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Reunion Planner Checklist

24 - 18 months before...
Determine interest
Talk to other reunion organizers
Start a mailing list
Form the reunion committee and establish responsibilities & schedules
One year before...
Set date
Choose location
Arrange for entertainment, caterer, photographer, music
Send first mailer announcing tentative plans, theme, approximate cost, etc.
6 - 9 months before...
Send second mailer with registration form
Schedule events and activities (program, speakers, awards, tours, entertainment)
Begin directory, list of attendees, memory book
5 months before...
Choose menu
Confirm reservations, caterer, entertainment, photographer
Send mailing to new people as they are found
4 months before...
Meet with facility staff, visit facility with reunion committee
Select decorations, theme, signs, banners
Order printed items
Order personalized souvenirs (shirts, mugs, caps)
6 weeks before...
Complete directory & memory book, deliver to printer
Make checklist for reunion day tasks
Make assignments for reunion volunteers
2 weeks before...
Purchase last minute decorations & incidental supplies
Reaffirm eating, sleeping & meeting accommodations
The day before...
Meet with facility manager & determine staff contacts for reunion
Solve any last minute problems
Review final details with reunion committee
Reunion day...
Set up registration table & displays
Decorate
Schedule details (volunteers, food, photographer, entertainment, tours, ceremonies)
Afterwards...
Evaluate what worked, what didn't
Complete bookkeeping, settle accounts
Write thank you notes to volunteers
Start planning the next reunion