Start your planning early – up to 24 months in advance. Hold an initial planning meeting and appoint a chair, treasurer, secretary and registrar from the larger group. Others will be needed for subcommittees which can be formed later, e.g. decorating, Silent Auction, entertainment, logistics, etc.
Meet once a month. (These meetings are fun – like mini reunions!) If you can’t meet in person, hold conference calls or use Skype. Create an agenda beforehand and circulate the minutes afterwards.
Contact the VHS Alumni Reunion Co-ordinators for a list of grads and for info that can help with your planning – firstname.lastname@example.org
Make a complete list of grads from your Camosun yearbook and merge it with the Alumni Association’s list. Give a copy to every committee member so that they can help to locate grads.
Check the Past Reunions page of this website for ideas – www.vichigh.com/reunions/pastreunions
Contact the VHS Archives to see what kind of materials they have from your grad year – email@example.com. The Archives, staffed by helpful Alumni volunteers, is open every Tuesday morning that school is in session.
Decide on a date and venue early, and send out an email telling everyone to Save the Date. If you plan on using the Vic High building or grounds, contact School District 61’s Rentals Dept. to get your permit and a rental quote: email firstname.lastname@example.org or phone Christine Bell 250-475-4178 or Gerda Boenbers 250-475-4174
Book entertainment early. (The Vic High R&B Band is fantastic!)
Create a budget – click here for a sample.
Offer an incentive for early registration, e.g. $40 before May 1 and $45 after. To handle upfront expenses, ask your committee members pay the registration fee even earlier.
Post an announcement on the Vic High Alumni website – to have your reunion information posted or updated, email email@example.com
If possible, create a website and group Facebook page. Communicate by mail, email, phone, Facebook and website. Let all committee members know who is has pre-registered, and what is planned. Create some excitement. If you create a website, a Who’s Coming page is very popular.
Consider holding a Silent Auction to cover unexpected costs. Profits can be banked for future reunions or donated to the VHS Alumni Association to help current students and programs. Click here to see sample Silent Auction list.
Be sure to include classmates who didn’t graduate. Some reunions also invite former teachers.
Write a detailed timeline and logistics plan for each event and venue so all committee members know when and what should be happening. (And don’t forget the clean-up!)