Reunion Planning Guide Reunion Chairs

Updated September 2014 

Reunion Planning Guide

for

Reunion Chairs

Contents

Introduction............................................................................................................................................................2 ContactInformation.............................................................................................................................................3 TheRoleofCollegeStaff&AdvisoryGroups...............................................................................................4 TheRoleofReunionChairs................................................................................................................................5 ReunionPlanningCommittee...........................................................................................................................6 ReunionPlanningCommitteeTimeline 7

ReunionAttendance.............................................................................................................................................9 HouseRepresentativesandHouseRepsChair 9

MiniReunions&Pre‐ReunionParties........................................................................................................10 MiniReunionChair 10

ClassHeadquarters&Hospitality.................................................................................................................11 HeadquartersChair 11 Hospitality 11 ReunionMementosorSouvenirs 13

Meals.......................................................................................................................................................................14 ClassDinnerChair 14 ClassDinnerProgram 15 MealSpacesandSetup 16

ClassProgramming/Activities.......................................................................................................................18 ProgramChair 18 Spaceassignment 18 Audio‐VisualEquipment 19 ClassMeeting 19

AlumnaeParade..................................................................................................................................................20 AlumnaeParadeChair 20 GeneralParadeSignandParadeGuidelines 20 ReunionAwards 21

ReunionCommunications...............................................................................................................................22 ReunionThemeandLogo 22 ReunionCommunicationSchedule 25

GeneralReunionInformation........................................................................................................................26 Housing 26 ReunionClassBook 27

ReunionRevenue&Expenses........................................................................................................................29 ReunionExpensesandClassRegistrationFee 29 CollegeFees 30

Post‐ReunionWrap‐up.....................................................................................................................................31

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IntroductionInMayofeachyear,SmithCollegewelcomesheralumnaebacktocampusforReunion.Inadditiontoreunitingwithclassmatesandfriends,Reunionprovidesmyriadopportunitiesfornetworking,learningaboutcollegeprogramsandpriorities,andachancetoonceagainexperiencesomeoftheintellectuallifeofSmithCollege.TheclassReunionChair,incollaborationwithcollegestaff,leadstheplanningeffortsfortheclass.ReunionChairs,withtheirplanningteam,coordinateengagementandhospitality,planprogrammingand/orentertainmentfortheclass,allowingenoughtimeforclassmatestoreminisce,appreciateexcitingadditionstothecampus,andvisitoldhaunts.ThisguideisanimportantresourceforclassReunionvolunteers.Itoutlinesindetailthespecificseachvolunteerneedstodothejob,anditisjustoneofthetoolsavailable.WhilewecovergeneralReunionplanningduringon‐campustrainingsessions,you’llfindthemostup‐to‐datereunionplanninginformation,alltheforms,andanumberofgreatideasandsuggestionsfromclasseswhohaveplannedespeciallysuccessfulReunionsontheToolsforReunionPlannerswebpage.WeencourageallReunionvolunteerstomakefulluseoftheonlineresourcesavailable.Inadditiontotheinformationcontainedinthisguide,classofficersalsohavetheClassesCommitteeavailableasaresource.Thiscommitteeiscomprisedofalumnaewhohaveservedinvariousvolunteerrolesandactinanadvisorycapacityforcurrentclassofficers.TheinformationcontainedinthisReunionPlanningGuideiscurrentasofSeptember2014,andissubjecttochange.Forthelatestupdates,pleaserefertothetheToolsforReunionPlannerswebpage.ThankyouforvolunteeringforSmith!

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ContactInformationOfficeofAlumnaeRelationsTheAlumnaeHouse33ElmStreetNorthampton,MA01063Telephone:800526.2023

Email:alumnae@smith.eduWebsite:http://alumnae.smith.eduYourContactsattheOfficeofAlumnaeRelationsSamanthaPleasant,DirectorforReunions,Classes,andClubs 413585.2046(spleasan@smith.edu)OverseesthedevelopmentandsupportofReunion,class,andclubvolunteersandprogramming.Servesasaliaisontoclasspresidents.AnnieCroteau,AssistantDirectorforReunions,Classes,andClubs 413585.2144(acroteau@smith.edu)DevelopsandexecutestheannualReunionprogram;supportsclassReunionChairs.JoyWilliamson,OfficeCoordinatorandBudgetLiaison 413585.2079(bjwillia@smith.edu)Supportsclasstreasurersandclasspresidents,coordinatesReunionprogrammingfortheearliestclasses(thosecelebratingtheir65th,70th,75th,and80thReunions);servesastheliaisontothecontroller’soffice.

NancyStreeterHowes,ProgramCoordinatorforReunions,Classes,andClubs 413585.2058(nhowes@smith.edu)CoordinatesandsupportsallaspectsofprogramplanningforSmithclubs;supportsallclubvolunteers;managestheSpeakerProgram.RebeccaWashut,DigitalCoordinator 413585.6589(rwashut@smith.edu)Sendsbroadcastemailsforclasses,clubs,andgroups;maintainstheOfficeofAlumnaeRelationswebsite;overseesReunionregistrationandhousing.

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TheRoleofCollegeStaff&AdvisoryGroups

OfficeofAlumnaeRelationsstaffPlanningforReunionisayear‐roundeffort.Thestaffisspecificallyresponsiblefor:

DesignandproductionofallReunioncorrespondenceproducedbythecollege,includingtheReunionSavetheDatepostcard,Reunionregistrationmaterials,andtheReunionwebsite

CoordinatingallReunionregistration,bothonlineandprint CommunicatingReuniondatestoalumnaeinReunionclassesintheyearbeforeReunion Planningprogrammingandintellectualcontentthathighlightscollegeprogramsand

priorities AssistingandsupportingReunionChairsinplanningtheirclassprogramandproviding

historicalReunioninformation Reunionspaceassignments(housing,headquarters,programspace) Coordinatingwithvariouscollegedepartments,includingFacilitiesManagement,Dining

Services,EducationalTechnologyServices(ETS),andstudentworkerstopreparethecampusforreturningalumnae

CoordinatingwithvendorsandcatererstoprovidesupportforReunioneventsTheSmithFundstaffTheSmithFundstaffworksyear‐roundonbuildingsupportfortheannualgivingprogram.EachclasshasadesignatedstaffpersonwhoworksdirectlywithSmithFundvolunteersinadvancingtheirclass’sfund‐raisinggoals.AmemberofTheSmithFundofficeassistsFundTeamCoordinators,ClassFundAgents,andSpecialGiftChairsinsolicitingclassmatesfortheirannualgifts,screeningclassmatesformajorgiftprospects,settingclassgoalsandprovidingapersonalconnectionandoutreachtoclassmateswhilepromotingthecollege’scaseforsupport.BygivingtoTheSmithFund,allclassmatescanhonortheirReunionwhetherornottheycanreturntocampusfortheirReunion.TheClassesCommitteeTheClassesCommitteewasformedin2001toserveasanadditionalresourceforclassofficers.Committeemembersareappointedforafive‐yeartermandrepresentthevariousclassofficerpositions,decades,andAdaComstockalumnae.Theyfieldquestionsfromclassofficersandassisttheofficeofalumnaerelationsindetermininghowbesttosupportclassofficers.Thecommitteeconvenesoncampusonceeachyearandseveraltimeseachyearviaconferencecall.ReunionStudentAmbassadorsAllclassesareassignedstudentambassadorswhoarecarefullyselectedforthesehighlycompetitivepositions.Theyareavailabletohelpinwhateverwaysareneeded,suchasassistingwithheadquarterssetup,assistingwithmealcheck‐ins,andguidingalumnaethroughReunionprograms.Ambassadorsattendallclassmealsasguestsoftheclass.Theambassadorprogramcreatesaweekendofopportunitiestohearfromcurrentstudentsaboutcampuslifetoday,andforcurrentstudentstolearnabouttheSmithexperiencewhenyouandyourclassmateswerestudents.

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TheRoleofReunionChairsTheReunionChairsappointclassmatestocommitteesandcoordinatetheworkofallinvolved,andworkcloselywithalumnaerelationsstaffinplanningclasseventsandprogramswithinthecontextofthelargerReunionprogram.Note:TheofficeofalumnaerelationsrecommendsthatclasseshavetwoReunionco‐chairs.Responsibilities

IdentifyandrecruitclassmatesfortheReunionCommittee.Outlinetheirdutiesandresponsibilities,consultwiththemfrequently,followuponplans,andsetcleardeadlines.

EnsureallReunionPlanningFormsaresubmittedtotheofficeofalumnaerelationsinatimelymannerbyReunionCommitteeMembers

PlanReunionschedule/programmingfortheclass Actasaliaisonwithalumnaerelationsstaff CoordinatethedevelopmentofathemeandcorrespondinggraphicsforReunionandbe

responsibleforspecificReunioncommunicationstotheclass OverseetheReunionbudget(incooperationwiththeclasstreasurer) ActastheprincipalsourceofReunioninformationandsubmitReunionupdatestotheclass

President/WebChair/DigitalMediaCoordinatorforinclusionincommunicationstotheclass

ParticipateintrainingofferedbytheofficeofalumnaerelationsasappropriatethroughoutherterminofficeandspecificallyeighteenmonthspriortoReunion.*AttendingthistrainingisoneofthetwomostimportantthingsaReunionchaircando

AttendtheReunionoftheclassprecedinghersasanobserveroneyearbeforeherReunion InvitetheReunionChair(s)oftheclasshavingitscomparableReuniontheyearfollowing

yourstoobserveReunionandtobeyourguest(s)forallclassmeals. AttendReunion Maintainallplanningrecords,includingReunionmailings,newsletters,emails,themeideas,

vendorsused,listsofcommitteemembers,etc.,topassontothesucceedingReunionChairs Completeapost‐ReunionReporttobesharedwiththesucceedingReunionChair(s),the

ReunionChair(s)fortheclassfollowinghers,andtheofficeofalumnaerelations EnsurethatallReunionwrap‐upactivitiesarecompleted(refertothePostReunionsection

ofthisguide) CommunicatewithclassFundTeamongoalsandprogressthroughouttheyear Checkwithallcommittees,followingReunion,toseethattherecordsandmemorabiliaof

permanentvaluetotheclassarestoreduntilthenextReunionSuggestions

ConsiderchoosingaReunionco‐chairtocomplementyourinterestsandabilities,andtoprovidesupportandassistancethroughReunionplanning

Considerco‐chairsformanyroles;thelargerthecommittee,thebroadertheinterestfromtheclass

SolicitrequestsforhelpwellinadvanceofReunion,andsharetasks/responsibilitieswithallthoseclassmatesexpressinginterest

ItisyourresponsibilityasReunionChairtoensurethattheinformationyoupassonisascompleteandhelpfulaspossible.

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ReunionPlanningCommitteeInvolvingasmanypeopleaspossibleinReunionplanninghelpstobuildenthusiasm.ReunioncommitteemembershipprovidesanexcellentopportunityfordevelopinginterestinboththeclassandtheoverallReunionprogram.ThefollowingpositionshelpcoordinateReunionplanningefforts:

HouseRepsChairandHouseReps HeadquartersChair AlumnaeParadeChair ClassDinnerChair(s) Program/ActivitiesChair Spouse/Partner/FamilyActivityChair(optional) MiniReunionChair

YouwillsubmityourReunioncommitteelistinthefallpriortoReunion.Formsforeacharea(parade,headquarters,etc.)andclassevents(specificequipment,audio‐visualneeds,andset‐ups)willbesenttoeachcommitteechairasappropriate,andwillbepostedontheReunionwebpage.Theseformsshouldbecompletedandreturnedbytheduedatesindicated.Sampleformsmaybefoundintheappendixofthisguide.RecruitingVolunteerstoAssistwithReunionThesuccessoftheReunionprogramdependsinlargepartontheactiveparticipationandcommitmentofclassvolunteers.Despitethefactthatpeopleareincreasinglybusy,mostpeoplefindvolunteerworkofsomekindhighlyrewardingandgratifying.Thefirstruleoffindingvolunteersistoask. Giveclassmatesopportunitiestosignuponaclassduesform,atanevent,orthroughasurvey AskotherSmithwomeniftheyknowofanyonewhowouldbeagoodvolunteer. Approachapotentialvolunteerpersonally.Letherknowthatwhatshewouldbedoingis

importanttotheorganizationandtoSmith. Breakmajorjobsintosmallerones.Peoplearemorelikelytosignupforaminortaskthanto

assumemajorresponsibility Appointco‐chairsratherthanasinglechairperson.It’smorefunandlessoneroustosharea

jobwithsomeoneelse.Remember:focusonfunandfriendship IdentifyclassmateswhomayhaveprofessionaltiestoaspecificReunion‐relatedjob(printer,

publisher,souvenirvendor,ordesigner,forexample) Listentovolunteersandbereceptivetodifferentideas Pairexperiencedvolunteerswithnewones Provideclearcommunicationregardingdutiesanddeadlinestopromoteasenseof

accomplishmentandpurpose.Makesuretheyunderstandthecommitment,anddiscusswhatthejobentails

Contacttheofficeofalumnaerelationsforadvice,supportandsuggestions Provideadequatesupportandbesuretothankyourclassmatesfortheirassistance–both

privatelyandpublicly,inclasscommunications,andatReunion Establisharapportwithallvolunteersontheteam,maintaininganopenchannelof

communication.Emaildistributionlistsandconferencecallsareveryuseful Don’tbeafraidtodelegate–volunteersneedtoknowtheyareaccomplishingspecifictasks

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ReunionPlanningCommitteeTimelineTheofficeofalumnaerelationswillsendaseriesofmailingstoReunionchairs,aswellasotherReunionCommitteememberswhenapplicable,betweenthefallbeforeReunionandReunion.EachmailingwillcontaininformationtohelpyourclassplanforReunion.Somewillalsoincludeformspromptingyoutomakespecificdecisionsandremindingyouofdeadlines.TimelineFall‐EighteenmonthspriortoReunion:

AttendtrainingforReunionChairs Determinecommunicationstrategyfortheclass(ClassPresident)

TheyearpriortoReunion:May

ObserveReunion.TheReunionChairattendstheReunionoftheclassimmediatelyprecedingherstoobserveandgetideas.

Summer

SendReunione‐newslettertoclass(ClassPresident),andpostReunioninformationonsocialnetworks

SeptemberReunionChairsbegintoreceiveregularcorrespondenceviaemailfromtheOfficeofAlumnaeRelations.

AppointReunionCommitteeMembers(ReunionChair) SelectReunionthemeanddesignalogo(ReunionChair) SetyourReunionbudgetanddetermineclassregistrationfee(ReunionChairand

Treasurer),referringtotheClassRegistrationFeeWorksheet SendReunione‐newslettertoclass(ClassPresident),andpostReunioninformationon

socialnetworks SubmitReunionCommitteeForm(ReunionChair) SubmitPreliminaryClassProgrammingForm(ReunionChair) Collegesendssave‐the‐dateemailandsubsequentpostcardtoalumnaeinReunion

classes

October ThecollegemakesspaceassignmentsforeachReunionclass

December

ReunionChairsreceivetheReunionMealPlanningGuide

EarlyJanuary SubmitClassDinnerSelectionForm(Dinnerchair)

January–March

ContacthousematestoencouragethemtoattendReunion(HouseReps)

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February ReunionRegistrationbookletssenttoalumnaeinReunionclasses SubmitClassDinnerProgramPlanningForm(DinnerChair) SubmitParadeSignsForm(ParadeChair) SendclassdinnerinvitetoObservers(ReunionChair) Onlineregistrationgoeslive

March

SubmitClassMeetingandProgramPlanningForm(ReunionChair) SendReunione‐newsletter/remindertoclass(ClassPresident) Forwardacompleteclassscheduletotheofficeofalumnaerelations

EarlyApril

SubmitHeadquartersPlanningForm(HQChair) CollegesendsregistrationcountstoReunionChairsforplanningpurposes

EarlyMay

SendalastcommunicationtoclassmatesMayReunion!Post‐Reunion:

SubmitclassslateatReunion/byJune1 SubmitReunionReportbyJune30 RemindtreasurertosubmitReunionFinancialReportbyJune30

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ReunionAttendance

HouseRepresentativesandHouseRepsChairResponsibilitiesOneofthemostengagingjobsontheReunioncommittee,HouseRepscontactseniorhousematesbytelephone,viaemail,orhand‐writtencorrespondencetobuildenthusiasmforReunion.TheHouseRepChairrecruitsaclassmemberfromeachhousetoactastheHouseRep,thencoordinatestheeffortsofHouseRepsandservesasasinglecontactwiththeReunionchairandtheofficeofalumnaerelations.HouseRepsbegintheirjobsduringthefallprecedingReunion.TheReunionChairorHouseRepsChairsendsalisttoeachhouserep,withthenamesandcontactinformationonrecordwiththecollegeforeachhousemate.HouserepsgenerallykeepintouchwiththeHouseRepsChairorReunionChairastheycontacthousemates,toupdatethemonwhohasindicatedthattheyexpecttoattendReunion.Houserepsneedtobekeptinformedofclassactivities,plannedReunionprogramming,andoverallattendance,sotheyareabletoanswerclassmates’questionsandprovidethemwiththemostup‐to‐dateinformation.Suggestions

HouserepsshouldencourageclassmateswhoareunabletoattendReuniontosendinletters,notes,pictures,orothermemorabiliafordisplayatHeadquarters.

Encourageclassmatestoregisterearly–onlineregistrationisquick,secureandeasy.SomeeffectivestrategiesforHouseReps(withthankstotheclassof1968):

BetweenOctoberandJanuarypriortoReunion,begincontactinghousematestoencouragethemtosavethedateandplantoattendReunion.Reviewtheircontactinformation,andencouragethemtoupdateanyinaccuraciesviathealumnaeonlinedirectory,ornotethemyourselfandforwardtheupdatedinformationtothecollege.ThiswillensurethattheyreceiveReunioninformationassoonasitbecomesavailable.

ThemosteffectivemessagethatencouragesclassmatestoattendReunionis“wewanttoseeyou.”ThemainreasonalumnaeciteforattendingReunionistoseefriends,regardlessoftheprogrammingplanned.

IfaclassmateindicatessheisdefinitelycomingtoReunion,suggestthatshecalloremailherfriendstoencouragethemtoattend.ManyclassmatesdecidetoattendReunionwhentheylearnthattheirfriendsareattending.

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MiniReunions&Pre‐ReunionPartiesMiniReunionsandPre‐ReunionPartiesareagreatopportunityforclassmatestocometogetherinanticipationofReunioninNorthampton,visitingwithlongtimefriendsandbuildingrelationshipswithnewfriends.

MiniReunionChairManyclassesappointaMiniReunionchairtocoordinateandpublicizegatherings.TheseeventshelptobuildexcitementandenthusiasmforReunioneventsinMay.Suggestions

MiniReunionsinmajormetroareasmightinvolveatheaterormuseumouting,gatheringatarestaurantorlounge,orhavingapotluckataclassmate’shome

Aclassbirthdayparty Apicnicorpotluckforclassmatesandtheirfamilies Aweekendataclassmate’scoastalorsummerhome SpecialeventminiReunionsmightincludeaTanglewoodgathering;aone‐daycruisein

BostonorNewYorkharbor;orasightseeingtriptoamajorcity,suchasWashingtonDC,NewYorkCity,orSanFrancisco

Outdoorevent:sailing,whitewaterrafting,skiing,birdwatching,vineyardtour Tosavemoney,sendinvitationselectronically,eitherviabroadcastemailorusingonline

invitationsites,likeEviteorPaperlessPost.MiniReunionsshouldbeself‐supporting.MiniReunionChecklist

ReunionChairs,otherofficers,andSmithFundvolunteersshouldbepartoftheinitialconversationsaboutindividuals’willingnesstohostanevent.Severalclassmatesmaywanttohostseparateeventssimultaneouslyoratdifferenttimesoftheyearinvariousregionallocations.

Decidethepreliminarydate/timeandlocationoftheevent,beingsensitivetoitbeingeitheranalumnae–onlyevent;alumnaewithspousesorpartners;orincludingmembersfromyourclassorotherclasses,children,etc.Ifyouwillco‐hostaneventwithotherclasses,besuretoworkcloselywithofficersfromthoseparticularclasses.

Scaletheeventtothenumberofindividualsthatyouhopewillattendandalsothetypeofevent(formalorinformal)youwouldlike,basedontheseason,indoorsorout,andbudget.

Askclassofficerstoreviewadraftoftheinvitation Alistofproposedattendeescanbepulledtogetherfromclasslists.Theofficeofalumnae

relationscanprovideclasslistswithemailaddressessortedbygeographicareas.Reviewthelistwiththeclassofficers.

Takepicturesandpostthemonyourclasswebsite,sendthemtotheSmithAlumnaeQuarterly,and/orbringthemtoReunion.

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ClassHeadquarters&HospitalityClassheadquartersareinassignedhousesandserveasagatheringplaceforhospitality,refreshments,messages,andclassdisplays.AftercheckinginattheAlumnaeHouse,classmatespickuptheirnametagandgetinformationonclassactivitiesattheClassHeadquarters,aswellasanysouvenirsfromtheclass.

HeadquartersChairResponsibilitiesTheHeadquarterChairisresponsibleforsettinguptheheadquartersandstaffingitwithclassmatesthroughouttheweekend.TheHeadquarterChairswillreceiveamailingduringthewinterpriortoReunion,whichincludesdetailsaboutwhatisprovidedatheadquarters,alistofsuggestedmaterialstohaveavailable,andalistofvendorswhocanassistinorderingspecificsupplies.AsampleoftheHeadquartersFormisatthebackofthisguide.WestronglysuggestthatHeadquartersChairbeaclassmatewholiveswithindrivingdistanceofNorthampton,tofacilitatepre‐ReunionresearchtripsandmakethetransportationofmaterialsduringReunioneasier.AlumnaeattendingReunionwillpickuptheirhousingandmealassignmentsattheAlumnaeHouse.Informationandmaterialsprovidedbytheindividualclasses,suchasnametags,thescheduleofclassevents,souvenirs,andclassbooksaredistributedtoclassmatesattheheadquarters.TheClassHeadquartershouldbeopenandstaffedatalltimeswhentheAlumnaeParadeandspecificclasseventsarenotscheduled.Yourclasslocker,locatedinthebasementoftheAlumnaeHouse,likelycontainsclassmemorabiliaandcanbeaccessedwhentheAlumnaeHouseisopen.OnThursdayofyourReunionweekend,Headquarterschairsshouldboxanyitemstobemoved,beingsuretoclearlymarkallitemswiththeclassyearandheadquarterslocation.Itemsfromclasslockerswillbedeliveredtoyourheadquartersbycollegestaff.Housesopenat10a.m.onThursdayofeachweekendforHeadquarterset‐up.

HospitalityRefreshments

Thecollegeprovidesacoolerwithiceforheadquartersfortheweekend,whichwillbereplenishedeachdaybeginningwithThursdayafternoonforsetupandendingSaturdayevening.

SmithCollegehasdiscontinuedtheuseofbottledwaterwhereverpossible.Tosupportthecollege’ssustainabilityeffortsandeliminatewaste,classeshaveaccesstofilteredwaterinhousediningroomsorkitchenettes.Tofurtherthesustainabilityeffort,weencouragealumnaetobringarefillablewaterbottle.Classesmustprovidetheirownpitchers.

Allotheritemsforheadquartersaretheresponsibilityoftheclass.

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Classesareresponsibleforsupplyingallrefreshmentsandassociatedsupplies,includingcoffeemaker,coffee,cream,sugar,dishes,coffeecups,plasticlids,plasticware,and/ornapkins,andassociatedservingpieces(urns,pitchers,etc.).DiningServicescannotprovidebeveragesorrefreshmentplatters.

Arefrigeratorwillbedesignatedforusebyclassesinhousekitchenettes;pleasebearinmindthatstudentsarestillinresidence,atleastthroughReunion&Commencementweekend,sorefreshmentsshouldbeclearlymarkedasbelongingtoyourclass.

Considerusingasingleservingcoffeestation(e.g.Keurig)

Decorations DecorationsmaybeaselaborateasyourReunion

themeallowsorassimpleasphotosofclassmates.Inthepast,manyclasseshaveusedsmallplants,streamers,pictures,non‐perishablefoodstuffs,colorfulposters,amailbox/messagebox,tablelinens,papertowels,andclassmemorabilia.

Donotplanonusinganymaterialsordecorationsthatareflammable.Bepreparedtohangdecorationsfrompicturemoldings.Useofscotchtapeoranotheradhesiveproductisprohibitedonanysurface.

Allcampushouseshavepermanentbulletinboardsthatmaybeusedtodisplaymaterials.

Otheritemsthatarehelpfulfortheclasstohaveatheadquartersinclude:maskingtape,adhesivetape,pushpins,tacks,paperclips,rubberbands,pens,pencils,markers,notepads,paper,messagepads,stapler,extensioncords,threeprongedadapters.

Youmaydecidetoappointadisplaychairtocoordinateanysortofexhibit.OnSunday,classheadquartersmustbedismantled,andanyitemstobereturnedtotheclasslockermustbeboxedandclearlymarked(nomorethan2largeboxes).FacilitiesManagementwilltransportthesematerialsbacktotheAlumnaeHouseonMondayfollowingReunionweekend.Pleasebecarefulnottoreturnmorethanthelockerwillhold;mostlockersaresharedbetweentwoclasses.AnymaterialtobedonatedbyyourclasstotheCollegeArchivesmustalsobeclearlymarkedandboxedseparately.BesuretocoordinatethisdonationdirectlywiththeCollegeArchives.SuggestionsIdeasforclassheadquarters(withthankstotheclassof1967):

AdigitalphotoframetodisplaybothcurrentphotosandthosefromyourtimeatSmith AgiantcrosswordpuzzleofSmithfactoidsonanerasablewhiteboard Atimelineofnational/internationaleventsthatoccurredduringyouryearsoncampus Aclasstriviacontestonawhiteboard AshowofsnapshotsfrompriorReunions Encourageclassmatestotourthecampusinsmallgroupsbyprovidingahandoutwitha

campusmapwithnewthingstoseesuchasFordHall,theCampusCenter,theJapaneseGardenonthepondedge,theBotanicGardensandConservatory,theOlinFitnessCenter,ortheMuseumofArtanditsartist‐designedbathrooms.

Providestudentambassadorswithbuttonsthatsay“AskmeaboutPraxisinternships”or“AskmeaboutNorthamptontoday.”

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ReunionMementosorSouvenirsItemsthatgenerallyworkwellasmementosinclude:coffeeortravelmugssunglassestotebags

anoraksorfleeceitemsapronsumbrellas

luggagetags/keychainshandmadeitempashminas

Manyclassesapproachclassmateswhoworkforacompanythatiswillingtodonatetheseitemstotheclass.Foranyitemsthatrequireasignificantamountofcapital,anadequateamountshouldbebuiltintotheclassregistrationfeetocovertheexpenseinitsentirety.Classesareresponsibleforpayingvendors,includingSmithCollegedepartments.SouvenirsmaybeshippeddirectlytoNorthamptontobestoredattheAlumnaeHouse.MaterialsshouldbeshippedtoarrivebetweenMondayandWednesdayoftheweekduringwhichtheclassisreuning.DuetotheheightenedlevelofactivityandmaterialsbeingshippedinandoutoftheAlumnaeHouse,wecannotguaranteesecurestorageforanythingarrivingbeforethatweek.Boxesshouldbeclearlymarkedwiththenumberintheshipmentandaddressedasfollows:SmithCollegeClassof<year>c/oAnnieCroteau33ElmStreetNorthampton,MA01063Box#of#(totalnumber)

Classof1994WelcomeBoard

Classof1964Headquarter:BooksandMusicby

classmates

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MealsAlumnaeregisterformealswhentheycompletetheironlineregistration.TheofficeofalumnaerelationscoordinatesthedetailsforallmealsexcepttheFridayandSaturdayClassDinners,whichareplannedbyClassDinnerChairs.

ClassDinnerChairResponsibilities

SelecttheFridayandSaturdaymenusfromtheMealPlanningGuideinconsultationwiththeReunionChair

DecideonthegeneralformatoftheFridayandSaturdaydinnerprogram(speaker,discussionledbydistinguishedclassmates,musicalprogram)

Handleallprogramdetails,includingdecorations,centerpieces,audiovisualmaterial CompleteandreturntheClassDinnerProgramPlanningFormtotheofficeofalumnae

relationsbytheduedate.Asampleoftheformmaybefoundintheappendix.TheMealPlanningGuidewillbesendinDecemberpriortoReunion.ReunionMealsBreakfastBreakfastonFriday,Saturday,andSundayisincludedinthehousingpackageforregisteredalumnaeandguestsstayinginassignedcollegehouses.ReunionLunchesandDinnersThefollowingReunionmealsareheldinoneortwocentrallocations,dependingupontheanticipatednumberofattendees:ThursdayReunionSocialHourandDinner(separatefor25thand50thclasses)FridayReunionLuncheonFridayReunionSocialHour(25thand50thhostedbythepresident)SaturdayLunch(distributedincentrallocation)SundayBrunchClassLunchesandDinnersThursday25thand50thReunionclassdinnerbuffetFridayClassDinner(followsReunionSocialHour)SaturdayLunch(aftercentralpickup)SaturdayClassSocialHourandDinnerTheofficeofalumnaerelations,workingwiththeReunionChairandDinnerChair,handlesthearrangementsforclassdinners.Classdinnerattendanceaveragesareatright;mealcountsvarydependingonattendancetrendsforindividualclasses.

Average Attendance Numbers

ReunionFridaydinner

Saturdaydinner

65th 29 2660th 79 8855th 74 6950th 245 22745th 131 12540th 153 16935th 110 15230th 114 15025th 122 19420th 72 16215th 27 6010th 68 1785th 13 150

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CocktailHoursBeginningwithReunion2013,socialhourshavecashbars.Winewillbeservedwithdinneraspartofthemealprice;catererscarrytheliabilityassociatedwiththisservice.Inresponsetogrowingfeedbackinrecentyears,cocktailhoursareNOTincludedinthecostofthemeal,andguestspayforthedrinkstheyorder.

ClassDinnerProgramRememberthatyourclassislikelytobeinafestivemood,andalongandseriousprogramwillnotbeappealingtoyouraudience.After‐dinnerprogrammingindiningroomsmaynotlastlongerthanonehalfhourafterdessertiscleared,toallowstafftocompletetheirworkfortheevening.Cateringstaffmustcleardiningrooms,andlateprogramsexpendsignificanttime,energyandovertimeforcollegeandcateringstaff.Ifyourprogramexceedsthistime,yourclassmaybechargedforovertimecoverage.Ifyouanticipateyourprogramwilllastlongerthanonehalfhourafterdessertiscleared,yourclassmustmovetoadifferentvenuefortheprogram.Ifthisisthecase,theReunionChairshouldworkwiththeofficeofalumnaerelationstofindanalternatespace.Suggestions

ClassDinnerperformancesorpresentationsbyclassmateswhoaresingers,authors,musicians,dancers,oractressesareoftenpopular,asisthepresentationofclasssurveyresults.Facultygroupsmayalsobeaskedtoperform.Besuretoinvitethemearly!

Whenplanningaprogramduringorafterdinner,keepthefollowinginmind:

Atablewithreservedseatingmaybeneededforyourspeakerandclassofficers. Thebesttimeforthespeakertogivethepresentationisoverdessert. Aprogramshouldlastnomorethan45minutestoonehour. Thecateringstaffmustbeinformedastowhenthespeakerwillbegin,iftheyshould

continuetoserveduringthepresentation,oriftheyshouldclearthetablespriortothepresentation.

Servinglargedinnersinaneffectiveandefficientmannerisachallengingtask.Whenactivitiesareplannedduringameal–aspeaker,presentation,orsinginggroup,forexample–pleasereviewtheseactivitieswiththeon‐sitestaff,toensureanenjoyablemealandprogram.SmithCollegeDiningServices/CatererDuetothenumberofeventsheldoncampusduringReunion,theofficeofalumnaerelationscontractswithalocalcaterertosupplementtheserviceprovidedbySmithCollegeDiningServices.MealsheldincollegehousesanddiningfacilitiesarecateredbyDiningServices,whilethecontractedcatererprovidesmealsheldinothervenues.TheMealPlanningGuide,whichcontainsmenusforallvenues,ismailedinDecember.Donotcontactothercatererstoprovidemealsorreceptionsinanycollegefacilities.

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SmithCollegeAlcoholServingPolicySmithCollegeDiningServicesholdstheliquorlicenseforSmithCollege,andcaterersarelicensedtoservealcoholoncampus;bothcarryliabilityinsuranceforthisservice.UnderMassachusettsStateliquorlaws,thesetwogroupsaretheonlyentitiesauthorizedtoserveandsellalcoholoncampus.Cashbarsforthecocktailhoursbeforedinnersmustbestaffedbydiningservicesorcateringstaff.WinewiththemealmustbeservedbySmithCollegeDiningServicesorthecatererandwillbeincludedinthepriceofthemeal.LiquorlawsinMassachusettsarestringentandtheliabilityissuesarebroad–becarefulinallsituationswherealcoholispresent.Ifyourclassprovidesanybeveragecontainingalcoholinyourclassheadquarters,andsomeonehasanaccidentorincidentasaresultofconsumingbeveragesprovidedatclassheadquarters,theproviderofthealcoholcanbeheldliable.Ifyou,asReunionChair,purchasedthealcohol,youcouldbeheldliableforanydamagesorinjuryunderMassachusettsStatelaw.MealSpacesandSetupDiningRoomsDiningroomseatingmaybelimitedtoacertaincapacityduetofiresafetycodes,andlast‐minutechangesinspacemaybenecessary.TheofficeofalumnaerelationswillnotifyReunionChair(s)immediatelyifachangeinmealvenueisimminent.Thecollegemaynotbeabletoaccommodatelast‐minutemealpurchasesintheseinstances.CenterpiecesandLinensCenterpiecesshouldbenomorethan12”indiameterandlowenoughtonotimpedeconversation.Pleasemakearrangementsfordisbursalofarrangementsafterthefinalclassmeal;manyclassesraffleorgivethemtolocalclassmates.Youmayalsodeliverthemtoalocalnursinghome(aftermakingarrangementsinadvance).Alltableclothsarewhite,andnapkinsareinclasscolors.MealFeesandChargesMealfeesreflecttheexactamountchargedbythecaterersandincludenomarkup.A$10latefeeisaddedtoeachmealorderedaftertheregistrationdeadline.Encourageclassmatestoregisterearlytoavoidpayingthelatefeeandtoensurethemostaccuratenumberofreservationspossible.ThiswillmaketheDinnerChairs’jobeasierandwillreducethelikelihoodthatclassmateswillbeturnedawayatthelastminute.Yourclasswillbechargedforeachmealserved.Everyonepresentatamealmusthavepaidfortheirmeal.Amealregistrationreportwillbesenttoeachmealsiteapproximatelyanhourbeforethemealbegins.StudentAmbassadorsorstaffwillcheckthenametagagainstthelist,toverifythateachpersonattendingthemealhaspaid.FacultyGuestsIfyourclassplanstohaveafacultyspeaker,theReunionchairorherdesigneeshouldextendtheinvitation.Speakersshouldbeinvitedtojointheclassasaguestfordinner.Yourclassisresponsibleforpayingforthemealsofallinvitedguests,andprovisionsforsuchshouldbemadeintheReunionbudget.TheReunionChairshouldregisteranyfacultyspeakerorotherguestasherguest.

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ObserversAsistradition,theReunionChairofthehostingclassshouldinvitetheobservertoallofyourclassactivitiesandsheshouldbeaguestoftheclassforallmeals.Theobserver’sclassisresponsibleforpayingtravel,allothermealfees,thecollegeReunionregistrationfee,andtheaccommodationexpensesassociatedwithreturningtoNorthamptontoobserveReunion.Observersdonotpaytheclassregistrationfeefortheclasstheyareobserving.Ingeneral,classesshouldbepreparedtohostuptotwoobserversfromtheclassfollowingtheirs;iftheobservingclasshasmorethantwoReunionChairs,theobservingReunionchair’sclasstreasuryshouldcovertheirmealcosts.Pleaseremembertohaveallclass–specificinformationavailablefortheseobservers.Spacepermitting,observersarehousedwiththeclasstheyareobserving.

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ClassProgramming/ActivitiesClassesmayplanclassactivitieswithintheframeworkofthecollegeschedule.ClassprogramsmustbeplannedbyearlyFebruary,todeterminethemostappropriatespaceandforinclusionintheprintprogram.

ProgramChairResponsibilities

PlanprogrammingfortheweekendthateffectivelydrawsontheReuniontheme(anafter‐dinnerdiscussion,apaneldiscussionbyclassmates,aneveningofjazzperformedbyaclassmate,etc.)

RequestsforAVequipmentand/orsupportMUSTbereceivednolessthaneight(8)weekspriortoReunion.

CompleteandreturntheClassProgramPlanningFormbytheduedateSpouse/Partner/FamilyActivitychair(optional)SimilartotheProgramchair,manyclassesassignaclassmate(orspouse/partner)toplananoutingortwo.Thismightbeagolfoutingatalocalcourse,afamilyactivityatoneofmanygreatPioneerValleyattractions,orascavengerhuntoncampusforchildren.Visitwww.valleyvisitor.comorhttp://www.explorenorthampton.com/forgreatideasandcontactinformation.

SpaceassignmentCampusspaceforhousing,headquarters,meals,andprogramswillbeassignedbythecollegebasedonhistoricalregistrationtrendsforboththespecificReunionbeingcelebrated(e.g.the50thReunion)andindividualclasses(e.g.theclassof1969),aswellasprogrammingplannedbyeachclass.Ifyourclassisplanningapaneldiscussionwiththeater‐styleseating,itwillbeassignedanauditorium.Similarly,ahousediningroomnotusedfordining(whichhasroundtablesandchairs)maybeassignedforsmall,groupbreakoutsessions.RefertotheReunionEventSpacestableintheappendixforinformationaboutspacesoncampus.Ifavideopresentationisplanned(film,video,PowerPoint),copiesofthevideomustbesentatleastfourweekspriortoReunion,fortestingwithcollegeequipment.Theclassmustsecureproperpermissionsforpublicviewingofanyfilmsordocumentaries.Important

HeliumballoonsarenotpermittedintheCampusCenter,astheymayinterferewiththefiredetectionsystem

Inconsiderationoffireandoccupancycodes,thecollegemayneedtorelocateaneventoractivitybasedonregistrationnumbers

NoeventsmaybescheduledinstudentresidencelivingroomsorpublicspacesduringCommencementweekend

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Audio‐VisualEquipmentSmithCollegeEducationalTechnologyServices(ETS)cangenerallyprovidemostequipmentneededforclassprograms.ETSwillalsorecordaneventonaudioorvideoforafee.Audio‐visualequipmentthatisavailableforuseatclasseventsincludes:

Portablecompactdisc Digitalprojectors/PCorMaclaptop Slideprojectors//carousels/screens DVDplayers/monitors VCRs/monitors Free‐standingandpodiummicrophones

Allequipmentmustberequestedandtimeforsetupwillbescheduledpriortotheevent.BeclearontheClassProgramPlanningFormwhereequipmentshouldbesetupandifyouneedsomeonetooperateit.TheofficeofalumnaerelationswillnotifyETSofrequestsreceivedfromclasses.RequestsforAVequipmentand/orsupportMUSTbereceivednolessthaneight(8)weekspriortoReunion.Ifthecollegecannotprovidethenecessaryequipment,theappendixofthisguidecontainsalistofvendorsfromwhichgoodsandservicesforyourclasseventsmayberentedorpurchased.VendorsonthislisthaveworkedwiththeofficeofalumnaerelationsandSmithclasses,andaregenerallyawareoftheneedsoftheReunionprogram.Itistheresponsibilityoftheclasstocontractwithandmanagepaymenttoeachvendor.Toprotectyourselfandyourclass,besuretogetaclearcontractthatdetailstherentalprice,theconditionsunderwhichthematerialwillbedeliveredandpickedup,andanyotherparticularsthatareimportantforyourfunction.BesuretoincludeanyrentalexpensesinyourReunionbudget.

ClassMeetingTraditionally,theclassmeetingisheldduringorimmediatelyafterlunchonSaturday,butmanyclassesnowholdabriefmeetingduringtheSaturdayclassdinner.IndicatewhenyouwillholdyourclassmeetingusingtheClassMeetingandProgramPlanningFormthatwillbesenttotheReunionChairduringthewinterprecedingReunion.Yourclassmeetingisatimeto:

elect/ratifyanewslateofofficers proposeandenactchangestoyourclassbylaws recognizeindividualswhohavevolunteeredfortheclassinthepastfiveyears recruithouserepsforyournextReunion

TheClassPresidentpresidesovertheclassmeeting.PleaserefertotheGuideforClassPresidentsformoredetails.

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AlumnaeParade

Formanyalumnae,themostmeaningfulpartofReunionistheAlumnaeParade.

AlumnaeParadeChairResponsibilities

ProvidethewordingfortheparadesignstotheofficeofalumnaerelationsbytheduedateindicatedontheParadeSignForm

Remindclassmatestodressinwhiteattirefortheparade

Assistclassmatesinparadelineup,ensuringthatclassofficersareintheproperplaces

GeneralParadeSignandParadeGuidelines Paradessignsmustbesubmittedtoandapprovedby

theofficeofalumnaerelations.SignsshouldconveythegeneralclassReunionthemeandbebriefandclever–generallyfourlinesofapproximatelyfourwordseach(3‐6characterseach)iseffective.Ifyouhaveasayingthatisconsiderablylonger,wesuggestsplittingbetweentwosignstobeheldside‐by‐sideorconsecutivelyinline.Signsaresingle‐sided.

Whenconsideringwording,pleaserememberthatalumnaeofmanyages,aswellasgraduatingseniors,theirfamilies,andguestswillseethem.Wordingshouldbeappropriateandrespectfulofandnon‐offensivetoallagegroups,ethnicities,religions,sexualorientation,genderidentity,race,andpoliticalaffiliations.

ThecollegewillhavesignsmadepriortoReunionanddeliveredtotheparadeline‐uplocationonSaturdayofeachweekend.

Thecostofthesigns(approximately$35each)willbewithheldfromtheclassregistrationfeesbeforetheyaredisbursedafterReunion.Onlysignsapprovedbyandproducedthroughthecollegearepermittedintheparade.

Thenumberofsignsshouldbedeterminedbytheestimatednumberofclassmateswhowillbemarching,generallynomorethanonesigntoeverytwentymarchers.

Thegoalistohaveasteadylineofsignsthatareeasytoreadasyoumarch. Theappearanceoftheparadeisgreatlyenhancedbyanunbrokenlineofwhiteattire.All

marchersshouldwearwhiteshoes,orwhitewithcolor.Severalmembersoftheclassmaychoosetomarchattheheadoftheclassdressedingymuniformsorotherattirewornbytheclassasundergraduates.

Alumnaeshouldwearribbonsintheirclasscolor,distributedatregistrationattheAlumnaeHouseoravailablealongtheparaderouteonSaturdaymorning.

Since1900,classeshavehadtheclasscolorsofpurple(changedtoblueduringWorldWarII),yellow,red,andgreen.AsasymboloftheAdaComstockScholars’cross‐generationalcomposition,AdaComstockalumnaemayalsowearrainbow‐stripedribbons.AlistofClassColorsappearsintheappendixofthisguide.

Classribbonsshouldbewornfromtherightshouldertothelefthip. AsampleoftheParadeSignFormappearsattheendofthisguide.

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ReunionAwardsThefollowingawardsarepresentedduringtheIvyDayConvocation(RI)and/ortheAASCAnnualMeeting(RII):

OfficeofAlumnaeRelationsAwardsTotheclasswiththehighestpercentageofclassmembersattendingReunionTotheclasswiththehighestnumberofclassmembersattendingReunionSmithFundAwardsToanyclasswitharecord‐breakingfive‐yearcomprehensivedollartotalToanyclasswitharecord‐breakingfive‐yearaverageparticipationpercentageTotheclasswiththelargestfive‐yearcomprehensivetotalTotheclasswiththelargestnumberofSmith“Stars”(consistentfiveyeardonors)MilestoneachievementswhenaccomplishedPlannedGiving&BequestsAwardsTotheclasswiththehighestpercentageofGrécourtSocietymembers.TheofficeofalumnaerelationsawardsarebasedonReunionattendancefiguresasof9pmonFridaypriortotheAlumnaeParade.Classeswillnotreceiveattendancecreditforalumnaewhodonotregisterwiththecollege.SmithFundclassgiftawardsarebasedongiftsreceivedby9pmonFridaypriortotheAlumnaeParade.

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ReunionCommunicationsWesuggestregularcorrespondenceandupdatesintheReunionyear,usingbroadcastemails,websitesandsocialmediaplatformseffectively.ManyclassesalsonowhavefacebookpageswhereReunionteamsshareplansandclassmatescanconnectbeforeReunionbuildingevenmoreenthusiasm.TheClassSecretaryshouldcontinuallybeupdatedonReunionplanningactivitiesforinclusionintheSmithAlumnaeQuarterly“ClassNotes”column.ReunionThemeandLogoClassesshoulddevelopaReunionthemeanddesignalogoasearlyaspossible.AReunionlogothatincorporatesyourclasscolorandthethemeshouldbedesignedandcarriedthroughoutallyourclasscorrespondence,e‐newsletters,website,paradesigns.ThiswillprovideaconsistentvisualidentitywithwhichclassmateswillbecomefamiliarasReunionapproaches.AlistofpastReunionthemesisavailableontheReunionwebpage.

1984ReunionLogo Classof1958ReunionLogoClassCorrespondenceInformationtoincludeinclasscorrespondence,includingbroadcastemails,theclasswebsite,andsocialmediaplatforms:

Reuniondatesandtheme Reunionlogo ClassofficersandnamesofthoseontheReunioncommittee(withcontactinformation) Preliminaryscheduleandplans AbriefupdatefromeachmemberofyourReunionplanningteam Howtoupdatecontactinformationwiththecollege:forwardupdates(alongwiththeirfull

nameandclassyear)toalumnaerecords@smith.edu.Suggestions

AclassReunionsurvey–WhathaveclassmatesbeendoingsincegraduationorthelastReunion?Mostclassesusewww.surveymonkey.comforonlinesurveyswithgreatsuccess.

Togetanearlysenseofpotentialattendance,askclassmatestoindicatewhethertheyplantoattendReunionand/orwouldliketoworkonaReunioncommitteeorproject.

Alinktothe“LookWho’sComing”listontheReunionResourceswebpage Alistoflostclassmates,witharequestforcontactinformation Apiecefromtheclassnominatingchair

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Publishteasers:ListtenreasonstocometoReunion:listfivereasonspeopledon’tcometoReunion–andthendebunkeachinahumorousway;oraskinterestingtriviaquestions,withanswersavailableatReunion.

Publicizethenamesofclassmateswhoareattending. Personalcontactiscrucial.Keeparecordofnewsfromclassmatesandcreateaposteror

displayofletters,pictures,andupdatesforyourReunionheadquarters.KeepinmindthatthemainreasonmanyalumnaeattendReunionistoseetheirfriends.

Encourageclassmatestoregisterearly–onlineregistrationisquick,secureandeasy.Last‐minuteregistrationscomplicateeventhebestplans.

TheClassNotessectionoftheQuarterlyprovidesanopportunityforclassmatestokeepintouchandhearaboutclassmateswithwhomtheymaywishtoconnectatReunion.

Createa“personals”areafortheclasswebsiteandhaveclassmatesleavemessagesforoneanother.

ShareinformationwithyourclassmatesabouttheattendanceprizesforReunion. KeepintouchwithyourHouseReps.Makesuretheyhavetheinformationtheyneedto

answerclassmates’questionsaboutReunionandkeepyouinformedofclassmateswhohaveindicatedtheyareattending.

Consideraddingamini‐questionnairetoyourclasswebsiteayearbeforeReunion,tohelpwithoverallReunionplanning(withthankstotheclassof1995):

o Foodpreferences(allmealswillhaveavegetarianalternative): o WouldyouprefertheSaturdayClassdinnertobecasualorformal?o Areyoubringingspouse/partnerand/orchildrenwithyou?o WhatkindofclassactivitieswouldyouliketohaveatReunion?

NewsfromSmithGoodcommunicationiskeytocreatinginformedandeffectiveambassadorsforSmith,asallalumnaeare.YoureffortsinspreadingthewordaboutSmithandyourownclassaremuchappreciated.ThereareanumberofSmithsitesandcommunicationsvehiclesalreadyinplaceandupdatedregularlyfromwhichyoucandrawnewsandinformationtocut,paste,andsharewithclassmates.Here’salist:

NotesfromParadisee‐newsletter:http://alumnae.smith.edu/enews/archive.php SmithAlumnaeQuarterlyonline:www.saqonline.smith.edu AlumnaeFacebookpage:http://www.facebook.com/smithcollegealum?ref=ts AlumnaeAssociationofSmithCollege:http://alumnae.smith.edu SmithCollege:www.smith.edu SmithCollegePresidentKathleenMcCartney:www.smith.edu/president FollowPresidentMcCartneyonTwitter

https://twitter.com/intent/user?user_id=17025399PrintNewslettersVeryfewclassescontinuetoproduceprintnewsletters,infavorofmoreeconomicalandtimelyelectroniccommunications.Ifyouremaincommittedtosendingaprintnewsletter,youmayworkwithadesigner/printshopofyourchoosingorcontactParadiseCopiesinNorthampton(paradise@paradisecopies.comor413‐585‐0414).

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CollegeCommunicationsThecollegesendsaSavetheDateemailandsubsequentpostcardtoallactivealumnaeinreuningclassesandReunionobserversduringthefallpriortoReunion.ThecollegesendstheReunionRegistrationBooklettoallactivealumnaeinReunionclassesinFebruary2015.ThisbookletincludesdetailedReunioninformation,apreliminaryscheduleofeventsforbothReunionweekends,andinstructionsforregisteringonline.TheReunionResourceswebpagewillgolivelaterinthewinter,andwillincludedetailedReunioninformation,schedulesforbothweekends,travelinformation,familyactivities,updates,alistofwho’sregisteredforReunion,andalinktoonlineregistration.Thiswillbethe“go‐to”placeforReuniondetailsforyourclassmates.ThewebpageisupdatedfrequentlywithReunioninformation,developingplans,andalistofwho’sregisteredforReunion.Thecollegewillalsopostinformationtothe“SmithCollege–Alumnae”facebookpageasReunionapproaches.ThiswillbeanotherplaceforfrequentupdatesandmakingconnectionsasReunionexcitementbuilds.Suggestions

Communicatefrequentlywithclassmates,especiallyduringtheyearpriortoReunion,andutilizeclasscommunicationstohighlightReunionplansandreminisceaboutyouryearsatSmith.

Besuretopostallinformationfromprintnewslettersandmailingsonyourclasswebsite. Createaclasswebsiteand/orasocialnetworkingsite(e.g.Facebook).Tweetbefore,

during,andafterReunion!

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ReunionCommunicationScheduleSummerDetermineformatandcontentsofclasscommunications(ClassPresident,inconsultationwiththeReunionChair,SmithFundvolunteers,Webchair/DigitalMediaCoordinator)ClassNewsletterWhattoinclude:

ReportfromReunionChairswhoobservedReunioninMay Reuniondatesforyourclass Callforvolunteerstoworkonacommittee UpcomingMiniReunionsdatesandlocations Linkstoclasswebsiteandfacebookpage

SeptemberTheofficeofalumnaerelationssendsaSavetheDateemailandpostcardtoallactivealumnaeinreuningclassesClassNewsletterWhattoinclude:

Reuniondates,themeandlogo ClassofficersandReunioncommitteenameswithcontactinformation PreliminaryReunionscheduleandplans AbriefupdatefromeachmemberofyourReunionplanningteam Howtoupdatecontactinformationwiththecollege:forwardupdates(alongwiththeirfull

nameandclassyear)toalumnaerecords@smith.edu. Questionnaire(onlyifitistobereturnedforaReunionClassBookoristobereportedonat

aclassReunionevent(optional)FebruaryTheofficeofalumnaerelationsmailstheReunionRegistrationBookletOnlineregistrationopensReunionwebpagegoesliveClassNewsletterWhattoinclude:

Preliminaryscheduleofeventsplannedbyboththecollegeandyourclass Listofclassmemberswhoareplanningtoattend Deadlines(clearlyspecified) EncourageclassmatestoregisterandvisittheReunionWebpagefrequentlyforupdates.

AprilNewsletterWhattoinclude:

MoredetailedReunionplansandlast‐minutedetails Alistbystateorbyhouseofthoseplanningtoattend ReunionRequestsforitemstodisplayatClassHeadquarters(letters/photosfromthose

whocannotattend,classmemorabilia,etc.) Requestofnominationfornewclassofficers. Reminderofthingstopack.

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GeneralReunionInformation

HousingThecollegeassignsallReunionhousingaspartoftheregistrationprocess.Pleaseremember,andremindclassmates,thatstudentresidencesarenotequivalenttoahotelormotel.Bydefault,alumnaeareassignedhousingwithothermembersoftheirseniorhouse.Itisimportanttoremindclassmatesthatamplepublicspacewillbeavailableforsocializingifanadequatenumberofroomsisnotavailabletoroomseniorhousegroupstogether.SeniorsandmanyundergraduatesarestillinresidenceinmosthousesthroughReunionIweekend,andthenumberofroomsavailablewilldictatehowmanyhousesareassignedforeachclass,aswellastheirproximitytoeachother.TheReunionregistrationformincludesafieldtoindicatespecialhousingneedsforthosewithmobilityimpairments.GuestsGuestsareaccommodatedinthestudentresidenceswheneverpossible.Nospecialrestroomarrangementsaremadeformaleguests.Whenpossible,allfamiliesand/ormaleguestsareaccommodatedonthesamefloororinthesameareatofacilitatesharingofthebathrooms.Theclassmaychoosetoorganizeaspouseorchildren’sprogram.Generally,allathleticfacilitiesareavailableforusebyalumnaeandtheirguestsduringReunion.Guestsgenerallydonotpaytheclassregistrationfee.Housingreservationsaremadeperbed,notperroom.Dependingonavailabilityofrooms,somedoubleroomsmayhavetobeassignedtoaccommodateallalumnaeregisteringforhousing.Housesopenat4pmonThursdayofeachweekend.HousingisnotavailableforanyonearrivingbeforeThursdaynightofeachweekend.RenovationschedulesdictatethehousesavailableforuseduringReunion.Cardaccessisavailabletoexteriordoorsofstudentresidencesonly.Thecollegedoesnotissuekeystoindividualrooms.Encourageclassmatestoleavevaluablesathome.ClassesreturningduringCommencementweekendareremindedthattheymaybesharingahousewithgraduatingseniorswhoarecelebratingthecompletionoftheirdegreeandareveryexcitedaboutbecomingalumnae.Housesareoftenthesiteoffestivitiesandlate‐nightrevelry.StudentresidencesHAVE:

Singlebedsandsinglerooms(somedoublesareavailableandusedforfamiliesand/orcouples)

Twotofourflightsofstairs Roomsthatmaybewarmorcool,dependingonunpredictableNewEnglandweatherinMay Communitybathrooms(pleaseremindclassmatestobringflip–flopsorslippersforgoingto

andfromthebathroom/shower) Noise(dependinguponotherresidentsinthehouse) Accesstolocaland800numbersfromphonesinallresidencehouses,allowingReunion

attendeestoplacecallingcardandpre‐paidcardcalls Somehaveelevators(Chase,Comstock,CutterandZiskind,Duckett,Gillett,King,Lamont,

Northrop,Wilder,andScalesHouses) Bedding(sheet,blanket,pillow/pillowcase)

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StudentresidenceroomsDONOThave:

Airconditioningorfans Bedsidereadinglamps Televisions/radios Clocks/clockradios Quilts(extrablanketsareavailable)

On‐campushousingisnotforeveryone‐classmatesmayprefertostayinahotel,motel,orB&BintheNorthamptonarea.Forinformationaboutareaaccommodations,goto:www.smith.edu/about‐smith/visiting‐smith/local‐accommodationsorwww.explorenorthampton.com/

ReunionClassBookTheExecutiveCommitteeoftheclassshoulddecidewellinadvanceofReunionwhetherornottopublishaclassbook.TheclassReunionbookisanexpensiveundertakingbothintermsofmoneyandtimefortheclass.ClassbooksaregenerallypublishedformilestoneReunions,suchasthe25thand50th,servingasaremembranceforclassmatesandtogenerateenthusiasm.AneditorandseveralassistantsshouldbechosenatleasttwoyearspriortoReunion.Theyshouldbeselectedonthebasisofability,interest,andtime.Editorialexperienceisagreathelp.Budgetcarefullyandplanatleasttwoyearsahead;decideafterthe40thReunion,forexample,thataclassbookwillbeproducedforthe50thtoallowforadequateaccumulationoffundsintheclasstreasury.Selectaprinteranddecideonstyle,layout,pictures,andcosts.Theofficeofalumnaerelationshassamplesfrommanyclasses.Investigatecost‐effectiveprintingandbindingoptions–manysmallcopyshopscanproduceafinebookatafractionofthecostofacommercialprinter.

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TheeditorsshouldplanaquestionnaireandformthatwillbemailedtotheclassnolaterthanthesummerbeforeReunion.Includeareturnenvelopethathasaplaceforeachmembertoorderabookinadvance,ifthecostofthebookwillnotbeincludedintheclassregistrationfee.RemembertoincludepostalchargesforbooksthatwillbemailedratherthanpickedupatReunion.Postthequestionnaireandformontheclasswebsite,providingawayfortheinformationtobesubmittedviaemailtotheclassbookeditor.Encourageclassmatestosubmitinformationelectronicallywheneverpossible.ArrangeformailingtheclassbookatleasttwomonthspriortoReunion.ThiswillhelpbuildenthusiasmforReunion.TheclassshouldalsomakearrangementsfortakingordersandformailingcopiesfollowingReunion.GuidelinesforGatheringInformationTheorganizers/editorsshouldbeveryclearwithclassmatesthattheinformationtheyprovidewillbepublishedanddistributedtoclassmatesintheReunionBook.Useonlyinformationreceivedfromthealumnaherself.Whenindoubt,callandverifytheinformationwiththealumna.Pleaseexercisegoodjudgmentwhenreportinginformationanddeleteanyinformationthatisnotclearlywrittenorreported,orthatcannotbeverified.ConfidentialityofAlumnaeInformationAlumnaenames,contactinformation,andbiographicalinformationareentrustedtothecollegebyeachindividualalumna.Thisinformationisconfidentialandprotected.PermissionshouldbeobtainedbyindividualalumnaeclassestousenamesandaddressesfromthecollegedatabaseforReunionBooksand/orclassdirectories(viaclassbookquestionnaires).Anypartofanyconfidentialalumnaeinformation,asreleasedtoclassofficersortheirdesignatedrepresentatives,mayonlybereproducedortransmittedinanyformwiththeconsentoftheclassofficerortheVicePresidentforAlumnaeRelations.Theofficeofalumnaerelationsreleasesinformationinthefollowingformats:

Electronicfileviaemail(asanattachment) Printedlistsofalumnae/classmates Self‐adhesivemailinglabels

Pleasenotethefollowingwithregardtoinformationreleased:Onlyclassofficersmayrequestlists,labels,orelectronicfiles.Informationreleasedrepresentsasnapshotofthedatabaseataparticularmomentintimeandissubjecttochange.

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ReunionRevenue&ExpensesReunionExpensesandClassRegistrationFeeThefollowingReunionexpensesaretheresponsibilityoftheclassandshouldbecoveredintheclassregistrationfee:

CostsassociatedwithReunionchairsobservingtheReunionpriortoyours Mealsforguestsoftheclass(e.g.facultyinvitedtoclassdinner,observers,etc.) Reimbursementstoofficersforclassbusinessexpenses(conferencecalls,postage) Headquartersexpensessuchasdecorations,supplies,refreshments,rentalequipment Nametags Centerpiecesortabledecorationsformeals ClassBook(ifapplicable) Paradesigns Mementos/souvenirs Specialeventstaging,staffing,andset‐up(e.g.iftheclasshiresabandortheatricalgroup) Newsletterfees Reunionstudentambassadormeals

NoportionoftheclassregistrationfeescanbeusedfortheclassReuniongifttoTheSmithFund.Reunionfeesrangefrom$15to$100dependingonthesizeoftheclass,whatReunionisbeingcelebrated,andthestateofthetreasury.Guestsaregenerallynotchargedtheclassregistrationfee.Theclasstreasurer,inconsultationwiththeclassReunionchair,shouldensurethattheclasstreasuryisadequatetomeetthefinancialobligationsofReunion.ShemustensurethattheclassdoesnotincuralosswithReunion,andthattheclasswillhavethefinancialresourcestosupportReunionitemssuchasaclassbook(ifapplicable),printnewsletters(ifdesired),andgiveaways/noveltyitems.Recentclassregistrationfees(forreference)

Reunion 2010 2011 2012 2013 201460th $25 $40 $60 $45 $3555th $55 $60 $50 $95 $45

50th $70 $95 $95 $100 $100

45th $75 $85 $60 $60 $5540th $60 $55 $45 $60 $5035th $50 $50 $50 $35 $5030th $50 $50 $65 $50 $6025th $45 $65 $75 $88 $5020th $45 $50 $50 $50 $4515th $40 $50 $45 $40 $5010th $40 $30 $30 $40 $405th $40 $40 $50 $45 $40

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CollegeFeesThecollegecharges:

AReunionregistrationfee(chargedtoallregistrants) Foron‐campushousing–aflatfeeforthreenights(Thursday,Friday,andSaturday)orany

portionthereof.Thisfeecannotbeprorated.AlumnaeAssociationLifeMemberswillreceivea$25discountoffoftheon‐campushousingfee.

Forallmeals

Latefeesareassessedforroomandmealreservationsreceivedaftertheregistrationdeadline(generallyApril20).AlumnaemayregisterbeginninginlateFebruary.TheReunionregistrationbookletandregistrationformsforthe50thandearlierclassesarealsomadeavailableasPDFsontheOfficeofAlumnaeRelationsWebsite.Theofficeofalumnaerelationscollectsallregistration,housing,andmealfeesassociatedwithReunion.Classregistrationfeesaretransferredtotheclass’sSmith‐heldtreasuryaccount,minusexpensesowed,bytheendofJunefollowingReunion.

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Post‐ReunionWrap‐upAfterpayingallcateringbills,paradesign,andotherfeesowed,thecollegetransfersclassregistrationfeedisbursementstoyourclass'saccountatthecollege.Theofficeofalumnaerelationsasksclassestoprovidesamplesofclasssouvenirsandanyotherclassmaterials,suchasclassbooksordirectories,songbooks,orotherprintmaterialsasexamplesforclasseswhofollowyours.PleasesendsamplestotheAnnieCroteau,AssistantDirectorforReunions,Classes,andClubs.FollowingReunion,theReunionChairshouldcompletethefollowingtasksbythedatesindicatedbelow:

SubmitClassslate.Besuretheclassslatehasbeensubmittedtotheofficeofalumnaerelations,preferablypriortoorduringReunion,butnolaterthanJune1,sothatnewofficerswhomustreceiveinformationabouttheirnewjobcanbecodedinthecollegedatabase.

SubmitaReunionReport.Thisshouldbesenttotheofficeofalumnaerelations,yoursuccessor,andtheReunionChairoftheclassfollowingyours.Pleaseseethesuggestedguidelinesbelowforwritingthereport.YourreportshouldbesubmittedbyJuly31.ThisreportshouldbeasynopsisofyourReunionplanningexperience,fromthetimeyouwereelectedtoReunion.YouwillfindaReunionReportFormintheappendix.

SubmitReunionFinancialReport(sampleintheappendixofthisguide).WorkwithyourclasstreasurertoclosethebooksonReunionandbesuretheTreasurersubmitsboththeAnnualFinancialReportandtheReunionFinancialReporttotheofficeofalumnaerelationsbyJuly31.

Organizefiles.Prepare,andturnrecordsovertotheincomingReunionChairbyJuly31. SendmemorabiliatoArchives.SmithCollegeArchivesiseagertoreceivecopiesofclass

Reunionphotos,printmaterials,andothermemorabiliafortheArchives.PleasenotethatoncecataloguedintheArchives,thematerialscannotberetrievedforuseduringafutureReunion,thoughcopiescanberequested.VisittheCollegeArchivespageathttp://www.smith.edu/libraries/libs/archives/donations#alumnaeformoredetails.