Reunion Planning Timetable

When planning a class reunion, it’s critical to map out a good timeline to make sure all the details are managed and oversights are minimized.   Below is our timeline for success.  Modify it as needed to fit your specific class reunion needs.

Timeline for success

Twenty-four months before

  • Form a committee
  • Recruit and appoint subcommittee members
  • Survey classmates for ideas and venue preferences
  • Determine event format (picnic, dinner and dancing, informal, formal, single day event, multi-day event)
  • Brainstorm additional activities (school tours, etc)
  • Set date(s)
  • Scout reunion facilities and hotels
  • Develop budget- appoint treasury person/committee to keep constant status
  • Develop mailing list
  • Make a webite devoted to your class reunion.  Check out PurpleTrail event management ideas.

Eighteen months before

  • Select and reserve reunion facility and hotels
  • Arrange for and hire entertainment, caterer, photographer, etc.

Twelve months before

  • Determine cost per ticket
  • Send initial mailer announcing date and location of reunion
  • Publicize reunion information (public web sites, newspapers)
  • Arrange for additional leisure activities (sightseeing tours, etc.)
  • Pay deposits
  • Plan games and prizes if desired

Six months before

  • Mail reunion registration materials
  • Confirm all reservations, caterer, entertainment, etc.
  • Select menu (be sure to include a vegetarian dish)
  • Meet with hotel and reunion venue staff

Four months before

  • Make payment arrangements with all suppliers for group functions ( tours, photographer, DJ,  etc.)
  • Gather/Purchase any novelties/prizes to be given away at the event
  • Create Nostalgia board to be posted in entryway of event

One month before

  • Finalize any last minute details
  • Pick up any printed materials ordered (name tages, memory books etc.)
  • Create ‘final’ head count
  • Send out event reminders (use PurpleTrail invites to make reminders easy)

The most important thing when planning a reunion is to allow enough time to plan the type of event you want.  The more notice you can give people, the greater turn-out you should have.  Check out our 10 Tips To Make Your Reunion Party A Hit to help make your reunion a hit!