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- Reunion Planning Handbook
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Reunion Chair Responsibilities
Building a Team
The first task of the reunion chair is to recruit a Reunion planning committee and think about potential committee chairs. Committees should begin to form well before Reunion, typically a year ahead. Recruiting volunteers is time-consuming but the process is well worth the effort.
Coordinating a strong team is your main priority. It is important to bring a wide variety of classmates into the committees to ensure that your Reunion reflects the diverse interests and talents of your class. Specific responsibilities of committee chairs are described in the following sections, and a worksheet for assigning these positions is listed on the Reunion Committee Worksheet. Talk with your classmates, identify the best candidates for each position and start recruiting early.
Reunion Planning Committee Conference Calls
It is important to plan a class conference call in October or November and/or a Reunion planning meeting at Homecoming. During this meeting you will want to discuss how to recruit additional volunteers as needed, review the budget, set class fees, and begin inviting speakers and coordinating programs. Work with your liaison in Alumni and Parent Programs to set up the meeting/call. You can direct volunteers to particular sections of this handbook, or the planning videos to help them in their work.
Getting the Word Out: Communication Options
Working with the Attendance Committee and your social media/Web editor, you will want to promote Reunion in regular correspondence, on your class website, class Listserv and social media pages (if you class uses them). While publicity alone cannot guarantee good attendance, it will certainly make a big difference.
You will work with your class liaison in Alumni and Parent Programs to prepare and send class and committee correspondence. We will format and email or mail them. Stationery and email templates listing the reunion chair and committee members will be prepared by our office. Please see the suggested communication timeline.
Headquarters and On-campus Housing
The reunion chair often works with the Headquarters Committee to supervise and support class assistants. The chair will also be asked to provide a list of those classmates who should be housed at headquarters, space permitting. This list will be due March 1, and usually includes Reunion Committee members. Alumni staying at headquarters still need to register and pay for housing. The on-campus housing fee is waived for reunion chairs (no more than two per Reunion class) and their families. Registration is still necessary.