ReunionEventDetails

Table of Contents

Planning Overview....................................4-5Evening Agenda ........................................... 6Greeters ....................................................... 6Music ........................................................... 6Program Overview ....................................... 7 Nametags .................................................... 8Decorations ................................................. 9Reunion Night Handout ............................. 10Memorabilila & Displays Overview ........... 11Sample Memorabilia Displays ................... 12Sample In Memoriam Displays .................. 13Memory Book ............................................ 14Class Photo ................................................ 15FAQs .....................................................16-17

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Notes

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Reunion Timeline Overview

Recruit committee members Send known classmate contact info to RWC Discuss vision for the reunion Delegate responsibilities Set future meeting dates Spread the word about the reunion Distribute Calling Cards Decide if you want to invite faculty, if yes, submit request and gather their addresses

Create a Facebook Group - Utilize social media to engage classmates

Personalize your reunion homepage at reunionswithclass.com / Customize your invitation

Put picnic, golf and school tour plans together Visit other websites to post/review information and contact classmates who may be on missing list

Review materials sent to you by RWC: Reports, Proposal, Invitation Proof and Contract, etc.

Utilize RWC website for reports regularly

5-12 MONTHS PRIOR – Plan your reunion

3-5 MONTHS PRIOR – Put your plans into motion

Make an initial round of calls/emails to classmates Begin planning your evening program Share reunion progress with your committee Recruit your emcee Start collecting/planning memorabilia display Make sure all Committee members are signed up

Submit music requests on the RWC site Look for talent and resources within your class to enhance the program, giveaways, doorprizes or funding for special items

Mail your teacher invitations Utilize RWC website for reports regularly

2-3 MONTHS PRIOR – Get your classmates excited about the reunion

Make another round of calls to classmates to encourage attendance, consider recruiting classmates to participate in a “Call-apalooza evening”

Concentrate efforts on getting found alumni that haven’t responded on the attending list

Finalize details for picnic, golf or school tour Participate in a RWC workshop Make sure all committee members have submitted their classmate catch-up for the memory book

Post fresh content on Facebook EVERY week Submit centerpiece choice and memory book and handout input to RWC

Put Greeter Schedule together

Consider refreshing your message on your reunion homepage at reunionswithclass.com Finalize evening’s program, include your emcee Utilize Broadcast Email to communicate with classmates and build excitement

1 MONTH PRIOR – Last minute details

Make final round of calls/emails to classmates Review program with your emcee Assemble memorabilia and create displays Figure out what you are going to wear!

Meet one last time with the committee members involved with any reunion night tasks

Continue posting on Facebook DAILY Utilize RWC website for reports regularly

REUNION NIGHT – It’s show time!

Set up memorabilia displays Greet your classmates as they arrive - take pictures as people check-in and instantly post on Facebook with a

message to Come On Down! (Classmates have decided to come at the very last minute because of this!) Present a short program & finally, Enjoy your evening!

Formulating Your Reunion WeekendIt is a is a good idea to have a general plan figured out prior to the invitation being mailed. Will the reunion celebration be a one night only affair or will you also have an “extra curricular” event such as a family picnic? Some committees choose to organize a school tour or golf event. It is ideal to include details on the entire weekend plans in the invitation. If details are still undecided, mentioning “plans are in the works for a ....” is the next best option. As soon as plans are firm, notify RWC and we will post them on your reunion homepage.

Main Event - The Reunion CelebrationThis will be the focus of the invitation, website and reminder notices. Your energy should first and foremost be spent on promoting and generating excitement for the BIG night. Think about how you’ld like the evening to flow and what kind of atmosphere you want to create. From there, you can plan the specifics of the event. The following pages talk in depth about the main event.

Family PicnicA picnic can be a nice addition to your reunion weekend. It allows for a more family-oriented gathering and offers a no-cost alternative for classmates who may not want or be able to go to the evening event. Not everyone who attends the main event will want to attend the picnic. You should expect attendance to range from approx. 20-75 people. Things to decide early include date, location, type of picnic (i.e. potluck or bring-your-own food), and any activities you may want to organize. Be sure to keep in mind you will need to budget and pay for any expenses related to the picnic (over and above the $50 park fee reimbursement). More ideas and activites for your picnic can be found in the ‘Ideas and Fun Things’ link in the Committee Resourse Center on the RWC website.

School TourMany schools have undergone renovation so a nice way to show off the ‘new’ school and get the reminiscing started is to plan a school tour. You will need to coordinate with the school directly about availibilty and be sure to check to see if there is a fee.

GolfAlthough this appeals to a narrow group of classmates, you may consider organizing a golf event. You’ll need a member of your committee willing to organize and coordinate this event. RWC will publicize it in the invitation, but your golf coordinator will need to take care of the financial responsibilities and run the show. Normally, we put very general information, i.e., the date and location into the reunion invitation. Classmates are instructed to contact the committee member in charge of the event for details. Most committees handle all the reservations via email and classmates just mail their check to the coordinator. If you need assistance in designing a flyer, we would be happy to help.

No-Host Bar NightOur experience shows that another evening event will most likely compete with the main event so Reunions With Class doesn’t recommend having one. If your committee still elects to have a no-host evening event, wait until you’ve surpassed your attendance goal before promoting it.

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Main Event - The Reunion CelebrationThe big night has finally arrived! Reunions With Class will be at the facility approximately 90 minutes prior to the event to ensure all set-up preparations run smoothly. The committee is encouraged to arrive 30 minutes prior to the event to allow enough time for setting up their memorabila and in memoriam display.

As classmates arrive, Reunions With Class staff will check them in and distribute the nametag(s), reunion night handout, and Memory Book (if applicable).

Below is the typical agenda for the evening based on a reunion start time of 7:00 p.m. We will adjust the schedule if your reunion starts earlier or later. 7:00 Classmates check-in & mingle/Social hour

8:00 Class Photo taken

8:30 Buffet opens

9:30 Welcome/Program

10:00 Dance music begins The evening ends between 11:00 p.m. - 12:00 a.m. depending on the facility

GreetersHaving a friendly face welcome each classmate as they arrive adds a nice touch to your reunion and will be appreciated by your classmates. For many, it may be 10 years or more since they’ve seen fellow classmates and a warm welcome can go a long way easing those inital reunion jitters. As a committee member, make it your job to greet and welcome everyone that attends. During your time as a greeter, please stand near the entrance and welcome your classmates as they come in. You could also have your greeters be faculty members or someone wearing the school mascot costume. Please submit a list of your greeters with their assigned times by the date indicated on the Committee To-Do List in the Committee Planning A-Z guide.

MusicMusic plays an important role by creating a nice ambiance for the evening. Our DJ’s come prepared with plenty of appropriate music for the evening, however if you opt to use a sound system, spending some time early on planning and creating your play list is worth the effort. Classmates can make music requests via our website which we forward to the DJ. If you are using a sound system, you will need to provide the music and the digital audio player such as an IPod or MP3 player. More on how to make music requests and print a list of requests can be found in the Website Navigation guide.

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Your program should be approximately 10-15 minutes long and can be as simple or elaborate as you desire. The purpose of the program is to bring people together by building on the shared experiences from high school, share some laughs and create a comfortable environment for everyone. We’ve provided you with some ideas to start your brainstorming. Once you decide what to do, make sure it is well thought out, organized and rehearsed. Please submit an overview of your program plan by the date indicated on the on the Committee To-Do List in the Committee Planning A-Z guide. More ideas for your program can be found in the ‘Ideas and Fun Things’ link in the Committee Resourse Center on the RWC website.

Most popular program ideas include:

Evening Program Overview & Ideas

Memories Presentation

The emcee can talk about popular things, people, events, etc. of your day. Comparing ‘then’ and ‘now’

can be fun. A lot has changed since graduation. The library and

Internet are a good source of information and trivia.

Other Program

Ideas

Committee Recognition

You can introduce the committee and any others who should receive special recognition such as those

who contributed something ‘extra’ to the reunion.

Classmate Entertainment

If a member of your class is a semi-professional or professional singer, musician, comedian etc., see if they

would be willing to share a few minutes of their talent.

Top Ten List

Create a humorous list of the Top Ten Reasons For... (take-off of

Letterman’s show opener)

Games

Consider mixers to create some fun Name That Tune

Door prizes/drawings

School Spirit

Ask former cheerleaders to lead the group in the school yell. Or sing the fight song or alma mater as a group.

Trivia

Choose trivia specific to your class or school. Provide a questionnaire at the table or list the questions in your Reunion Night Handout. Have

classmates shout the answers as the emcee asks the questions.

Write a Song/Skit

It can be about individuals in the class, what school was like, how time

has passed and things that have or haven’t changed, etc. Use a popular song from school days and re-write

the lyrics to go with something popular today.

Recognition Awards

This type of program gets everyone involved. The emcee

asks them to stand up when the topic relates to them.

This is very fun and gets all alumni participating. Sample

recognition awards are posted on our website.

Slide Shows, Videos &Power Point Presentations

Old and current pictures of alumni, landmarks, hangouts, etc. Use songs from your high

school days as background music. Senior slide shows or videos, prom videos,

graduation and/or senior party slides or videos are always fun.

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NametagsReunions With Class will provide each classmate with a photo nametag that will be used at the main reunion celebration. The photo is scanned from your senior class annual. Nametags for committee members will have ribbons attached. We also create guest nametags when the information is provided on the reservation form.

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DecorationsReunions With Class will provide a custom “Welcome” banner at the entrance and a festive photo luminary centerpiece on each banquet table at the reunion celebration. The luminaries are created from your annual pages and are printed on translucent paper with a flameless votive candle inside. We accompany the luminary with pom poms in your school colors. As an alternate option, cheer phones & pom poms are available by request - please provide at least one month notice.

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Cheer phones & pom poms available by request

Reunion Night HandoutReunions With Class will create a folded program that will be given to every classmate as they check-in. It includes a welcome to your classmates, provides an agenda of the evening ahead, lists the night’s emcee and committee members, includes a list of classmates attending and, if applicable, information on the family picnic or other reunion events.

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Bart Anderson Terrance Anderson TJ Jamie Anderson Crookston Janine Antrim

Roberta Balaam Lacey Jan Baker Reynolds Christine Bell Heinrich Traci Blodgett Thompson Amy Boland Wolf Jessica Boydstun Glover Lesley Brewer Mattson Tony Brookman Kelley Brown Gill Carissa Bumgarner Wahl Laurie Burnett Powers Lorie Burt Adolf Maria Carper Shelman Carla Casey Wilds Cheryl Choy Mark Cinnamon Brooke Coble Basher Kerri Collins Johnson Brian Cox

Lesley Crandell Bross Tracey Cunningham Don Davidson Nancy Dawn Jennifer Denckla Christensen Justin DeWitt

Frederick Dojan Adam Drazic Tracy Duncan Helming Bradley Ellis

Dustin England Kaye Erickson Donna Fountain Martin

Leslie Frederick Kristin Freese Shannon Galassi Julie Grasso Banken Steven Gubala Charlie Hampton Jeffrey Harris

Emmy Heimann Melissa Hill Wolfe Kristina Hill Monten Jennifer Jeffery Mason Al Johnson Nancy Johnson Thompson Susane Kelly

Chrislee Kenney Howard Gina Knapp Olson Jason Knott Debra Knowlen Campbell Katherine Koskovich Moran Edward Kosnoski Nancy LaPrete Mains Tracy LeMaster Holcomb Cristina Liberati James Locatelli Eleanor Mason Rebecca McCauley Harskamp Cameron McCleery Amy McClelland DeMerritt Terri McLaughlin Stanik Kelly Munyon Scotchler Rebecca Myers Daniel Nilles

Bryan Olson Kari Olson Wittgens Todd Olson

Todd Olson

Tamar Owsen Hathcock M. Jeanette Paz Kuizon James Pearsall Kevin Pike Kelly Plute Coburn Kimberly Pool Patamia Bryan Quartararo Bryan Ransford Tyrone Reddick Julie Reece Demarco Christine Riggin Brian Sabey

Karen Sandstedt Knaup Michelle Schauer Cimino Tanya Schmidt Claudine Schneider Timothy Shelman Jennifer Simokat Hopkins Michelle Simpson Klecan Julian Slane Tim Struthers Douglas Thayer Dori Thomas Dawson Joanne Tynes Larson Ed Van Ness

Ray Walters Bill Wiechmann Michelle West Rudolph Cory Wilds

Sarah Williams McHale Stacey Yamamoto Derek Yoshinaka

Can we make changes?A sample handout is included in your packet. You are welcome to add/change the information in the handout as long as it is submitted by the date indicated on your Committee To-Do List in the Committee Planning A-Z guide. Some additional ideas you may want to include: uSpecial Recognitions/Thank Yous uAlma Mater Lyrics uFight Song Lyrics

Memorabilia & DisplaysIn addition to greeting guests and presenting your program, the memorabilia display is one of the main responsibilities you will have the night of the reunion. It should consist of memorabilia and mementos from your school years. The Internet can provide a wealth of ideas, photos and headlines to use in your displays. Google your grad year for a list of websites. Here are some fun ideas:

o Sports and pep uniformso Prom dresseso Lettermen jacketso Pom poms, megaphoneo Tickets & programs (prom, drama, sporting events...)

o School newspaperso Articles from local paperso Text books, tests, report cardso PeeCheeso Spirit buttons

The school, district office or local historical society may allow you to borrow some of these items.

We will provide you with a skirted table and two easels, but it is your responsibility to supply the display items for your table. The backdrops pictured on the following page were supplied by the committees. Make your own or purchase an inexpensive version at an art or office supply store.

uPOSTER DISPLAYS: These can include high school photos, prom pictures, copies of yearbook pages and previous reunion gatherings. Gather these items from committee members or other classmates.

uIN MEMORIAM: Honor those classmates that have passed away by creating a poster with their names and photo. Add a candle for each classmate.

uMEMORABILIA AT EACH TABLE: Consider putting a little something at each table to enhance the decorations we provide. Examples: old photos, copies of prom programs, candy wrapped in school colors, etc.

o Graduation cap & gowno Diplomas, tassles o Yearbookso Photoso Trophieso Fashions & fads from the erao Elementary school pictures o Menus, ads from favorite hangoutso School bannero Pop Culture (albums, magazines, board games, etc.)

Supplies you may need for your displayo Display Boardso Tape - scotch, masking, ducto Scissorso Push Pinso Fishing Lineo Pens, Pencils, Markers

o Safety Pinso Glue/Glue Sticko Paper in school colorso Extension Cord o Mannequins/dress forms for clotheso A/V equipment* (i.e. TV, VCR, LCD or slide projector, screen)

*these items and other AV equipment may be available from the facility or Reunions With Class however these will incur an additional charge to the committee. Contact Reunions With Class at least 2 months prior to the reunion if you would like us to check on availability.

NOTE: these items are not included in your ticket price unless you have made previous arrangements.

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Sample Memorabilia Displays

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Sample In Memoriam Displays

Memory Book40 and 50 year reunions have the option to offer a memory book keepsake. If your committee elected to have a memory book produced, RWC will create the booklet and give it to classmates who pre-ordered as they check-in at the reunion. We will mail the book to classmates who ordered but don’t attend the reunion.

The memory book will include (A sample memory book is included in your packet): uColor cover

uWelcome page greeting uTwo trivia pages from your graduation year (includes music hits, movies, TV shows, cost of living, headlines, sports, misc. statistics)

uClassmate Catch-Ups (Alumni biographies submitted from your web page)

uMemorial page (Includes a poem and names of classmates who have passed away) uClass directory (includes classmate name, spouse, mailing address and email) uMiscellaneous filler pages as needed (May include fight song, alma mater, poems, cartoons, etc.)

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Can we make changes?The committee has an opportunity to

customize the book further by adding 2-4 pages, re-writing the greeting or memorial

poem, and/or creating a custom designed cover. This information will need to be submitted by the date indicated on your Committee To-Do

List in the Committee Planning A-Z guide.

Class PhotoThe class photo is taken about one hour after the reunion has started. If we need to adjust the schedule, we will notify you in advance.

The class photo is a fun and busy part of your reunion. We generally split the class into two groups and process the two shots into one photo. If the facility is conducive to a large group shot, we may use that format. The photographer makes the ultimate decision.

Once the photo is under way, people really enjoy getting the ‘grand view’ of all the classmates attending. They may spot a friend they didn’t even know was at the reunion creating new opportunities for mingling.

For 30 and 40 year reunions, the class is provided as a digital image that is emailed to classmates who have ordered the photo. As a courtesy for our 40 and 50 year reunions, we provide an ID sheet with all photo orders listing classmate names and their relative position in the picture.

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FAQsHere are some common questions committees have about their reunion. If you have any more questions, please don’t hesitate to give us a call. Note: Not all reunions have the same format. Please take this into consideration regarding the answers below.

Q: I’ve never been to a reunion before, what is the typical reunion like?

A: The first hour or so of the reunion celebration night is mingling and catching up. We usually take the group photo just before the buffet opens. Once everyone has eaten and the buffet is finishing up the emcee starts the program. After the program has ended, the lights go down and the music goes up for dancing and more mingling. The reunion ends between 11:00 p.m. and 12:00 a.m. depending on the location. If your class is having a picnic – it’s typically a very casual event. People come and go depending on their schedule and the weather.

Q: Does Reunions With Class attend all the functions? What do they do at the reunion?

A: We will attend the main event and any other hosted events. We do not attend the picnic, school tour, etc. Our role is to make sure the reunion runs smoothly. We will be there early to set-up and decorate (we arrive approximately 90 minutes prior to the start of the reunion). At the reunion we will manage the check-in desk, hand out nametags, etc. We will also be working with the catering and facility staff as well as the photographer and DJ. Our role also includes helping you (the committee) with whatever we can. Any questions or concerns that arise during the reunion should be brought to the attention of the Reunions With Class staff.

Q: Who will be at our reunion from Reunions With Class?

A: There will be a Reunion Event Manager plus one or two assistants. The event manager will introduce him/herself to you. The staff will be there early and stay until all of the “organized” activities have occurred. The staff will take care of set-up, table decorations and, during the event, manage the check-in process. Again, their job is to ensure the reunion runs smoothly.

Q: Does the committee need to arrive early?

A: The committee needs to arrive with enough time to set up the memorabilia and make preparations for the program which would include testing music if using a sound system - usually 30-60 minutes in advance. The committee does not need to help with any other aspects of the reunion. If necessary, you can possibly bring your memorabilia items earlier in the evening and return when the reunion starts. Please contact us if you would like to make such special arrangements. For 50 year reunions, classmates will begin arriving 45-60 minutes before the event starts. For these reunions, it is a good idea to have your greeters ready 1 hour ahead of the start time.

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Q: Do we need to do any of the decorations?

A: No, Reunions With Class will take care of the table decorations. For the reunion celebration we provide a choice of balloon bouquets, cheerphones and pom-poms in school colors, or photo luminaries made from annual pages. We also provide a welcome sign to display near the entrance or check-in desk. If the committee wants to provide their own centerpiece, just let RWC know at least one month in advance. Committees are welcome add decorations to the tables. (No confetti please)

Q: Can people pay at the door?

A: Yes, we accept show-at-the-door attendees. We highly recommend that the committee encourage everyone to pre-register, especially since the ticket price increases again at the door. With everyone pre-registered we can prepare with enough food and seating, the check-in goes more smoothly, and they will have an ‘official’ nametag. If we have a large number of people paying at the door, we may need to offer a ‘no buffet’ ticket. For those that show the night of reunion we accept payment by cash or charge only - no checks.

Q: What do we do as Greeters?

A: The role of a greeter is equivalent to acting as host at a party. After people have arrived and checked-in they will enter the banquet room and not know exactly what to do. You can make them feel welcome and glad they came by greeting them, thanking them for coming and even re-introducing them to some of your other classmates. Offer them a chance to mingle, grab a chair, get a drink, check-out the memorabilia, etc. Whatever it might take to have them start relaxing and enjoying their reunion. A big smile and hello will go a long way to making their reunion memorable. And for you, it’s an opportunity to see everyone! Once the reunion is underway, greeting is no longer necessary. Note: be mindful of where you stand to greet folks so as to not cause a ‘log jam’ at the check-in desk.

Q: What is the refund policy?

A: We issue refunds until one week prior to the reunion. A $20 cancellation fee is applied to all refunds. We cannot offer refunds to anyone at the reunion or afterward. If you are aware of someone unable to attend the reunion at the last minute, encourage him or her to sell their ticket to another classmate.

Q: What do I wear to my reunion?

A: For most reunions, the attire is usually evening casual. We see a lot of ‘the little black dress’, summer dresses, dress pants and blouse, or something worn to a wedding. For the men we see, sport coats, nice khakis and a shirt or sweater. We don’t see many formal dresses, suits or jeans. Wear what will make you feel comfortable and confident. Do consider that you will be standing a long time, so dress appropriately. Other items to bring with you to the reunion are cash, (parking, bar, etc.), a camera, business cards and photos to show of family, pets, adventures.

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Notes

Notes

PO Box 40527Bellevue, WA 98015

425-644-1044800-954-1044

Fax 425-644-0691www.ReunionsWithClass.com