Tips for Successful Committees. Managing a committee effectively can be a challenging task. Listed below are a few tips to help make your committee successful. …
AHS
Reunion
Handbook
Basic Information for
Planning Class Reunions
By James C Ruud
First printing - February 2005
The intent of this handbook is to provide authoritative information about
the subject matter covered The reader should use his or her own judgment
regarding applicability of any of the ideas, recommendations and
suggestions found in this handbook to his or her specific circumstances
You are welcome to share this information with others
Thank you to Rosalie Seltz for proofreading this handbook and correcting
grammar and punctuation
Compiled and distributed courtesy of
Austin High School Alumni Friends Association
Preface to
AHS
Reunion
Handbook
Austin High School Alumni Stay Connected
The graduates of
Austin High School hold significant leadership positions
throughout the world All of these people combined form an amazing network
of business contacts and friends
Your graduating class itself offers a tremendous network of resources, plus
professional and personal contacts Meeting and socializing with your
peers add value to your educational experience and fosters your life-long
learning
Class reunions are popular events and have historically played an important
role at Austin High School AHS reunions represent the largest annual
gathering of AHS alumni No matter how far from home classmates roam, they
are always eager to return home and re-connect with family and friends,
former classmates and their alma mater Reunions happen because humans are
social beings, and therefore have an innate need to come together and
celebrate their lives as communal entities Reunions are special
gatherings that bring people together with particular tiesa common thread
that binds a group with a shared past While it is this common past that
draws them together in the first place, the reunion does more than
celebrate the past It also lays and strengthens the foundation for the
future
The AHS
Alumni Friends Association encourages you to maintain ties with
your former classmates and offers you assistance in organizing your special
events We can provide advice and guidance to you as you plan your
reunion, and have prepared this handbook for reunion chairs and committees
to provide the tools you will need in your planning
Jim Ruud
Chairman
AHS Alumni Friends Association
Handbook Curricula
|In the Beginning | 1 |
|Creating a Committee | 1 |
|Tips for Successful Committees | 2 |
|Committee Job Descriptions | 3 |
|Reunion Chair | 3 |
|Sub-committees |3 |
|Why and When to Have a Reunion |5 |
|Planning Your Event | 5 |
|Locating Classmates | 6 |
|Deciding on Date and Duration | 7 |
|Where?| 7 |
| | |
|Soliciting Suggestions | 8 |
|Deciding on Activities | 8 |
|Speakers |9 |
|Entertainment |9
|
|Unique Ideas |9 |
|Class Nostalgia |11 |
|Favors and Memorabilia |11 |
|Reunion Books |11 |
|CD-ROM Reunion Books |12 |
|Class Census |13 |
|Miscellaneous Planning Tips |13 |
|Typical Reunion Programs |14 |
|The Price Tag |14 |
|Refunds for Reunion Activities |15 |
|Fundraising |15 |
|Mealtime |15 |
|Potluck |16 |
|Catered |16 |
|Communal Cooking |16 |
|Private clubs, hotels, restaurants |16 |
|Alcohol Policy |16 |
|Additional Reunion Tips |17 |
|Tracking Expenses |17 |
|Finalizing Critical Details |18 |
|Participation Goals and Strategies |18 |
|Communications during your reunion year |19 |
|Sending Official Invitation |21
|
|Collecting Money |21 |
|Registering Classmates |22 |
|Sending a Reminder |23 |
|Confirming Attendance |23 |
|The Home Stretch |23 |
|Reunion Packages |23 |
|Potential Problem Areas |24 |
|Show Time |24 |
|Registration/Welcome Desk |24 |
|For the Record |25 |
|During the Event |25 |
|How to Plan Fun Games |25 |
|After the Event |27 |
|Wrap-up Meeting |27 |
|Wrap-up Communications |27 |
|How to Plan an Affordable Reunion |28 |
|How to Plan an Intimate Reunion |28 |
|Role of the Alumni Association |29 |
|Sample Class Census |30 |
|AHS Alumni Friends Association |33 |
|AHS Alumni Friends Association Membership Form|34 |
|AHS Distinguished Alumni Awards Nomination Form |35 |
|AHS Alumni Information Form |37
|
|The Class Reunion |38 |
|Donations to Endowment Funds Form |39 |
|Class Notes |40 |
In the Beginning
As with everything else, it all begins with a seed and the idea in
someones mind But in order for that seed to germinate and take root, it
needs a great deal of help Unless you are considering a very small
reunion or enjoy a great deal of punishment, you should immediately enlist
a few kindred spirits to form a reunion committee In fact, the success of
a class reunion depends in large part on the active participation and
commitment of class volunteers Reunions are typically planned by a
committee, led by a reunion chair or co-chairs Classes have found that
having a large, active committee not only makes reunion planning easier but
also encourages participation in the reunion
Whether you are planning your first reunion or your tenth, your reunion
committee needs to create something special to entice classmates to come
back for their reunion
Creating a Committee
It has been said that the camel was created by a committee asked to design
the horse
The keys to creating
a successful reunion involve an efficient reunion
committee and as much advance planning as possibleat least a year minimum
18 months are better yet As simple as this may soundit really is
important Too many reunions start too late The reason is that many
people have to save money to travel, and some have to reserve vacation time
at work This follows from the basic premise that everyone has the right
to attend his/her own reunion The best reunions are planned as the
previous reunion is ending
Committees are important They help pool talent and spark creativity
However, they often get off track to ineffective results To help your
committee be more effective and productive, have a mission statement and
goals or purposes clearly defined, set agendas for each meeting, make
commitments to action, and hold those who have made commitments accountable
for results Committees that discuss and further discuss and never take
action are an unproductive use of resources
To plan an event successfully, you need to identify the key organizers and
establish a working committee to coordinate the entire event An active
group of doers is a necessity for a successful reunion This is the
crew
that will steer the reunion ship from home port to the very end of the
cruise “ through storms, mutinies, and yes, all those sunny days, too
Theres no denying the hard work involved, but neither is there a reward
quite like the deep gratitude and warm smiles of all those happy
classmates
You also need some idea people and new people so that you dont get into a
rut
It is desirable, but not essential, that the reunion chair live in or near
the reunion location Most classes choose someone who has experience as a
reunion committee member or who has been a class officer
1
The reunion chair is responsible for recruiting committee members Select
a reunion committee of 5 to 10 alumni, depending on the size of your class
and the size of the event Reunion chairs use a variety of techniques to
recruit committee members
Some chairs send a letter or make personal phone calls to ask specific
classmates to join the committee The most effective committees are those
that are well organized and involve a broad range of classmates Assigning
specific responsibilities to committee members will help clarify their role
in the reunion planning process
and will position your committee for
success
Generally, the reunion committee chair and the treasurer should not be the
same person
Here are tips on how to put a committee together:
Ask reliable friends to help out first
Send an email asking for volunteers
Find classmates in the city of the reunion location to help
Tips for Successful Committees
Managing a committee effectively can be a challenging task Listed below
are a few tips to help make your committee successful
1 Assign specific responsibilities to committee members Based on the job
to be done, determine what qualities are necessary and select a committee
member for that role who is a good match Effective delegation can help
a committee reach its maximum potential To make delegation work for
your committee, the chair should give clear instructions, grant the
necessary authority and inform members of resources and information
available to assist them in their tasks
2 Establish goals for your reunions Setting goals can help provide focus
to the work of the committee Goals may be finding missing classmates,
reunion attendance, etc
3 Establish effective communication within the
reunion committee Reunion
committees should determine the best way to communicate with one another
to share information and report on progress Conduct regular in-person
meetings These meetings can be supplemented by other communications
such as sub-committee meetings, conversations between the chair and sub-
committee chairs, or use of a committee email list
4 Make the most of committee meetings It is important to use this time
well
Define the purpose of the meeting and set an agenda
Distribute the agenda and necessary background materials in advance
so members will be prepared
Keep the conversation focused on the topic and encourage group
discussion to get all points of view and ideas
Write up and distribute minutes, including action items and
delegation decisions, within a few days of the meeting
2
5 Recognize accomplishments Your reunion will be a success because of
your efforts Take the time to recognize individual and committee
accomplishments and acknowledge milestones in your planning Be sure to
thank classmates who are involved for their
assistance
Committee Job Descriptions
The reunion chair and committee members all have specific responsibilities
that contribute to the success of the class reunion Providing job
descriptions can help insure that the chair and committee members
understand the responsibilities of their position Job descriptions for
common reunion committee positions are listed below
Reunion Chair
Appoint committee members and sub-committee chairs Because one
person cannot accomplish the planning and implementation of a reunion,
the reunion chair should recruit capable and reliable classmates to
serve on his/her committee
Organize and manage reunion committee meetings Frequency of meetings
varies, but experience has shown that chairs need to hold committee
meetings at least monthly during the year of the reunion
Oversee sub-committees and monitor their activities to ensure that
tasks are completed on time
Develop a reunion budget with the Finance Committee Chair
Authorize expenditures related to the reunion and give bills to the
Financial Chair for payment
Coordinate with the Publicity and Communications Chair to plan and
send class reunion mailings
Sub-committees
As you begin your planning process, organize your committee into sub-
committees Even if each sub-committee consists of only one person or a
single person takes on more than one sub-committee, it will help spread the
responsibilities, insure a more manageable workload for each organizer, and
keep people accountable The following sub-committees are the basic ones
that any committee should have, but feel free to add and subtract to suit
your own needs:
Food Beverage: Members of this sub-committee will plan the menus
and be responsible for providing all food and beverage for the reunion
Activities/Social: This group is responsible for planning and
organizing all the events that will take place at the reunion It
will also send invitations to speakers/special guests, plan
decorations and entertainment, and greet classmates as they arrive at
events
Finance: Perhaps the most important of all, this person will be
responsible for collecting and keeping records of all monies involved
They work with the reunion chair to prepare the budget, keep an
accurate record of
bills that have
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been paid, and be responsible for the bank account The treasurer
also signs
contracts on behalf of the committee and, after the reunion, prepares
a budget report for the reunion chair/committee Previous
accounting/bookkeeping experience would be an asset
Classmate search: This group is in charge of locating classmates
Fundraising: Necessary only for larger reunions whose activities
require more funds than can reasonably be covered by registration
fees A part of the responsibilities of this committee would be
donations for class gifts
Logistics: This group will be responsible for all arrangements
regarding locations for activities, hotel reservations, transportation
arrangements, etc Since this is a heavy load, preferably it should
be a shared responsibility
Publicity and Communications: One of the best ways to encourage
participation is to develop a strategy for marketing your reunion to
your class Getting the word out in a variety of ways will help you
have a successful reunion Have a committee member who is
computer
literate and loves to write do a press release in local newspapers
regarding your upcoming reunion Dont forget radio and TV stations,
cable companies, online alumni sites, and notices in PS THE POST
SENTINEL All correspondence, newsletters, flyers, telephone calls
and any other form of communications with classmates are the
responsibility of this group A part of this group are the following:
o Webmaster: The webmaster is responsible for creating and
maintaining the class web page In a reunion year, the page
should be updated regularly to disseminate new information about
reunion plans when details become available The webmaster
should work closely with the committee to ensure consistent
communications to the class
o Email List Editor: The email list editors duties revolve
around electronic communications with the class This is
particularly important in a reunion year, as email is playing a
growing role in the class reunion communication strategy
Committee chairs should also keep the email list editor informed
regarding plans for the reunion and the reunion gift campaign
The email list editor works closely with the committee,
especially the webmaster, to ensure consistent communications to
the class One person sometimes serves as both secretary and
email list editor
Secretary: Maintains records, takes notes at the reunion committee
meetings, puts all names of class members in a database, makes mailing
labels, creates an email list, etc
Reunion Book Editor: Meets with reunion committee to discuss style,
production, and budget and develops a cover letter, biographical form
and/or questionnaire, which will result in the publication of a class
reunion book or CD-ROM
Memento Chair: Researches an assortment of items and chooses items to
be given as class mementos during the reunion and consults with
reunion chair and finance chair on the price of the items
Other committees can include a kids games coordinator, babysitters,
set-up and clean-up coordinator, etc
4
Get organized Set-up a binder with sections for each of the
following:
copies of
Invitation list and invitations, copies of contracts from hotels, a list of
activities planned, reunion timetable and to-do-lists, etc
Dont ignore the internet How about creating a class reunion website
and/or email address?
Timelines help the committee stay focused on what needs to be done as well
as when Set a timetable for what is to be done, by when, and by whom
Distribute this timetable to everyone, on every committee, so all know what
is going on and what is expected Dont forget to create a communications
timeline as well, so that your classmates receive information in an
organized and timely manner
Why and When to Have a Reunion
In addition to holding more frequent get-togethers, many alumni members
realize it is important to consider the major anniversary years as must-
do reunion opportunities These are those significant years when alumni
from all over the globe will want to return
to Austin to catch up on the comings and goings of their classmates
Benchmark years are usually considered to be the 10-20-25-30-40 and 50-year
reunions
One potential rallying point for your reunion is a challenge to your
classmates to give back to your school
Organizing a reunion as a
fundraiser for the school will help to ensure continued growth and
prosperity for current and future students We have included a pledge form
at the back of this handbook for this purpose, and/or you may call the
Alumni Office at 507 433-0433 for assistance Why not consider a
donation to the Austin Public Education Foundation or a scholarship award
in the name of your class, for example? And dont forget to join us as a
member of the Austin High School Alumni Friends Association The
benefits you received are outlined on Pages 33 and 34 of this handbook
Another class challenge for you to consider is to ask all classmates,
whether attending or not, to write a brief Mini-Bio to share in the
alumni newsletter We publish PS THE POST SENTINEL on a regular basis,
which outlines alumnis career paths, family updates, travels, and other
activities We have included a form on page 37 of this handbook to update
biographical data
Remember, the Alumni Office is available to answer your questions and
concerns as well as to offer advice and guidance In addition to the
points in this handbook, we will share our experiences with you as
requested Feel free to contact
us
Planning Your Event
Once you have your committee together, the next step is to plan your
events Reunions are planned to give classmates a full schedule of
activities ranging from learning, networking, sightseeing, and catching up
with each other Committees should plan
activities that encourage participation It is important that you keep an
open line of
5
communication with your committee treasurer during the planning process so
that you
can plan events that your class can afford That will save time during the
decision-making process
Budget
Before looking at venues, choosing meals, or planning entertainment, set a
per-person pricing goal for what you would like to charge for your event
For example, if you know that you would like to create an event priced
around 50 per person, the committee can focus on the needs of that event
for that price Working with the committee treasurer, the committee can
determine how many events can be planned and what the cost of each will be
This will also help determine if your class can help subsidize some events
out of the treasury
Types of Events
With a rough budget set, what type of activities do
you want to offer your
classmates? The sign of a successful reunion is when classmates dont want
to go home
Conduct your first meeting to brainstorm and develop an initial plan Many
different types of events can be organized Whether its a bar night, a
sporting event, a dance, a dinner or dozens of other possibilities, you
will need to plan the details to ensure the event goes smoothly
Some rules-of-thumb as you begin your planning:
The farther your participants are coming from, the more lead time you
need to give them They will need to arrange for vacation time and
save the dollars they will need
The farther your participants are drawn from, the longer the reunion
tends to be Surely one would not expect participants to travel from
overseas or the other end of the country for a picnic
The larger the event, the more planning time it requires
Locating Classmates
You need to generate a mailing list The committee can brainstorm to come
up with as comprehensive a list as possible Class lists in school
archives, yearbooks, and even retired teachers can be of assistance Often
the list will continue to grow as more people find out about the
reunion
If you have the use of a computer and a willing helper with computer savvy,
you will save a great deal of time and make your life a lot simpler by
creating a database Once the database is in place, you can generate
mailing labels and as many lists as you care to You can also
Post a reunion notice in PS THE POST SENTINEL
Contact the Alumni Office to help locate classmates at 507 433-0433
or pubedfoundation@austink12mnus
Call all classmates with whom you have stayed in touch
6
Ask classmates to contact their alumni friends
Contact classmate family members in Austin or elsewhere
Use whatever other facilities are available, eg, search programs
available on the internet
Make a list of missing classmates and begin a more extensive search to
locate these people
Deciding on Date and Duration
Almost the first thing you have to settle is the dates of the event
Obviously you will want to go with a date that suits the majority of
classmates However, the decision may not be quite as simple as just
picking a date It will certainly be determined by what venues are
available for your activities and
accommodations It may take a few
telephone calls and a few days of waiting before you can finally settle on
the most ideal date Of course, no matter what date you choose, it will
not suit absolutely everybody When organizing an event, allow as much
advance time as possible to prepare Some committees begin preparations 18
months before the reunion if it is a large-scale event For smaller
gatherings, a few months of planning may be sufficient
Be sure to choose a date, time and season that are suitable for the type of
event you choose Summertime is generally the most popular because of the
ease of taking off work and school for most families If attendees are
retired, other times of the year may work just as well Verify that your
event does not conflict with another upcoming event The duration of your
reunion will depend on the number of activities you want to have The
reunion can range from one major event on a single day to a gathering that
runs over a weekend or a few days with a wide variety of activities
Where?
This is the next major decision First you have to decide where your
reunion will be held and then scout that location for specific venues for
individual
activities Locations should fit the theme of the event and
accommodate everyone While researching venues, keep in mind how you would
like the room setup When scouting out the best location, consider package
deals including room, food and beverage If booking at a hotel, speak
directly with the Director of Sales and negotiate a group rate Call well
in advance to reserve the venue for your preferred reunion date Ask about
any initial deposits up front and inquire about the refund policy
Remember to get everything in writing
Other reunion location ideas include Austin High School, Riverland
Community College, church halls, private club facilities, community
centers, arenas, museums, historical buildings, parks, fairgrounds, civic
theatres, bed and breakfast inns, restaurants, hotel ballrooms, golf
courses, JC Hormel Nature Centerany place beautiful, interesting or
romantic in the area
Send out a Save the Date flyer or card to remind attendees to calendar
the date
This card/flyer should be sent out as soon as you have solidified your date
and location
7
for the reunion, preferably one year before so that classmates can make
arrangements to
attend Include a missing classmate list and ask people to
respond if they have any information about the lost alumni This is not
the official invitation which should be sent out about six months prior to
the actual reunion date, but will serve as a reminder of the date
Soliciting Suggestions
Gather ideas for the reunion event and discuss whats best for your group
Ask classmates to submit suggestions to the reunion committee You
have been given the responsibility to plan a reunion for everyone in
your class One of your goals should be to have high participation
The types of events you plan can affect attendance Asking your
classmates what they would like to see happen during your reunion will
help in your planning and ensure events your classmates will enjoy
Post announcement in PS THE POST SENTINEL asking for suggestions
Deciding on Activities
This is probably the most challenging task, but because you are dealing
with people who know each other and are of the same age and quite often
share the same interests, this makes the challenge easier Based on the
ideas you have gathered as a committee, you can now put together a program
Many different types of events are
possible Your reunion can offer a variety of activities, or you can have
one major event It is also important to remember that if you are planning
to invite a prestigious speaker or well-known individuals, you should
provide as much advance notice as possible Some reunion events can be
held at Austin High School You could also arrange an event that
piggybacks with a school event such as Homecoming or a community event
such as the Spamtown USA Freedom Fest Here are some ideas for possible
events:
Formal dinner dance
Potluck dinner
Picnic
BBQ
Noon luncheon
Tours provide sightseeing opportunities for classmates AHS and
the Alumni Association can help arrange a variety of class-specific
tours, such as
o Tour Austin High School AHS Alumni Museum Its amazing
what memories and stories come back and are shared
o Tour the renovated Wescott Athletic Complex
o View the video Reflections, a History of Austin High School
o Participate in events organized around AHS
Other tour ideas include
o Spam Museum
o Historic Hormel Home
8
o JC Hormel Nature Center
o Historic Paramount Theatre
Sporting events
Night at a local sports bar
Golf day
Bowling
Tennis doubles event
Also check with the Austin Convention Visitors Bureau regarding possible
activities and visitor Welcome Bags
Speakers
Classes are encouraged to schedule a presentation by an AHS administrator
or a member of the faculty during one of their class events This gives
the class an opportunity to hear more about what is happening at Austin
High School AHS and the Alumni Association can assist you in recommending
speakers and inviting them to the class event Requests for faculty
speakers should be made early in your planning process
Entertainment
Music can provide the right atmosphere for your event Think about what
would fit your needsperhaps a CD player, podium, and speaker system are
all you need If you have a more formal event, a DJ or live band may
provide that special touch Dont forget about a Master of Ceremonies
As you celebrate your various reunions, it is easy to get in a rut Try
new things every time
so as not to become repetitious and boring There is
no right or wrong in this game “ just whatever works best for your class
Unique ideas for your class reunion:
Choose a Class Reunion Theme and make sure this theme is evident in every
detail throughout your festivities, from invitation to activities The
theme sets the tone of your reunion and can lead to a great time Events
from the past, musical eras, fashions of a particular decade - all can
serve as stimulating themes that permit endless variations and encourage
creativity For example, one reunion chose a Hi Ho Silver theme and had
hay rides, western themed food, decorations checkered tablecloths, etc
Class reunions are a specific example of events that are organized around
an anniversary When all else fails, use a Return to AHS Austin theme
Develop design a Class Logo to be used on all correspondence
letterhead, envelopes, registration forms and also on any class mementos
like T-shirts, coffee cups, key chains, etc
Make Name Tags for all attendees On the name tags, have a photo of the
person as shown in the senior yearbook so people can identify each other
more easily if it is not cost-prohibitive
9
Use different colored name tags for class members and spouses/guests
to make it easy to tell who is who For the spouses/guests, you might
consider having the name tag, along with spouse of __________ or
guest of _________ Fill in the blank with your classmates name
Have extra blank name tags printed so you can use an indelible
marker to write names of last-minute arrivals
As we get older, it gets hard to see small print Make sure the names
especially the first name on your name tags are big enough to be
seen from a distance Many name tags have the first name printed much
larger than the last name
Use name tags with magnetic fasteners instead of safety pin fasteners
or clip fasteners
Have a welcome night that is very casual and intimate where classmates can
come for drinks, light snacks, etc A restaurant or any other place where
you used to hang out during your school days is perfect for this
As attendees enter the main event, have a reunion billboard with
memorabilia, awards, news clippings, yearbook photos, etc, from your
class
Place disposable cameras at every table and continually
have your
DJ/Band/MC make announcements reminding attendees to take candid photos of
each other Or maybe you just want to designate someone to take photos or
to hire a photographer Once the reunion is over, post photos on a website
and send links to all classmates, or
Produce a reunion Keepsake publication with a sampling of photos and
directory for alumni Ask attendees to send alumni histories with their
RSVPs Create an inexpensive Memory Book with then-and-now for each
student, or
Prepare a slide show or video compilation for the main event Ask
attendees to send their own clips for inclusion and return all clips at the
event
Balloons are an inexpensive way to decorate for reunions Decorate the
center of tables with balloons in school colors and relics from your school
era Also consider centerpieces
Talk to your DJ/Band/MC about ideas they have done at previous class
reunion
parties One DJ dismissed tables for the buffet by asking trivia questions
unique to the school and class For example: Who got booted out of
English class and sent to the Principals office for writing notes too many
times? What was our class prom song/theme? etc
Have your DJ/Band feature songs
from your era or bring your own stereo or
boom box and play modern CDs as well as favorites from your school years
Have a caricature artist come and do classmate portraits during your main
evening event
If there are classmates too ill to come, create giant get well cards and
have everyone at the reunion sign them
10
Be sure to recognize those deceased members of your class that are gone
but not forgotten Perhaps have a Memorial Board that may include
pictures of deceased classmates and place a bouquet of flowers by it
Be sure to recognize Classmates Married to Classmates
Class Nostalgia
Class nostalgia can make a reunion special as well as bring out qualities
that make your class unique Whether it is having a AHS yearbook at events
or a t-shirt with a class design on it, items that can spark memories will
foster good feelings about getting together
Another way classes can incorporate nostalgia during events is by singing
school songs or a song your class is endeared to Classes can take
advantage of AHS locations that hold an important memory for classmates as
well
Favors and memorabilia
Many classes have mementos at their reunion to
set a special mood or
spotlight a particular memory from days gone by
When considering a reunion memento, keep your budget in mind Decide
whether you want to subsidize the cost of the memento and what price range
is within your budget Some classes give a memento as a gift to all alumni
who attend their reunion Other classes make the memento available for
purchase
Below are some items classes have used to build nostalgia at reunions:
Class directories
Reunion books
Coffee cups or glasses
Key chains
T-shirts
Photos or Photo CD-ROMs
Coasters
Hats caps
Reunion Books
The reunion committee should decide well in advance of the reunion whether
or not to publish a class reunion book
A reunion book is generally published for milestone reunions, such as 10th,
25th, 40th, and 50th If you decide to publish a book, an editor should be
chosen He/she should be selected on the basis of ability, interest, and
time Editorial and technological experience is a great help
11
The class reunion book may be an expensive undertaking for the committee
both in terms of time and money, so plan and budget carefully
Decide how
you will distribute your book in person at the reunion or mailed after the
reunion and who will receive the book only those who attended the reunion
or everyone These decisions will influence your production timeline and
your budget Select a printer and decide on style, layout, pictures, and
costs Investigate cost-effective printing and binding options “ many
small copy shops can produce a fine book at a fraction of the cost of a
commercial printer
The editor should plan a biographical form or questionnaire that should be
mailed to the class no later than the fall before the reunion include a
return envelope Plan to use your class website and email list to help
market the effort and allow classmates to submit information
electronically Plan a follow-up postcard mailing or email message to
encourage those who have not returned the bio form to do so
In general, a bio form asks alumni to provide information about career,
family, hobbies, and other personal activities It typically provides
space for photos Often classes choose to post a then, with option for
now, or candid family photo
Be sure to make arrangements for distribution of reunion books by mail or
in
person to classmates who should receive a copy
The committee should also make arrangements for storing extra copies
The AHS Alumni Museum has an archive that may be able to provide relevant
historical information, photos, and news articles for your project Alumni
may schedule appointments to visit the archives or to discuss their
project Please provide two copies of the book to the AHS Alumni Friends
Association for archival purposes
Other Reunion Book resources
American School Pictures will have a photographer at your reunion to cover
the event and take portraits of alumni and their guests Photographs of
all participants attending the reunion plus activity and candid photos will
be used to compile a pictorial reunion book There is a charge for this
service For more information, contact:
American School Pictures, Inc
Reunion Division
4650 Beidler Road, Willoughby, Ohio 44094-4603
216 975-4477
CD-ROM Reunion Books
Reunion committees can create CD-ROM reunion books instead of a traditional
print version Among the benefits are cost savings and flexibility
with
creative efforts Producing a CD takes a dedicated committee effort
The CD-ROM book puts the best of the print book onto an interactive CD-ROM
It may contain text, the class census results, photographs, and video and
audio interlaced together to provide a memorable experience The class
provides copies of the pictures,
12
videos, sound clips and any other media required for the development of the
CD-ROM Be sure you know the required format for pictures, video, sound
clips, and computer files so that classmates can supply the proper
materials Just as the cost of traditional print books depends on many
variables, so does the cost of CD-ROM books
Because producing a CD can be a complex process, we highly recommend
appointing members of the committee who are familiar with technology to
spearhead the effort They will be able to best determine their level of
expertise and if the committee can successfully complete this project on
its own, or whether it should involve a production company
Class Census
A class may also choose to develop a questionnaire class census, seeking
data from which to compile class statistics or a class profile
The class
census can range in tone from serious to comical, and in format from
multiple choice to short answer A sample class census is included on pages
30, 31 and 32 of this handbook
Census forms can be mailed to your classmates, or you could consider
posting the questions on the class website Classmates should be
encouraged to complete the form whether or not they plan to attend the
reunion Depending on the nature of the questions, you may receive a
greater response if census forms are anonymous
Responses should be returned to a dedicated committee member for
tabulation
Compiled class census data can be shared with the class in a variety of
ways The results can be presented at the reunion, included in the class
reunion book, posted on the class website, or mailed after the reunion to
all classmates
If you are including the results of the class census in a class reunion
book, the census form should be sent, along with the biographical form, in
a mailing no later that the fall before your reunion to allow time for
follow-up marketing and to collect data
Miscellaneous Planning Tips
Create, assemble and print program booklets
Sell advertising in your Class
Directory/Memory Book
Find sponsors and/or businesses/companies to provide door prizes and
awards for the event Businesses can receive logos and advertising in
the reunion event schedules, directories, etc, in exchange for their
donations
Send out thank-you notes to contributors and sponsors
Make multimedia presentation of class memories and past reunions
Make a class reunion video
Distribute a class newsletter every six months or so
Keep up with the latest thinking on reunion planning Ask for help The
Alumni Association can provide assistance in a variety of ways If you
dont ask, you dont get
13
Typical Reunion Programs
Pay attention to the details and logistics Great ideas are useless if
they are unaffordable or undoable or require significant resources to
accomplish The old KISS approach still holds Remember, all of the doers
are volunteers with a life outside this activity
One-day event: A single-day event will usually consist of a single meal-
related activity, such as a picnic, BBQ, or dinner/banquet There may also
be some group activities during the day eg, talent show,
musical
entertainment, or a campfire at night
Weekend event: Plan an entire weekend around your reunion festivities,
since many attendees will be traveling from out of town solely for the
event Have a welcome night mixer that is very casual and intimate where
classmates can come for drinks and light snacks These are used to welcome
classmates back or to set the mood for later events This may be on Friday
night with registration and a non-structured evening A local bar or small
restaurant where you used to hang out during your school days is perfect
for this Take advantage of this event type because it is very easy to put
together and relatively inexpensive
The main banquet or gathering is usually held on Saturday evening, with the
day given over to golf, games, tours, etc The banquet may be followed by
musical entertainment perhaps with classmates participating, class
trivia, awards presentations, etc
Most weekend events begin Sunday with a group worship service If this is
not a scheduled activity, time should be allotted for individual church
attendance More often than not, the worship service is followed by a post-
reunion brunch or picnic, which becomes the farewell
activity of the
reunion
Dont over program Leave lots of free time so that the reunion attendees
can relax and visit with each other Pay attention to non-AHS spouses and
guests reunion attendees and have a reason for them to attend Remember,
they may not be interested in seeing old AHS classmates or going to AHS
functions
The Price Tag
When setting a reunion budget, the reunion committee must decide whether
the treasury is able to subsidize any of the reunion expenses or whether
all costs need to be passed
along to members of the class The reunion should stand on its own unless
someone wishes to underwrite some or all of it Consider your style,
budget, and all economic levels of reunion attendees Just about anything
you plan is going to have a price tag attached to it, but the trick is to
keep overall costs manageable for everyone Budget each activity and stay
within it If there is a surplus at the end, put it in the class treasury
Reunions should be run in a businesslike manner Clearly state what the
price of an activity includes dinner, music, open bar, etc
14
Prices for class events are often set to cover the meal price at a
minimum,
and in many cases these events are completely self-supporting Bar service
and alcohol can be a considerable cost for classes Your event should
determine the appropriateness of cash versus open bar If your class is
producing a reunion book or CD-ROM, you must decide whether you want to
send this memento to classmates without a charge or to just those
classmates who have pre-ordered and pre-paid
Setting a realistic budget at the outset and then living by it is an
important tool for keeping costs under control If reserving a block of
rooms at a hotel or other venue, be sure to negotiate an advantageous deal
Reunions planners suggest that you have specific numbers at your
fingertips and are well-organized when you begin your negotiations Be
sure to let the property manager know that you realize you are bringing
them a valuable chunk of business And make it clear that you are shopping
around And do so
You should be able to get a preferred room rate as well as a few other
perks, such as a free meeting/hospitality room, welcome beverages upon
arrival, and a discount on your banquet if you choose to hold it at the
same venue Of course, your bargaining position would be
stronger if your
event was at a time other than the propertys peak season Use similar
bargaining tactics when negotiating a banquet or major reunion meal
Refunds for Reunion Activities
If a member of the class cancels his/her reservation before the
cancellation date, a refund is usually issued After the cancellation
date, all refunds are at the discretion of the reunion chair and treasurer,
and alumni seeking refunds are directed to them
Fundraising
This is not an activity that most reunion organizers will have to delve
into, especially if you are able to keep costs manageable Since T-shirts
are considered a staple at most reunions, much like a name-tag, they are
usually sold at cost However, by marking them up a dollar or two, you
will be able to collect a few additional dollars that could be used for the
inevitable gratuities and stipends that are often forgotten about during
the budgeting process or for a little something for the clergyman who is
kind enough to participate in your reunion
Mealtime
There are different types of meal situations you can plan Depending on
the event, you
will need to determine if you would like your meal served buffet-style, pre-
set, or
plated Remember to plan for vegetarian, kosher, low-salt or low-
fat alternatives to accommodate all of your classmates needs Naturally,
the method you choose will depend largely on the number of participants you
gather as well as the flavor you wish to give your event Breakfast,
brunch, lunch or dinner are times when classmates can socialize and just
hang out There are several options to choose from
15
Potluck: If a picnic is part of your reunion either as the primary
activity or as just one of the activities, you may choose this option
This is a very simple and inexpensive choice that has the added bonus of
making everyone feel involved as well as adding spice and variety If,
however, the picnic is only one activity of a multi-day event, there will
likely be participants from out-of-town who will not be able to prepare
food The option of purchasing some food items, purchasing non-cooked
items such as beverages, disposable plates and cutlery, etc, or making a
cash contribution should be made
available to them Of courses, the potluck option can also be used
successfully for an evening meal If the group is either unable or
unwilling to
incur the expense of an elaborate catered meal, a potluck
supper can be every bit as enjoyable, and perhaps more so, for its more
personal touch
Catered: You may consider having your main meal or banquet catered
Naturally this will be more expensive than the potluck option, yet there
are many types of catered meals, too While the banquet at a hotel or
restaurant is probably the most expensive route, there are other less
expensive options as well
You can rent a community or church hall and have the meal catered by a
professional catering company or a local service club There are church
and community based womens groups that cater to such events rather
inexpensively If your reunion is a smaller one that will be held in a
private home but the hostess would rather not do the cooking, you can still
have food brought in by a caterer or a service group Or perhaps you can
order the meal as a take-out from a local restaurant Remember to add
gratuity and tax to all food and beverage if the event is catered
Communal Cooking: This option refers to a team of people from the reunion
group getting together in someones kitchen preferably a large one or the
kitchen of a rented hall to
cook the meal for the entire group A backyard
BBQ would be a special form of communal cooking, where one team does the
barbecuing while others provide the salads, breads, desserts and beverages
In order to keep the costs uniform for all participants, perhaps everyone
can pay a set fee, which will be used by a separate team to purchase all
the necessary foodstuffs for the meal
Private clubs, hotels or restaurants may be the easiest to consider: They
offer complete service and facilities and can generally coordinate all
aspects of your reunion However, you must conform to their availability
and scheduling
Private homes and gardens can offer more flexibility with regard to
personal desires and time schedules
If this is a family-friendly event, dont forget to include childrens
pricing
Alcohol Policy
We all want to be assured that we are taking consistent, appropriate, and
reasonable steps in the use of alcohol The following guidelines are
recommended when planning reunion events:
Events need to conform to local regulations and/or restrictions
regarding serving alcohol
16
Do not serve alcoholic beverages at an event; this
should be done by
an
establishment that has a liquor license restaurants, hotels,
professional
caterers
Be aware that if your class hosts an event in someones home or
private property, the property owners insurance will be the primary
object of any possible claim
Non-alcoholic beverages should be made available
Food should be available at any event at which alcohol is being served
Additional reunion tips
Consider a central place easily accessible to most attendees
Make sure you see the actual room where your events will take place
During your site inspection, ask size of table - 5-foot round, 6-foot
round, 8-foot banquet - and determine how many seats you can fit
comfortably at a table
Is a security deposit required? If so, how much? When is it
refundable?
Are there discounts on certain days of the week?
If outside, are there heaters provided?
Can you bring in your own caterer, or do you need to use theirs?
Are there restrictions on alcohol? If you bring your own, is there a
corkage fee?
Discuss the menu selections and per person cost Does it include tax
and service charge?
Can you order a cake through the property? Can you bring your own?
If you do, will the facility charge a cake-cutting fee?
Food stations and buffets encourage people to get up and mix and
mingle more than a sit-down, served meal
Make sure you have adequate serving staff
Find out what equipment is included and what would be extra For
example, are linens, set-up and clean-up included? Do you need to
rent a dance floor, microphone, sound system, etc? What other
audio/visual requirements might
be needed? How much are they?
Check out music restrictions
If you hire a band, make sure that there is adequate staging, lighting
and power for instruments
Are decorations and flowers handled separately, or are they provided?
If you bring your own, will their staff set them up? If not, at what
time can you gain access to the room to decorate? What are the
decorating restrictions?
Are there adequate rest room facilities for your gathering?
Confirm parking: Is there enough? Is it handicapped accessible? Do
you need to arrange for a valet?
Know exactly
how long you may have at the facilities and when you have
to end your event Make sure this time is in writing from your site
coordinator
Tracking Expenses
Track expenses to calculate an accurate total cost for the reunion
Covering your costs is crucial to the success of your event
17
Most facilities will provide you with a cost estimate for the activity you
are planning
Open a checking account beware of Dormant Account service charges
that drain your account between reunions
Create a spreadsheet to track income expenses remember to list all
expenses pertaining to the event
Calculate a fee for each classmate
Finalizing Critical Details
Double check all details:
Reunion theme
Reunion date
Reunion time
Reunion location
Reunion activities
Reunion costs
Confirm availability of any special guests
Keep the owner or staff of the venue informed throughout the planning
stages, whether the event is in a classmates backyard, hotel, country
club, etc
Participation Goals and Strategies
Your reunion committee has planned some great events So how do you get
your classmates
to attend, and why should they care to? Classes have
discovered that some terrific benefits result from high reunion
participation Consequently, reunion committees now spend as much time
crafting a strategy to increase reunion participation as they do planning
events
Reunion participation goals
Record attendance at a reunion
Encouraging participation in events in non-reunion years
More complete records of contact information including email
addresses for the class email list
Greater number of visitors to class web page
Greater number of submissions to PS THE POST SENTINEL
High participation generates some great benefits, such as
Stronger connections between classmates
A strong class identity
Establishment of class traditions
More people mean more fun
18
Creating a participation strategy
Classes have discovered that the best way to encourage high participation
in their class activities is to develop a participation strategy A
participation strategy is all about communicationstelling your classmates
about the wonderful events youve developed This communications can be
divided into two
categories
The first type of communications is directed to the class as a whole, such
as
Print/direct mail
Email via your class email list
Class web page
Notes in PS THE POST SENTINEL
The second type of communications targets individuals Examples include:
Telephone communications
Networking ie, reunion invitations extended through personal
contact with friends via telephone or email
Classes with the best participation are those that do a little bit of
everything on this list Then they tweak it They choose one or two
elements that they think classmates will respond to and put special
emphasis on those elements
Tools to build the foundation of your strategy
Very often classes begin planning their participation well in advance of
their reunions You want to make sure that the tools to execute a
successful participation strategy are in place Some of these tools
include
A high percentage of email addresses on the class email list
Updated class web page
Active class secretary and webmaster
Small number of classmates without contact information missing
classmates
Although this should be an ongoing effort, the year
before your reunion is
a good time to make sure you have these tools in place
Communications during your reunion year
As your reunion year approaches, it is time to finalize your strategy for
communicating with your classmates Each communication method has
advantages and disadvantages associated with it Consider what you are
trying to accomplish when putting the elements of your communication
strategy together
What information do your classmates need and when do they need it
eg, accommodations and registration information?
19
What messages and information do you want to convey to your classmates
eg, details about class reunion events, reasons why they should
come to the reunion?
What is the best method of communicating this information?
Direct Mail
Direct mail is an effective way to reach the entire class, as classes often
have more mailing addresses then telephone numbers or email addresses One
of the advantages of direct mail is that you can get information in front
of classmates without requiring any significant action on their part A
letter can include details about reunion events A postcard
announcing the
dates of the reunion can be posted as a reminder to register
Classes have effectively used email lists to encourage participation and to
update class members on new developments Like direct mail, email is an
easy way to get information in front of a large number of classmates
without requiring any significant action on their part Email is
particularly effective when used in combination with the web A short
email can be used to generate excitement and direct class members to the
web for additional information or for taking action, like registering for
the reunion online
Web
The web is a great tool for providing detailed information to your
classmates about your reunion However, members of your class must
actively seek out the information For that reason, the web is most
effective when used in combination with other communication tools For
example, in your direct mail and email communications, you can describe the
reasons to come to the reunion and then refer class members to the web to
register or find additional details
Each class is encouraged to develop its own web page A class volunteer
should be recruited to design and maintain the page
PS THE
POST SENTINEL
Many alumni read the alumni newsletter, PS THE POST SENTINEL This
provides committees with the opportunity to communicate with class members
two times a year The reunion chair should coordinate with the
communications sub-committee to include reunion dates and other pertinent
information in PS THE POST SENTINEL
Telephone Communications
Although broad-based communication with your class is important, the most
effective way to encourage participation is often peer-to-peer contact A
fun way is to organize a group of volunteers to call classmates and
encourage reunion attendance
20
Networking
Informal peer-to-peer networking can also be an effective way to spread the
word among classmates Networking can be an element of a participation
strategy Hearing from a classmate who shared a specific interest can be a
very meaningful and persuasive strategy for encouraging reunion attendance
Sending Official Invitation
Now is the time to send out the invitation for the reunion to your
classmates More than one person should proofread the invitation Enclose
a registration form The completed form will give you all the
information
you need “ it can have as little or as much information as you feel you
require Be sure to include details such as the registration deadline, and
methods of payment, a contact person, website, telephone number, and/or
email address in case any classmates require more information If a
portion of the
proceeds are going to support Austin High School, be sure to include
information about how the funds will be directed You may wish to include
the pledge form on page 39 of this handbook Once you have double-checked
and proofread your invitation, you are now ready to distribute the
invitation by
Mass mailing
Email
PS THE POST SENTINEL
Remember, provide detailed information about location, dates, theme,
activities, cost, deadline for payments, if children are invited, contact
person, subcommittee chairpersons, group hotel rates, discounts, etc
Keep classmates involved and informed on the planning projects There may
be more interest for the actual event when more people are involved, and
classmates may be able to assist if they know where help is needed
Important note on accommodations
All reunion planners recommend that organizers should not
take on the
responsibility of making accommodations reservations You should get all
the necessary information, and even go as far as to make tentative block
reservations, but let each participant make his/her own reservations
directly with the property Along with the registration package, send out
accommodations information and the deadline by which they have to register
with the property This will save you a great deal of work and possible
heartache and money, too
Collecting Money
Major problems to avoid are the failure of organizers to collect enough
money to cover expenses and failure of participants to pay their fair
share One way to avoid these
21
pitfalls is to collect money before the reunion It is easier to collect
money before an event than after
Decide on methods of payment: credit cards, checks, and/or cash
Set a payment deadline
Decide on discount for early payment and/or fee for late payment
Decide whether to include the pledge form see back of handbook to
generate donations to Austin High School
Registering Classmates
State the registration fee on the form and, most importantly, state
the
registration deadline Dont be shy to take a hard line on this item,
because reservations you have to make for meals, venues, services, etc
depend heavily on receiving accurate information in a timely manner
Give classmates an opportunity to register and pay early, with a
reduction in the registration price as an incentive Classmates who
register during the regular registration period pay the regular fee,
and classmates who register after the registration deadline pay a higher
fee
Several different sources estimate that from 10 to 25 of a class will
attend a typical reunion and many of those will wait until the very last
minute to sign up This last- minute sign-up may cause problems with your
banquet hall or caterer One strategy is to increase everyones fee by a
small amount and then use the additional money to order several extra
dinners when you submit your final count Then if several people show up
at the last minute, it is no problem to add them You may want to charge
an added premium for the last-minute registration
Make the actual registration process as simple and quick as possible If
your registration process includes an about you questionnaire, many
classmates
may set it aside until later instead of just writing a check
and registering If youre going to ask your classmates for additional
information like biographical information, consider doing a completely
separate mailing so that if your biographical questionnaire gets set aside
until later, youve still got their name, address, telephone number, the
names of the people who will be attending, and their check
Determine the format of registration: email, direct mail, telephone,
etc
Send reunion fees to the finance person or committee chair
Keep a list of attendees
If you have already prepared a database, you can add all new registration
information to it and be able to print out specific reports related to
events, accommodations, meals, etc If you choose the manual route, you
may wish to use a system of simple index cards to keep track of all your
participants For the sake of convenience, and in case of electronic
failure, you should keep hard copies of all your computerized information
in a handy binder, along with all your other reunion documents brochures,
timetables, contracts, etc
22
Sending a Reminder
A friendly
reminder should be sent to those classmates who have not yet
paid People have busy lives and may thank you for the reminder
Send a reminder by mail, email, or telephone
Confirming Attendance
Confirm registration and payment received from all classmates attending
Mail, email or telephone stating registration received
The Home Stretch
After the registrations have been received and recorded, you move into your
final planning phase Now that you have final numbers, you can make your
reservations for activities, services, rental items, and venues This is
also the time to start putting together your reunion packages that will be
given out to all classmates when they check in
Reunion Packages
Again, just as with everything else, these can be as simple or as full of
information as you want to make them They could contain all or some of
the following:
Complete reunion program/agenda
Name tags
List of all participants from your database or mailing list
Maps for activity venues
Information on local attractions from Visitor Information Center
Information on restaurants and places of worship
T-shirts that have been ordered and paid for
A notepad and pen could be solicited from local businesses
Any other trinkets that you have gathered from hotels, restaurants and
other businesses that you will be patronizing during the reunion
Any other treats that you feel like including
If you would like some publicity for your reunion, be sure to send a press
release to the
local media two or three weeks prior to the event If you have an activity
or a personality that will be of interest to the public, remember to make
mention of it, along with some pertinent details
At this time you should also make detailed daily schedules and to do
lists for everyone with a job to be done during the reunion
23
Decorating is a highlight for many reunion organizers who take the job very
seriously Some of them go far beyond the usual flowers, banners, and
streamers Displaying class photographs is one idea
Potential Problem Areas
Most reunions have someone show up after the meal is served, expecting
to get
in free Late comers may argue that they shouldnt have to pay full
price, and some may slip in without paying yeah, this sometimes
happens On
your registration form, make it clear that classmates
are welcome to join you after the meal, but they will need to pay
their fair share of the reunion costs Determine that amount by
subtracting the price of the meal from the normal ticket price
Make sure that all your classmates know that there is a deadline for
ordering souvenirs and that the budget does not allow any/many spare
souvenirs Spares will be first come, first served to latecomers
They are welcome to pay the late fee, even at the door, but they may
receive fewer goodies
Classmates interested in complaining, or offering constructive
criticism after the reunion, should first fill out an I volunteer to
help with the next reunion form
No matter how well you plan, expect things to go wrong Roll with the
punches Remember, no one except the committee knows about the
goofseveryone else will remember a good time
Show Time
All those weeks and months of planning, and finally the big day has
arrived If you have been well organized throughout the planning phase,
you should not have to get stressed at this point Granted, you will
probably be very busy, but
there should be no need for stress Keep
reminding yourself that the primary goal of the reunion is getting together
with classmates for the sole purpose of having fun Also try to schedule
in some private, relaxation time for yourselfa walk, a swim, or even just
some quiet time with some favorite music and a warm beverage
Assemble all your volunteers and make sure they each have a schedule and
know where they have to be
Registration/Welcome Desk
This will be the first point of contact for all participantsboth the
organizing committee and classmates Anticipate congestion at the check-in
table Make sure that the volunteers at this station are cheerful and
relaxed and immediately make visitors feel welcome and at ease Special
consideration should be paid to newcomers to the class group In addition
to giving people their reunion packages and directing them to the various
activities for the day, you may want to dispense a welcome beverage and
snack
24
When reunions involve several classmates who have not previously met each
other, some organizers schedule an Ice Breaking session at the start of
the first day to make people feel more at
ease This will also encourage
classmates to visit not just exclusively with the group of friends that
they chummed around with but also to mingle and visit with everyone This
will make the reunion a lot more enjoyable Remember, you want everyone to
relax and have a good time
A simple suggestion that would make life easier for all classmates is to
have members of the organizing committee clearly identified so that they
can be accessed whenever needed The simplest way of doing this is to make
T-shirts and only theirs in a different color and add the word
ORGANIZER on the back Announce this to the whole group at the beginning
of the festivities so that all will know whom to go to for help
Let the fun begin Although you will continue to be in organizer mode
throughout the event, be sure not to let that dampen your fun Spread the
responsibilities evenly among your helpers, let your hair down, and enjoy
the great event you helped put together
For the Record
You may wish to engage a photographer to produce a class portrait or a
videographer
to record highlights of the reunion A Class Directory is a simple task
to produce, yet can be a most valuable document for every class
member
This can easily be produced from your database, all of which you have
already collected from your registration forms
During the Event
Have a good time And take lots of pictures
How to Plan Fun Games
Now is the time to ensure that your class reunion is as entertaining as it
was exhausting
Try to avoid clichà awards which subjectively bestow greatness and
success on some and not others ie, the most successful, who went
the farthest, who drives the nicest car Instead, make the awards more
fun For example:
First and last to register
Person with the oddest experience
Still class clown after all these years
The longest marriage
The most children
The most grandkids
Who traveled the furthest to the reunion
The most degrees, etc
25
For those with a good sense of humor, you can do a poll in advance and find
out who has been married the most times and create an award category for
this be sure to get permission from the potential recipient so there are
no embarrassing surprises Also humanitarian awards include all those
involved in community service personally and professionally
Hire a karaoke DJ
Encourage attendees to get up and sing along to the
hottest hits from your graduation year
Ask attendees to fill out a graduation-year trivia game when they arrive
Pose 20 questions related to the year that you graduated Elect someone to
score the tests, then award prizes to those with the most knowledge of the
era
Conduct a group memory game The first person stands up and recounts a
short
anecdote relating to another classmate That classmate then stands up and
recounts another anecdote Inevitably, everyone will have his/her turn to
speak, and the group will be rolling with nostalgia and laughter
Place all of the name tags in a fish bowl at the door Ask each attendee
to reach in and grab a tag, then find the person whose tag he/she is
holding
Hold a dance contest featuring music from the year of graduation This is
a good way to include reunion guests who may not be able to participate in
nostalgia-related activities
Be sure to plan games that will make alums guests feel at home
Limiting the games to school-related topics will only serve to make
half of the attendees feel excluded
PS A good time to get ideas for your next reunion is during your
current
event Ask members of the class what theyd like to do, maybe even do a
survey Then after you get the ideas, sit down with the reunion committee
the people who will actually do all the work and decide what you should
do
Invite feedback at the end of the reunion Have feedback cards handed out
or mailed postage pre-paid if you can Feedback should always be taken
with a grain of salt, but if you see the majority of people have
suggestions on the same issue, it may be worth taking note for the next
reunion And decide who will work on the next reunion committee
Dont forget to thank everyone for coming
Expect some critics No matter what you decide to do, there are going to
be people who dont like itand wont have any qualms about telling you how
it
should have been done It is not a personal attack Reunion committee
members should all go around humming the Ricky Nelson song You Cant
Please Everyone, So Youve Got To Please Yourself This is supposed to be
fun for the committee, too
26
After the Event
We would love to read about your reunion in the Alumni Newsletter, PS THE
POST SENTINEL Please consider submitting a short article
about your
event, perhaps a photo or two digital preferred, but we can scan an
original photo and return it to you We would be pleased to share the
details of your event in our newsletter, and PLEASE SHARE YOUR REUNION TIPS
WITH US
Wrap-up Meeting
The longer and more involved the event, the more helpful it is to have a
wrap-up session where all can come together and share their thoughts on the
success or lack of of the event This is where you discuss the good,
the bad, and the ugly The good is that which worked and should be
considered for future reunions The bad is that which could be improved
The ugly is that which should be dropped from future consideration
Remember, nobody is born omniscientwe all learn from others mistakes and
failures Making this information available to the Alumni Association
provides a base of information for other younger classes You may want
to use an evaluation form to collect hard-copy data to help with the next
reunion The key is to keep the mood positive and upbeat, where the
positives are emphasized and the negatives are looked at as challenges that
can be overcome at the next reunion Rest assured that in the vast
majority of cases, there
will be nothing but positive feedback, with
heartfelt thanks and kudos for the organizers Whatever small glitches
occurred along the way will be very easily forgiven and forgotten
At this meeting you can present a financial report if you have one You
can also decide on what form the follow-up communiquà will take and make
tentative plans for the next reunion It is also an opportune time for
recommending volunteer organizers for the next reunion
Wrap-up Communications
If you still have the energy, and the interest, you may wish to send a wrap-
up letter to all the participants after they have returned home Thank you
messages, follow-ups on activities, and photographs from the reunion can
all be part of this last correspondence, and the final task of the
communications sub-committee In class groups that have a tradition of a
periodic newsletter, the issue following the reunion can fulfill this
function In fact, a newsletter would be a great place to publish reunion
photos and a summary of the event
And, finally, when all the work is complete, you can sit back, give
yourself a little pat on the back for a job well done, and enjoy the
wonderful memories
Good Luck and happy planning
27
PS If this all sounds like too much effort, consider working with a
reunion planning specialist These professionals can help plan your
reunion and will often front the money until attendees have sent in RSVPs
and paid There are many valuable websites out there that can help you
send invitations online, help you manage your guest list, allow you to
check and see who has reserved and who hasnt, etc And if you would like
to plan just a small gathering, here are some ideas
How to Plan an Affordable Reunion
A lack of Infinite funds doesnt have to be the deal breaker in your class
reunion planning efforts Be creative and have fun “ your former
classmates will too
Ask around town for classmates who may own bars, restaurants, or other
potential reunion venues These people may be more than willing to
offer a good deal for their own reunion
Scour the area for the best deal Some bars and clubs have large
rooms available for a minimal fee
Consider a casual picnic at a park Parks offer room to eat, drink,
play games, socialize, and lounge very inexpensively
Reserve
blocks of hotel rooms for out-of-town alumni Ask for special
group or event rates and include the hotel information in the reunion
invitation
Think about approaching the schools administrative offices to see if
you can use the schools gymnasium or outdoor recreational area
Nostalgia will run rampant when alumni show up to party at their very
own alma mater
Research caterers in the area to get the best price for large
functions Focus on fun, easy finger foods, keg beer, and inexpensive
cocktails
Bring your own stereo or boom box instead of hiring a DJ Play modern
CDs as well as favorites from your school years
Pitch local businesses to provide door prizes and other awards
Businesses can advertise in reunion event schedules and other reunion
handouts in exchange for their donations
Ask attendees to send a personal history with their RSVPs, detailing
their lives since graduation Print up inexpensive memory albums
with a then-and-now section on each student
How to Plan an Intimate Reunion
Forget the ballrooms and hotel conference centers when planning an intimate
reunion for a small
graduating class This is a wonderful opportunity to
create a more cozy and personalized event
Research mansions, estates, museums or other venues that offer
their spaces for smaller parties
Consider holding the reunion at a committee members house or
vacation home
28
Call restaurants with large, intimate rooms or patios to inquire
about reserving a space for the reunion
Reserve a lakeside cottage for the weekend
Plan a sit-down dinner for the main event instead of a less
intimate buffet-style meal
Create special gift packs for all attendees Include school
memorabilia, photos from the past, relics from the era, and
personalized trinkets
Bring your own stereo or boom box instead of hiring a DJ You will
have total control over the music and avoid the banquet feel that a
DJ often creates
Role of the Alumni Association
The Alumni Association is available throughout the reunion planning process
to assist you Our goal is to work with class reunion committees to ensure
a successful reunion
The Alumni Association serves as advisors
and resources to class reunion
committees and can help committees effectively incorporate all of the key
ingredients for a successful reunion
The Alumni Association can assist in many aspects of event planning,
particularly for
events planned at AHS The Alumni Association can
Suggest reunion activities, as well as locations, and advice
regarding logistical arrangements
Make reservations for AHS facilities
Provide suggestions for speakers AHS Administrators and Faculty
Serve as liaisons between on-campus departments and classes
Post reunion notices in PS THE POST SENTINEL
If the class wishes to generate additional revenue for the Austin Public
Education Foundation, three options are available:
Soliciting donations from classmates
Setting the price for reunion events high enough to generate a profit
Selling novelty/class insignia items
29
Sample Class Census
AHS Class of 19___ Reunion Questionnaire
Classmates:
We have entered a new millennium and we are checking in How do you feel
about yourselves, your family, your community, and
our world on this
historic occasion? Please take a few moments and record your opinions on
the occasion of our ___ reunion and the dawning of the 21st century This
is an anonymous questionnaire The results will be presented live at the
reunion on ___________ Please mail the completed form back in the
enclosed envelope by __________ Thank you in advance for your help
Were looking forward to seeing you at the reunion in __________
Class of 19___ Reunion Committee
Now and the past 5 years
What is your favorite leisure activity now?
____________________________________________
If you had unlimited time, what would you like to do?
___________________________________
What is the best place you have visited since graduating?
______________________________
How have you changed along the following physical/emotional/social
dimensions in the past 5 years? Circle the number that matches the extent
of change in each dimension
|Change and |Large|Sligh|No |Slight|Large| |
|direction | |t |change | | | |
|Physically fit, |1 |2 |3 |4 |5 |Overweight, out |
|trim | | | | |
|of shape |
|Happy, content |1 |2 |3 |4 |5 |Depressed, in |
| | | | | | |despair |
|Emotionally |1 |2 |3 |4 |5 |Compulsive, |
|well-balanced | | | | | |addicted |
|At ease with |1 |2 |3 |4 |5 |More domestic, |
|family | | | | | |turmoil |
|Socially |1 |2 |3 |4 |5 |Self-conscious, |
|comfortable | | | | | |introverted |
|Other: ___________|1 |2 |3 |4 |5 |Other: |
| | | | | | |__________ |
How have you changed regarding your attitude toward your professional life
in the past five years? Circle the number that matches the extent of
change in each dimension
|Change and |Large|Sligh|No |Slight|Large| |
|direction | |t |change | | | |
|Love it |1 |2 |3 |4 |5 |Hate it |
|Professionally |1 |2 |3 |4 |5 |Overworked,
|
|relaxed | | | | | |harried |
|Still climbing |1 |2 |3 |4 |5 |Topped out |
|More |1 |2 |3 |4 |5 |Biding time, |
|responsibility | | | | | |gearing down |
|Other: |1 |2 |3 |4 |5 |Other: |
|____________ | | | | | |____________ |
30
If you could take one class on any subject, anywhere, what would it be?
_____________
Have you changed your career in the last 5 years? No [ ] Yes [ ] If
yes, why?_______
______________________________________________________________________
What would it take to get you to come to our AHS ____ reunion?
__________________
Do you have a personal website? Yes [ ] No [ ] If yes, what do you use
it for check all that apply?
[ ] Communicate with family
[ ] Communicate with friends
[ ] Hobby or starting a business
[ ] I just want to project my persona into cyberspace
[ ] other purpose:
_______________________________________________________
How old are your children, and what are their
dreams/college
plans/vocations, etc
Child 1: M/F ___________________________________________________________
Child 2: M/F ___________________________________________________________
Child 3: M/F ___________________________________________________________
Looking into the future
What are your plans for the next five years?
__________________________________
What fraction of your time do you work at home telecommute now? [ ]
How will this change in the future? My telecommuting will increase [ ]
My telecommuting will decrease [ ]
What percent of your time do you travel on business? [ ] What is your
attitude toward business travel?
[ ] Enjoy seeing friends
[ ] Like to explore new cities
[ ] Take extra time to sightsee
[ ] Its a pain and a waste of time
[ ] I think I am going to crash
[ ] Other: __________________
For whom would you like to vote in the next presidential election? Please
disregard whether this person will actually run “ just say whom you would
like to check on the ballot
________________________________________________________________
What is the most important political issue we face today?
Your community/town/city?
________________________________________________
Your state?_____________________________________________________________
The United States? ______________________________________________________
The world? ____________________________________________________________
31
In your opinion, what was the most important political event of the last 50
years?
For the United States ____________________________________________________
For the world __________________________________________________________
What should be the agenda for the 21st century? Please rank the following
in order of importance 1highest, 12lowest and add your own items,
with ranking, if not shown
[ ] Civil rights
[ ] Primary secondary education
[ ] Post-secondary college education
[ ] Nuclear disarmament
[ ] Environmental or open space or habitat conservation
[ ] Species extinction
[ ] Gay and lesbian rights
[ ] Regional warfare
[ ] Overpopulation resource consumption
[ ] Pollution cleanup and control
[ ] Space exploration
[ ] Intervention in regional conflicts wars
[ ] Other: _________________________
How has your involvement in the following
changed in the last 5 years, and
how will it change in the future? Check the box that applies:
|Last 5 years |Increase|No |Decreased|Future|Will |No |Will |
| |d |change| |: |increas|change|decrease|
| | | | | |e | | |
|Political | | | | | | | |
|Activism | | | | | | | |
|Volunteer/Char| | | | | | | |
|ity work | | | | | | | |
|Environmental | | | | | | | |
|activist | | | | | | | |
|Participatory | | | | | | | |
|sports | | | | | | | |
Thank you for answering this questionnaire Please come to the reunion and
see the results
32
Austin High School
Alumni Friends Association
Alumni Friends
was created in 1993 under the umbrella of the Austin
Public Education Foundation, a tax-exempt foundation, incorporated in the
State of Minnesota Part of our reason for existing is to inform, promote,
and create opportunities for charitable gifts to the Austin Public
Education Foundation, which benefits students of Austin Public Schools
According to our Mission Statement, the Alumni Friends Association is
to function to renew ties with Austin High School, Austin Public Schools in
general, and the Austin Community
Out slogan is preserving the past and planning the future One of our
activities is publishing PS THE POST SENTINEL, the Alumni Newsletter,
which keeps you updated twice each year on upcoming class reunions, current
news of Austin Public School students, news and information on classmates,
Austin High School sports past and present, and much more
The Alumni Friends Association has been active with significant projects,
such as the Austin High School Alumni Museum If you have memorabilia
that you think should be in the Museum or if you know of someone who may
have items that he/she would be willing to donate to the Museum, please let
us know We want the Museum to
reflect a comprehensive history of Austin
Public Schools
Working with Austin High School journalism students, we gathered
information to establish Framed and Matted Mini-Biographies of those
names associated with the past: Ove Berven, Arthur Christgau, Red Hastings,
Richard Knowlton, C Vittorio Sperati, Ray Wescott, Keith Paulson and Art
Hass It is important that future generations recognize these people and
what they accomplished These mini-biographies are located in the gym
lobby near the Floor-On-The-Wall
Alumni membership revenue sponsored the Eberhart Celebration, during
homecoming week, in 2000 The Austin High School Media Center formerly
the library was renamed to honor Richard Eberhart, a 1921 graduate and
1966 Pulitzer Prize honoree for poetry Students at all levels learned
about poetry and were involved in a full range of activities in honor of
this celebrated Austin High School graduate
The Distinguished Alumni Awards, established in 2002, were designed to
recognize positive role models for current students and to honor Austin
High School graduates who have contributed to society in an exemplary
manner Former students who are nominated for Distinguished Alumni
Awards
have achieved outstanding success in business, a profession, the arts,
humanitarian efforts, or community service The Distinguished Alumni
Awards are just a part of our effort to bring the past in touch with the
future for current students of Austin High School These awards are an on-
going, annual project of the Alumni Friends Association Feel free to
indicate anyone you think would be a good candidate for this award A
Nomination Form is included on Pages 35 and 36 of this handbook
33
The Alumni Friends database of members has helped class reunions find
classmates and was a resource in the development of the Austin High School
Alumni Directory We also developed this handbook to help class reunion
committees organize their special events
Other Alumni projects include the Floor-On-The-Wall, which has raised
thousands of dollars, with thousands yet to be raised, for the Austin
Public Education Foundation The Alumni Association has been a financial
resource and maintains a liaison relationship with the AHS Alumni Band
Austin High School promotional items, Austin High School tours for class
reunions and other groups, and a video
called Reflections, a History of
Austin High School, are other endeavors of this group
The AHS Alumni Friends Association is involved in many projects,
promoting Austin High School past and present in a positive light
Membership in the Alumni Friends Association continues to be a high
priority We invite you and your classmates and friends to consider
joining us if you are not already a member An annual membership of 10 or
a lifetime membership of 150 is a tax-deductible donation New members as
well as renewals are vital to the continuation of this Association If you
would like to become a member, please fill out the form that follows And
please encourage your fellow classmates and friends of Austin High School
to support the AHS Alumni Friends Association, the Austin Public
Education Foundation, and current and future students of Austin Public
Schools
AHS Alumni Friends Association Membership Form
Name _________________________________________________________________
Last First
Maiden
Address _______________________________________________________________
Street City
State Zip
Check those that apply: ____AHS “ Class of ______ or ____Friend
Membership assures your receiving the Alumni Newsletter: PS The Post
Sentinel “ two issues yearly
Fees are Tax Deductible
Yearly Membership Fee: 10 _____ Special Lifetime Membership Fee: 150
_____
Make your check payable to:
AHS Alumni Friends Association
PO Box 878 ˆ Austin, MN 55912
Preserving the Past and Planning the Future
34
AHS Alumni Friends Association
Distinguished Alumni Awards
The Austin High School Distinguished Alumni Awards program is designed to
recognize graduates of AHS for outstanding achievements and contributions
to society following graduation and to promote positive role models for
current students of AHS The candidates must have graduated from Austin
High School at least ten years prior to induction and must have contributed
to society in an exemplary manner The AHS Alumni Friends
Association
recognizes distinguished alumni for their past accomplishments in business,
a profession, the arts, humanitarian efforts, or community service
Please complete the form below and return it to
AHS Alumni Friends Association
PO Box 878, Austin, MN 55912
Nomination Form
Name of Nominee ______________________________________________________
First Graduation
Name Married
If deceased, please give date of death ________________
Austin High School Class of __________
Home Address __________________________________________________________
__________________________________________________________
__________________________________________________________
Telephone ___________________
Occupation and Positions
_________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
35
Career Achievements/Awards ______________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Civic Achievements/Awards _______________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
What specifics related
to this nominee lead you to endorse him/her as a
role model for
AHS students? ________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Letters of recommendation may be included
Nominated by _________________________________________________________
Year of Nomination _____________________________________________________
If this is a posthumous award, please provide the name, address and
telephone number of a suggested family member to contact
Name _______________________________________________________________
Address _____________________________________________________________
_____________________________________________________________
Relationship to Nominee ________________________________________________
36
AHS Alumni Information Form
Information for the AHS Alumni Newsletter
PS
THE POST SENTINEL
Your fellow alums want to hear from you New job? Moved to a new city?
Recently married? Earned a degree? Welcomed a new member to the family?
We want to hear your news and share it with your fellow alumni and friends
in future issues of PS THE POST SENTINEL Thanks We look forward to
hearing from you
Name of AHS Graduate, or friend of AHS:
____________________________________
Year of AHS Graduation: ______
City and State of residence:
________________________________________________
Post High School Education: _______________________________________________
Spouse: _______________________________________________________________
If spouse is also an AHS graduate, include year of graduation and if wife
maiden name:
______________________________________________________________________
Your Occupation: ___________________Spouses Occupation ___________________
Children names and ages: _______________________________________________
______________________________________________________________________
Other notes of special interest or favorite memory of
AHS
________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Please return to: Rosalie Seltz
C/O AHS Alumni Friends Association
PO Box 878
Austin, MN 55912-0878
507 433-0433
Email: pubedfoundation@austink12mnus
37
The Class Reunion
Every ten years, as summertime nears,
An announcement arrives in the mail
A reunion is planned; itll be grand,
Make plans to attend without fail
Ill never forget, the first time we met,
We tried so hard to impress
We drove fancy cars, smoked big cigars,
And wore our most elegant dress
It was quite an affair; the whole class was there,
It was held in a fancy hotel
We wined and we dined and acted refined,
Everyone thought it was swell
The men all conversed about who had been first
To achieve great fortune and fame
Meanwhile their spouses described their fine houses
And how beautiful their children became
The homecoming queen, who once had been lean,
Now weighed in at one-ninety-six
The jocks who were there had all lost their hair,
And the cheerleaders could no longer do kicks
No one had heard about the class nerd,
Whod guided a spacecraft to the moon,
Or poor little Jane, whos always been plain,
She married a shipping tycoon
The boy wed decreed most apt to succeed
Was serving ten years in the pen
While the one voted least, now was a priest,
Just shows you can be
wrong now and then
They awarded a prize to one of the guys,
Who seemed to have aged the least
Another was given to the grad that had driven,
The farthest to attend the feast
They took a class picture, a curious mixture,
Of beehives, crew cuts and wide ties
Tall, short, or skinny, the style was the mini,
You never saw so many thighs
At our next get-together, no one cared whether
They impressed their classmates or not
The mood was informal, a whole lot more normal,
By this time wed all gone to pot
38
It was held out-of-doors, at the lake shores,
We ate hamburgers, cole slaw, and beans
Then most of us lay, around in the shade,
In our comfortable t-shirts and blue jeans
By the fortieth year, it was abundantly clear
We were definitely over the hill
Those who werent dead had to crawl out of bed
And be home in time for their pill
And now I cant wait, as theyve set the date,
Our sixtieth is coming, Im told
It should be a ball, theyve rented a hall,
At the Shady Rest Home for the old
Repairs have been made on my hearing aid,
My pacemakers been turned up on high
My wheelchair is oiled, my teeth have been boiled,
And Ive bought a new wig and glass eye
Im feeling quite hearty, and Im ready to party,
Im gonna dance ˜til dawns early light
Itll be lots of fun, and I hope at least one
Other person can make it that night
___________________________________________________________________________
Donations to the endowment funds of the Austin Public Education Foundation
are bearing fruit for our students Alumni donations play a big part in
this support Please send a donation today Individuals donating 250 or
more and business or organizations donating 500 or more will be recognized
with a plate on the Floor-on-the-Wall at AHS
Name
_____________________________________ Donation: See above ______
Address ___________________________________ Huntting Fund:
______________
___________________________________ Packer Fund:
______________
My plate on the wall should read:
TOTAL: ________________
______________________________ Does your employer have a matching
funds
program? If so, please enclose appropriate
______________________________ forms or information
______________________________
A maximum of 27 characters per line,
including spaces, is permitted
Please return this form with your donation to
The Austin Public Education Foundation
PO Box 878, Austin, Minnesota 55912
39
Class
Notes:
______________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
______________________________________
______________________________________
40
Austin High School
Alumni Friends Association
Preserving the Past and Planning the Future
AHS
Reunion
Handbook
Basic Information for
Planning
Class Reunions
By James C Ruud
AHS Alumni Friends Association
PO Box 878 ˆ Austin, MN 55912-0878 ˆ 507 433-0433
email: pubedfoundation@austink12mnus
Source:aatia.org
