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STEP 1: Consider The Timeline
The time periods mentioned here are for an ideal scenario. You may need to adapt your timeline to the time that you have to plan your reunion.
12-18 months in advance
Put out feelers for committee
Start a website
Visit school: inform them of reunion; obtain class list, yearbooks…
Prepare preliminary budget
First committee meeting
Open bank account
Send out 'Save The Date' emails
If the date is not fixed, set up an online poll with three options!
Collect online Classmate Profiles and pictures (ongoing until event)
Missing classmate search (ongoing until event)
Post Missing Classmates page on website (and update as you go)
Back to Planning Center
8-12 months in advance
Finalize date of event (if possible)
Book venue
Book caterer, if not provided by venue
Determine if there are informal events surrounding the reunion
Revise budget
Finalize ticket pricing
Send broadcast e-mails hyping the reunion (ongoing until event)
Invite the non-paying guests (teachers, coaches, etc.)
Start early-bird ticket sales and incentive programs
Sell or barter ad space on your website
Book entertainment
Set up memorials page on website
If you are hiring a photographer or videographer, get quotes
Plan the festivities (awards, games, speakers)
Canvass classmates & businesses for giveaways
Continue to send broadcast e-mails building hype
Plan Memory Book (and solicit ads if you will include them)
Back to Planning Center
4-8 months in advance
Telephone classmates who you found but have not yet responded
Plan décor, centrepieces, displays, registration kits
Sketch a detailed diagram of the room and set-up
Order any printed decorations (banner, custom balloons, etc.)
Order mementos (keychains, pens, etc.)
Collect content for the displays (ongoing until event)
Enlarge any photos that will be displayed (class photo, teachers, etc.)
Arrange for any on-site sale items (t-shirts, etc.)
Turn up the heat for ticket sales
Send out invitations by email
Back to Planning Center
1-3 months in advance
Assemble slide show
Assemble video
Arrange supplies for name tags
Get volunteers to work the registration desk (if possible)
If you plan to have paper tickets, (not recommended) send them
Broadcast e-mail reminders
Cut-off for final ticket sales (if your venue needs notice for extras)
If you plan to have a program booklet, assemble it now
Back to Planning Center
The Final Weeks
Prepare guest lists for registration table
Give final meal count to caterer
Prepare name tags
Compile registration kits
Prepare signs needed for registration
Arrange for a float for the cash box
Confirm with all vendors, suppliers, donors, etc.
Prepare detailed schedule of the big day
Back to Planning Center
Reunion Day
Decorate room, tables, displays
Set up registration area
Ensure required audiovisual equipment is set-up
Review check-in procedure with registration workers
Pick up or ensure delivery of registration kits and giveaways
Back to Planning Center
Post Reunion
Upload reunion photos to website
Send thank-you notes to all donors / sponsors / committee
Share your knowledge with other classes from your school
Close bank account
Back to Planning Center
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