months to a year in advance. The costs of hiring live band music are variable and need to he pursued on an individual basis. Generally, it is advisable that a signed contract or agreement he made with the hand to secure for the date and provision of entertainment services at the reunion. A deposit is usually requested in this type of arrangement also. Other alternatives for music may include providing taped background music during the registration and social hour of the reunion event. It may he fun to include music selections which were popular at the time you graduated. A local radio station can often provide you with the list of top hits from your graduation year. Some classes have hired a disc jockey to provide a program of taped music for the dance portion of the reunion event too. These engagements have usually been successful and fun for everyone.

    8. Program: The main goal for planning your reunion program should be to keep it lively and interesting. Generally, one hour is the average duration of the program. The reunion planning committee chairperson, program chairperson, or class president is usually the Master of Ceremonies for the program. The content of reunion programs vary with the unique history and character of individual classes, but most classes do arrange a program format using some of the following possibilities:



    If there is a group of any size or if there is any question about people not being able to hear everything, make certain you have a microphone at the speaker's table. Also, remember to plan your 'head table" at least one week in advance of the reunion. Don't wait until the last day to do it - you'll forget someone.

    9. Presenting Awards: Most classes give some type of tangible awards (usually on the funny side, or "gag gifts") during the program. This adds more laughter and merriment to the reunion party. The awards should be kept in "good taste" to keep the tone of your event comfortable for everyone. Some ideas for awards could include:



    10. Class Photograph Several classes have scheduled time during their reunion program for a class photograph to be taken. Frequently a professional photographer is hired to take photographs of the entire group, groups of classmates, award winners or candid photos during the reunion events. The photographer is then responsible for taking orders for prints, collecting the money and mailing them. If you can possibly avoid it, don't involve your reunion committee in these tasks. It becomes quite a hassle and sometimes a loss of money if the prints are not received.

    Rather than some people ordering prints and some not, make arrangements to have group photos taken and the photo cost is included in the reservation cost. The photos are mailed to all the classmates after the reunion by the photographer (address list is given to the photographer).

    11. Having Another Reunion? If your class decides upon having another reunion in five years, consideration should be given to having a "post-audit" meeting of the committee and a few of the attendees a month or two after the reunion to evaluate the affair and make recommendations for the next reunion. You may want to send out a questionnaire to all those who attended the reunion. This could help ascertain whether the place chosen, the time of year, the program, costs, accommodations, etc. were satisfactory. The information obtained would be valuable for planning the next reunion.

    We hope this packet has been of some help and we wish you and your classmates a very HAPPY REUNION
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