Ideas for Planning a High School Reunion

Reunions can take place anywhere that is interesting and engages people in conversation.

High school reunions can be stressful for the committee that plans and conducts them as well as for the former classmates who attend. For some, physical appearances have changed, career plans haven't worked out or personal lives are in disarray, while for others things are better. The entertainment and activities at the reunion should be designed to keep the pace moving along so old friends have the pleasure of catching up with each other in a comfortable environment.

Planning Process

Start the planning process a year out from the tentative date of the high school reunion. You will need time to locate fellow graduates and some venues need to be booked a year in advance. It becomes simpler after the first reunion because an organization will have been put in place that can tackle future reunions more effectively. Maintaining a current listing of the alumni's names, addresses, e-mail and phone numbers as well as having a meeting of the committee annually will make future planning much less difficult.

Reunion Committee

Recruit a committee of alumni who will assist in organizing the reunion. Set a date for the committee to meet. If travel makes attending the meeting personally impractical for some members, set up teleconferencing so they can attend the meeting via computer or telephone. Hold a general session where everyone gives their input as to the various components of conducting the reunion; location, food and beverage, etc.

Classmate Search

The first job is to locate and reach out to former classmates, notifying them of the reunion and stoking their interest. Tell them more information will follow soon. The Internet is a major tool in locating classmates and even teachers to serve on the committee. Develop a website, use social networking and people-search sites. Contacting last known addresses of parents and getting their children's current address is also effective. Determine the minimum number of attendees.

Reunion Location

After the geographical locations of the classmates are established, another subcommittee will find a location for the reunion that is most accessible to the majority of alumni. Contact venues in the chosen location that can provide at least three different standards of accommodations, service and facility. Each standard will escalate in cost and choosing the one that is right for the reunion will be an important component of determining the ticket price of the attendees.

Budget Planning

Use the findings from the various committees to determine the cost of the event. Add up the cost of accommodations, facility, food and beverage, entertainment and any other costs associated with conducting the event. The ticket price per attendee is calculated by dividing the total cost of the event by the minimum number of attendees. Add $15.00 per ticket to cover unexpected expenses and notify the attendees that they will receive an accounting of expenses, overages and rebates. If there is a shortfall, the committee can solicit donations from members. Any money that is left over will be sent back to the alumni on a per-person basis. All tickets are paid in advance and a bank checking account, with oversight, is set up to handle the funds.

Invitations

The subcommittee in charge of invitations designs, prints and sends out invitations. The invitation, in addition to the date, time and location should also have the website address, three contact numbers and an e-mail address welcoming calls from alumni. Send invitations three months prior to the event. Call on the telephone two weeks before the event to remind attendees and answer any questions.

Venue Planning Confirmation

Confirm the venue will be ready to accommodate the reunion. Parking must be available, the front desk should post directional signs in the lobby and hallways, and desk personnel should be aware of the reunion. A greeting table with name badges is set up and electronic equipment, entertainment and food and beverage serving times are on schedule. Make certain the banquet manager stays in constant communication with the head of the committee for any last minute adjustments.

References

• Illinois State University: REUNION PLANNING CHECKLIST
• Walden University: How to Plan a School Reunion