Alumni Reunion Toolkit

Getting Started

Start early and begin with a planning timeline and forming a planning committee. If your reunion is very small or you're working with a short timeframe, use The Simple Version.

Form a Planning Committee

The first step in planning your reunion is evaluating if there is enough interest. Knowing whether you can form a committee will help determine if you have the prerequisites for a successful reunion. It is not necessary, but if you are planning a reunion alone, you will need a lot of free time. Make a few phone calls or email former classmates to recruit potential committee members.

If you don't have a handful of classmates ready to help organize your reunion, Alumni Relations can help by reaching out on your behalf to classmates who have indicated they would like to be involved.

Committee members should plan to:

  • attend the reunion and participate in all committee meetings;
  • be responsive to emails, phone calls and texts;
  • contact classmates to encourage attendance; and
  • actively help plan events.

If you can organize a planning committee, your chances are pretty good for generating a lot of interest in a reunion.

Find Your Classmates

Connecting with classmates can be challenging because alumni data is protected information. Alumni Relations can help you collect names and email addresses by emailing your classmates on your behalf. The following message and Google form link will go out to classmates, and we will give class reunion leaders access to the class-specific Google form and responses so they can begin putting together a roster. 

Reunion Interest Form Email Sample

 

Depending on the culture of your class, using social media, such as creating a Facebook group or event page, may also be an effective tool. 

If you still have "lost" classmates, send an email to everyone on your roster and include a list of names for those you're still seeking. Your classmates may be able to help you locate them.

Reunion Planning Schedule

Your planning timeline will depend on the size of your class and how soon you form a planning committee. The following proposed schedule assumes one full year of planning. 

Phase I

  • Form your committee(s)
  • Develop a class roster with contact information and look for "lost" classmates
  • Reach out to classmates to look for volunteers and start fundraising

Phase II

  • Choose a date and send "save the date" communication
  • Start planning reunion activities

Phase III

  • Finalize reunion activities
  • Send formal RSVP communication and registration forms

Phase IV

  • Finalize any catering orders
  • Send event reminder communication
  • Enjoy your reunion!

Planning Resources

Reunion Planning Checklist

Class Reunion Planning 101

The Reunion Planning Checklist will assist alumni when they are organizing a reunion weekend. Not all items will be relevant to every reunion.

Electronic Event Planning Resources

Looking for help with class reunion ticket sales? RSVPify's online ticketing platform can help you with your event payment collection needs!

Use Eventbrite's free reunion software. Easily create a class or family reunion website, manage registrations, and send reunion invitations.

If you want to arrange an intimate dinner with friends, an overdue high school reunion, or a big trip away, Doodle's platform will save you time and effort.

The Simple Version

We have a lot of resources to help you plan a schedule full of activities, but there are reasons to consider a much simpler reunion for your class:

  • Your class is relatively small
  • Your reunion date snuck up on you and there's not much time to plan
  • The culture of your class leans toward "less is more"

Below is an example of an email you can send out a few months before your reunion date.

The Simple Version — 20th Reunion Sample