Planning group travel for a large number of class reunion attendees requires equal parts organization and patience.
In order to successfully organize one, you will have to be a skilled negotiator, display leadership qualities, and develop a healthy sense of humor (Trust us, you will need it).
With how busy our lives are, it may seem quite a daunting task to look for group hotel rates, arrange for banquets, and find classmates simultaneously.
Rest assured though, it is worth every ounce of energy that you put into it. If you are the social sort (you’d have to be if you are planning a class reunion!) then the rewards are endless.
Below, you will find our class reunion checklist that will help keep things organized. For those of you that want a downloadable version, here is our Class reunion checklist in pdf format.
12 Months Before Class Reunion
- Form a class reunion committee, elect a reunion chair, and treasurer
- Solicit volunteers to work on subcommittees
- Schedule reunion committee meetings with an agenda for each
- Create a class reunion budget
- Find classmates
- Begin rough itinerary and schedule
- Decide on an event venue.
- Put together a preliminary list of caterers, restaurants, and activities for the class reunion
- Get group hotel rates
- Hire a professional planner, if you want one
9 Months Ahead
- Take a survey of your class reunion members for ideas, things to do, and activities
- Check the missing classmates list, and ask your invitees to spread the word to people who have not registered.
- Decide on a photographer, entertainment and other services (Live band? Elvis Show?)
- Develop and finalize a class reunion agenda
- Finalize a caterer and menu
- Send “Save The Date” postcards or e-mails
- Develop class reunion website
6 Months Ahead
- Begin to publicize class reunion via blog, website, and newsletter
- Reserve any restaurants, banquet venues, parks, or other locations
- Request rates and finalize any group transportation (tour bus)
- Pay all required deposits
- Finalize any speakers
4 Months Ahead
- Print and mail formal invitations (ask about food allergies or special dietary restrictions)
- Begin collecting any class reunion memorabilia
- Begin developing registration process
3 Months Ahead
- Arrange for event staffing for your class reunion
- Reserve tickets for any group travel events based on RSVP’s and deposits
- Check on hotel room block pickup and adjust as needed
- Research and develop deceased classmates tribute
2 Months Ahead
- Start producing any souvenirs – videos, CD’s, books
- Create name tags
- Decide on nostalgic decorations
- Create photo slide show
- Reserve photographer/videographer
- Finalize agenda with a set schedule
2 Weeks Ahead
- Create a welcome packet with are information for attendees
- Organize a grocery list for snacks. Purchase any decorations from a party store or online.
- Finalize your headcount for your vendors. Let your caterer know about any special meal requests.
- Confirm with photographer
3 Days Ahead
- Shop for groceries.
- Arrange for required transportation for class reunion attendees
At the Reunion
- Collect contact information on attendees
- You probably already know this, but make sure to forget about this checklist and have some fun. You’ve earned it if you’ve gotten this far.
After the Reunion
- Send thank you notes to all attendees and vendors
- Upload all pictures to your website
- Send out post class reunion survey
- Return all borrowed items to rightful owner (Including photos, memorabilia etc.)
- Finalize class reunion budget
- Update alumni office on attendance numbers, provide class contact information and budget.
What should you do next?
Take a look at some of our other free downloads for a class reunion.