WA Reunion Handbook

Ok, I'll do it. Where do I start?

Set your timeline.

Planning a reunion takes a lot of time and preparation well in advance. The following is a suggested timeline and can be adapted to fit your needs. Several of the points are suggested mailings for which we have provided samples of in the attachments. As you can see in the samples, there is flexibility in which suggested points you include in which mailing. Feel free to create what works best for your situation.

• Over a year ahead of time, seek out a volunteer(s) to work on planning your reunion. It makes your life much easier! And is fun!!
• At least a year ahead, reserve all the rooms at a local hotel. (See list provided in attachments.)
• As soon as possible contact the WA Alumni Office with your plans on location, date and over-all event plans. They can provide you with a current list of names, addresses and phone numbers for your classmates. You'll need to do some additional research to find more people. (See the "How to Find Classmates" section for more suggestions.)
• Initial Mailing (approximately 8-10 months before event). Purpose: To get date and location out to classmates, confirm addresses, and try to locate "lost" alumni. (See sample letter provided in attachments.)
  • Include a response card for change of address, email information and a place to mark "level of probability of attending" to get a rough idea of interest.
  • Send a letter to the current "known" classmates and include a list of the "missing" classmates. Many times people will be in touch with each other but not with the school. Therefore, the WA Alumni Office will not have current contact information in their files.
  • Let your classmates know motel rooms are reserved and they should sign up as soon as possible as most will be on a first come first served basis.
  • Share any new contact information with the WA Alumni Office so that they may update their records as well. This includes sharing addresses of any "lost" alumni that you may come across in talking with others.
• Second Mailing (approximately 4-5 months before event). Purpose: Continue to promote event and find "lost" alum. (See sample letter provided in attachments.)
  • Continue to hype the event and encourage attendance.
  • Explain plans (where to check-in, list time and places of events that are planned, etc.)
  • If someone is unable to attend offer to take any letters, notes or photos to share at the event on their behalf. You might collect several of these and make a scrapbook to pass around at the reunion.
• Third Mailing (approximately 3-4 months before event). Purpose: Mainly a reminder, but also to encourage people who have not committed to consider attending. (See sample letter provided in attachments.)
  • By this time you'll have a solid list of people who are planning to attend. You can use these names in correspondence to let others know who has confirmed they will be there, who is still unsure, and who cannot attend.
  • Remind them to bring class memorabilia, photos, and other items if possible.
  • Begin telephone contacts at this time as well. This is an opportunity to get people really jazzed about the event and gently persuade those who are still uncommitted at this time.
• Final mailing (approximately 1 month before event). Purpose: Last chance to push for attendance and convey true excitement about the event. (See sample letter provided in attachments.)
  • Send a final notice with any last minute announcements or changes.
  • Continue telephone contacts as needed.
  • Enlist the help of you classmates who have confirmed attendance. Share the list of unconfirmed people with contact information and encourage those who are coming to call or write them. Maybe if they hear from enough people they'll do their best to make it to the event.
  • Release any extra hotel rooms so that others can use them if your class is not going to (approximately 2 weeks before the event).
• Getting feedback after the event.
  • Distribute an evaluation form to get input for future events.
  • Put together a web site or photo album to share with classmates (both those who attended and those who could not be there in person).
  • Put together recommendations for the next time.