Reunion Planning Tips
Get ready to relive the memories and create an awesome 40-year high school reunion!
Planning a High School Reunion
Planning a high school 40-year reunion is a significant event, and with a bit of organization and attention to detail, it can be a fun and memorable experience for all attendees. Here's a step-by-step guide to organizing a successful 40th reunion. For further information, go visit the Reunion.com website for more helpful tips, including step-by-step online book.
1. Establish a Planning Committee
To avoid handling everything on your own, form a small committee of classmates who can help with different aspects of the event. Depending on the size of your graduating class, consider having a team of 4-6 people to handle tasks like outreach, venue selection, communication, and event coordination.
- Committee Roles:
- Chairperson/Coordinator (oversees the planning)
- Treasurer (manages the budget)
- Outreach Coordinator (handles communication with classmates)
- Venue and Catering Coordinator (secures the location and food)
- Activities/Entertainment Coordinator (plans the entertainment or programs)
- Photographer/Memory Coordinator (organizes memorabilia or photo albums)
2. Set a Date and Venue
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Date Selection: Choose a date that works for as many people as possible. Consider holidays or long weekends, but avoid busy times like school prom or graduation seasons. Aim for a time when most people are likely to be available, perhaps during the summer or fall.
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Venue Options: Depending on the size of your class and budget, consider venues like:
- Local hotels with event spaces
- Country clubs or banquet halls
- Restaurants with private dining rooms
- Community centers or high school gym (if available and suitable)
Once you have a venue, finalize the time and negotiate costs for the space, catering, and any extras (like audio-visual equipment, decorations, or lighting).
3. Create a Budget
A good budget is key to ensuring you don't overspend and can cover all necessary expenses:
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Estimate Costs:
- Venue rental
- Catering (buffet, plated dinner, snacks, etc.)
- Entertainment (DJ, band, or a simple playlist)
- Decor (balloons, banners, table centerpieces)
- Photographer/videographer
- Invitations and mailings
- Miscellaneous (name tags, party favors, signage)
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Determine the Per-Person Cost: This will help you set a ticket price. You may want to offer early-bird tickets or discounts for people who pay early.
4. Design a Reunion Website or Social Media Group
A dedicated website or a private Facebook group can be a great way to keep everyone updated on the event details, allow people to RSVP, and share memories or updates. Include:
- RSVP Form: Let classmates easily sign up for the event and indicate dietary preferences.
- Payment Portal: Consider using platforms like PayPal or Eventbrite for easy ticket payments.
- Event Schedule: Share the agenda of the event so people know what to expect.
- Memory Sharing: Allow people to upload photos and write stories or reminisce about high school.
5. Track Down Classmates
Finding everyone after 40 years can be a challenge, but there are several ways to reach out:
- Use Social Media: Create a Facebook page or a LinkedIn group specifically for the reunion. Ask for help from classmates to spread the word and find missing alumni.
- Alumni Database: If your school has an alumni office, ask if they can provide contact information or assist with outreach.
- Classmates.com or Reunion.com: Use websites dedicated to reunions to help locate people.
- Email: Send out a mass email to any known addresses. Include a link to RSVP and pay.
6. Plan the Program/Activities
Make the event fun and engaging with activities and entertainment:
- Opening Reception: Set up a casual meet-and-greet where everyone can mingle and catch up.
- Dinner & Speeches: Depending on your venue, have a meal with speeches or toasts from classmates or teachers.
- Memory Lane: Set up a table or display area with yearbooks, old photos, and memorabilia for guests to look through and reminisce.
- Games or Icebreakers: Fun activities like trivia games about your high school years, a slideshow, or a video montage of past events.
- Class Photo: Plan a group photo at some point in the evening.
- Music and Dancing: A DJ or live music is a great way to get people up and dancing, but make sure to include hits from your high school years to create nostalgia.
7. Send Invitations
- Save-the-Date: Send a "save-the-date" notice about 6-8 months in advance. This can be via email or snail mail, depending on how you’re contacting your classmates.
- Formal Invitations: About 3 months before the event, send out formal invitations with all the event details, including venue, date, time, and how to RSVP and pay. Again, email and mail options work well.
- Reminder: Send a reminder about 1 month before the event to ensure people don't forget.
8. Create Swag and Favors
Consider creating small personalized keepsakes for attendees:
- Custom T-shirts: With the year of your graduation or a fun slogan.
- Photo Booth Props: Set up a photo booth with fun props, and create a hashtag for social media posts.
- Commemorative Programs: A small booklet or handout featuring highlights from high school, some famous quotes, or memories.
9. Finalize Logistics
- Check-In Process: Make sure there is a registration desk where guests can check in, get name tags, and receive any event materials.
- Payment: Ensure that any last-minute payments or ticket sales are handled before or at the event.
- Decor: Set up decorations that reflect your high school spirit, with class colors, mascot, and the year of your graduation.
10. Post-Event Activities
After the reunion, continue the momentum by:
- Sharing Photos and Videos: Post all photos to the reunion website or Facebook group, and email highlights to attendees.
- Send Thank-You Notes: Email or mail thank-you notes to those who attended, as well as anyone who helped with the event.
Sample Timeline:
12-18 Months Before:
- Set a date
- Book the venue
- Form the planning committee
9-12 Months Before:
- Start tracking down classmates
- Set up a website or social media group
- Begin budgeting and planning activities
6-9 Months Before:
- Send out save-the-date notices
- Secure caterers, DJ, photographer, etc.
3-6 Months Before:
- Send out invitations
- Finalize the guest list
- Plan the event program and order any swag or decor
1 Month Before:
- Send reminder invitations
- Confirm details with the venue, caterers, and entertainment
- Finalize the attendee list
Week of the Reunion:
- Final check-ins with vendors
- Prepare registration materials
- Decorate and set up the venue
Post-Reunion:
- Share memories
- Send thank-you notes
By staying organized, delegating tasks, and keeping everyone informed, you'll be able to create a reunion that everyone will remember fondly for years to come!