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24 - 18 months before...
¨ Determine interest
¨ Talk to other reunion organizers
¨ Start a mailing list
¨ Form the reunion committee and establish responsibilities & schedules
One year before...
¨ Set date
¨ Choose location
¨ Arrange for entertainment, caterer, photographer, music
¨ Send first mailer announcing tentative plans, theme, approximate cost, etc.
6 - 9 months before...
¨ Send second mailer with registration form
¨ Schedule events and activities (program, speakers, awards, tours, entertainment)
¨ Begin directory, list of attendees, memory book
5 months before...
¨ Choose menu
¨ Confirm reservations, caterer, entertainment, photographer
¨ Send mailing to new people as they are found
4 months before...
¨ Meet with facility staff, visit facility with reunion committee
¨ Select decorations, theme, signs, banners
¨ Order printed items
¨ Order personalized souvenirs (shirts, mugs, caps)
6 weeks before...
¨ Complete directory & memory book, deliver to printer
¨ Make checklist for reunion day tasks
¨ Make assignments for reunion volunteers
2 weeks before...
¨ Purchase last minute decorations & incidental supplies
¨ Reaffirm eating, sleeping & meeting accommodations
The day before...
¨ Meet with facility manager & determine staff contacts for reunion
¨ Solve any last minute problems
¨ Review final details with reunion committee
Reunion day...
¨ Set up registration table & displays
¨ Decorate
¨ Schedule details (volunteers, food, photographer, entertainment, tours, ceremonies)
Afterwards...
¨ Evaluate what worked, what didn't
¨ Complete bookkeeping, settle accounts
¨ Write thank you notes to volunteers
¨ Start planning the next reunion
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