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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
Schedule details (volunteers, food, photographer, entertainment, tours, ceremonies)
Evaluate what worked, what didn't
Complete bookkeeping, settle accounts
Write thank you notes to volunteers
Start planning the next reunion