- Regional Associations
- Class Officers
- Class Secretary Handbook
- Reunion Planning Handbook
- Planning Meeting Registration
- Reunion Timeline
- Preliminary Schedule
- Reunion Chair Responsibilities
- Committee Descriptions and Duties
- Attendance Committee
- Child Care Committee
- Editor of Reunion Books
- Entertainment Committee
- Finance Committee
- Food and Beverage Committee
- Headquarters Committee
- Nominating Committee
- Program Committee
- Questionnaire Committee
- Recreation Committee
- Saturday Banquet Committee
- Souvenirs Committee
- What the College Provides
- General Information
- Suppliers and Other Useful Contacts
- Commonly Used Forms
- Useful Reunion Stats and Information
- Contact Alumni and Parent Program Staff
- Contact Reunion Chairs and Class Presidents
- Annual Fund
- Society of the Alumni
- Career Center and Network
- Center for Community Engagement
- Board of Trustees
- Friends Groups
This committee is usually chaired by the class treasurer, who coordinates with the Reunion Chair to establish and maintain a balanced budget. The class fee should be set high enough to cover all anticipated expenses but not so high as to deter attendance (see examples of past fees). There are a number of options that can be offered by your class as far as registration fees, but there are also some restrictions and guidelines. Work with your class liaison to have the options you select included on the online registration form. You will need to have fees set for the following categories of attendees:
-Guest who is an alumnus/a
-Children ages 11-15
-Children ages 4-10
-Children 3 and under
Copies of income and expense summaries from previous classes are available from Alumni and Parent Programs. While these financial reports are not exact guides, they are useful in the planning process. The most common problems are the following:
- Undercharging - Since the college cannot defray class costs for Reunions, some classes have had to ask classmates for additional contributions after Reunion (or make up any shortage themselves) because the fee charged did not cover costs. Plan carefully and build a generous cushion into your budget for expenses that may be higher than anticipated. Make a conservative estimate of the number of classmates and guests likely to attend when establishing a budget (see attendance histories as reference).
- Incomplete Collection of Fees - The college will provide you with regular updates of who has registered and will supply a final list at your headquarters.It is up to the class treasurer and other class officers to note any attendees who do not appear on the final list of registered classmates and request that they register and pay the class fee.
- Inadequate Cash Flow - Some caterers and other vendors require advance deposits. Encouraging classmates to register early will avoid tying up someone’s personal funds. Sometimes classmates are willing to advance funds for early expenses.
- Extravagance -Lavish dinners, expensive entertainment and excessive souvenirs require fees that could turn some away. Unless you have an overwhelming mandate from the class, focus on keeping the expenses down.
CLASS BANK ACCOUNTS
The college holds agency accounts for Reunion classes to replace the separate private cash bank accounts formerly held by each class. Funds collected online (for class and college Reunion registration) are directly deposited into class accounts. Checks sent in with paper registration fees are mailed directly to the college and should be made out to “Amherst College Class of XXXX.”
If your class has a separate existing account, you may transfer any existing class funds into this new account by check made out to “Amherst Class of XXXX” and have all future funds deposited into this account.
The funds in these accounts remain wholly owned by the class, and therefore are not tax exempt. Each class, through its designated representative (treasurer) has the authority to set class Reunion registration fees, and raise and expend funds on behalf of the class.
Alumni registering for Reunion complete a single registration form with a single payment for class activities and college housing. The single payment is deposited by the college into the appropriate accounts.
All bills should be submitted to your class liaison in Alumni and Parent Programs for payment. To be reimbursed for out-of-pocket expenses, be sure to submit receipts.
If you are working with a vendor that has not previously done business with Amherst College, please have them submit a federal W-9 form with their bill.
Your class liaison will provide your class officers with updated class account information, usually on a weekly basis, with more frequent reports as necessary.
More information is detailed in the Class Account Agreement which must be signed by your class treasurer or other designated class officer(s). These signed forms are already on file for most classes.
All alumni must register for reunion. By completing the form found at the reunion website (where fees can be paid with a credit card), or one sent in the mail and paid for by check, classmates can choose among the various options offered by the class as well as reserve on-campus housing. The class treasurer or other designated committee member(s) will have access to the registration information.