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Advance Reunion Planning Time Table
One to Two Years:
- Begin a reunion journal containing ideas, suggestions, communications, records, etc.
- Determine interest
- Develop a mailing list
- Form reunion committees
- Contact tourism bureaus, chambers of commerce, and convention and visitors bureaus for meeting facilities, accommodations, dining, attraction, and event information
One Year:
- Send first mailer requesting help for your 'missing persons' list and suggestions, and including theme, approximate cost, tentative plans, etc.
- Set a date
- Choose location and make your reservation
- Shop for photographer/videographer, caterer, entertainment, etc.
Six to Nine Months:
- Send your formal invitation that includes the date, time, and directions/map to location; directions/map to available accommodations; a registration form (RSVP); updated 'missing persons' list; itinerary; fundraising activities; and any other related information which will be helpful in assisting each members participation
- Confirm all reservations and appointments with hired professionals
- Choose your menu, or confirm dining arrangements
- Continue to send invitations to people as they are located
Four Months:
- Choose theme, decorations, banners, etc.
- If possible, visit the physical locations for reunion activities and accommodations with the entire reunion committee and meet with the Reunion Consultant
- Reserve necessary rental equipment
- Submit order for t-shirts or souvenirs
Six Weeks:
- Complete the directory/memory book and have printed
- Have committee leaders get together and form a reunion day checklist
- Order Welcome Baskets for each room reserved
- Assign tasks to anyone who has volunteered to assist
Two Weeks:
- Review final checklist
- Purchase all last minute necessities such as decorations, souvenirs, supplies
- Touch-base with your Reunion Consultant
The Day Before:
- Review progress/incidentals with committee leaders
- Meet with facility managers and make a list of staff contacts should you need reunion day assistance
Reunion Day(s):
- Decorate and set up necessary equipment and supplies
- Welcome reunion members
- Have fun, relax, and enjoy the fruits of all your hard work!
Afterwards:
- Meet with committee leaders and note in your journal any information which will be helpful when planning your next reunion
- Nominate a new reunion coordinator to begin planning the next big event
- Send Deer Ridge Mountain Resort a couple of your favorite event photos to be included on our Reunion Gallery web page
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