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18 Month Reunion Planning Ideas

Perfect for a Family, Military or High School Class Reunion

Planning a reunion can be stressful, but if you use the reunion ideas in our step-by-step 18 month planner, the process is sure to go smoothly. Whether you’re planning a high school class, family or military reunion, this guide will work for you.

Approximately a year and a half before your planned reunion, we suggest you make the following preparations:

1. Form a Reunion Planning Committee to share family, military or high school class reunion ideas and assign responsibilities. Select a Committee Chairperson and Subcommittee Chairpersons. The following are examples of subcommittees:
   • Reunion Activities Chairman - Responsibilities include organizing and arranging all activities for adults and children:
     • Arrival/Get Acquainted reception
     • Reunion banquet
     • Reunion picnic
     • Nightly entertainment
     • Hiking tours
     • City tour/historical tour
     • Reunion portrait
     • Fashion show
     • Talent show
     • Visit area attractions
   • Reunion Meals Chairman - Responsibilities includes selecting menus for the reunion banquet and all meals in restaurants and/or picnics, etc.
   • Reunion Transportation Chairman - Responsible for arranging all transportation needs during the reunion.
   • Reunion Gifts and Souvenirs Chairman - Responsible for assembling the welcome packets and obtains gifts/souvenirs for attendees.
2. Locate addresses of all reunion attendees and prepare and mail letters of invitation.
3. Develop a plan for fundraising activities, if appropriate.
4. Establish a planning reunion log for budget, logistic, and correspondence purposes

1. Make your final choice for accommodations and request group rates. The Group Travel Department can assist with lodging requirements. We can also assist with contacting the attractions for availability and special group discounts.
2. Follow up with the chosen hotels and restaurants to decide banquet needs and menu requirements for the reunion.
3. Determine the budget from the planning log, and how the attendees will make payments for lodging, dining, etc... The following information should make this task easier:
   • Some services charge a flat rate that can be divided among the attendees; such as chartering a bus, band fee, etc. These charges will be paid in advance.
   • Some services (i.e. hotel) can be paid individually.
   • You may need some money in advance for deposits.
4. Write a letter to attendees giving an update and status of the reunion; you may want to consider publishing a family newsletter.

1. Contact the Group Travel Department to establish a timetable for attending attractions and local sites. As you decide on your activity schedule, don't forget about scheduling time to rest!

1. Send a letter to the attendees to communicate the final costs of lodging, meals, and planned activities.
2. Place the final order for any specialty items (i.e., T-shirts, bags, hats, souvenirs, etc.)
3. Confirm all activities, payment requirements, transportation and schedules.
4. Remind attendees to confirm their hotel reservation and make any final payments.
5. Remember the whole idea of a military, family or high school class reunion is to create memories; one way to do this is to establish traditions. The following are "tradition" ideas:

   Give awards or prizes for:

   • The largest number of immediate family members present.
   • The oldest family member.
   • The youngest family member.
   • Establish a family scholarship (optional).
   • Have games with prizes at the Welcome Reception that influence everyone to stay and renew acquaintances

1. Send a letter and activities planning chart to attendees. It doesn't hurt to remind everyone, one more time, of the date of the reunion.
2. Send hotel brochure, or have the hotels send them, with a detailed map.

1. Confirm all reservations at restaurants, attractions and planned activities.
2. Organize a "welcome" committee that will meet and greet attendees when they arrive at their hotel.
3. Upon arrival, set up the hospitality room at the hotel where attendees can gather and sign up for activities, receive messages and check for program updates (in case any changes occur).
4. Provide the welcome packet including a Visitors Guide.
5. Near the end of the reunion, select next year's committee members and discuss possible sites.

1. Send a "thank you" letter to all family, military or high school class members that were in attendance. Include a survey for suggestions to improve the next reunion.
2. Send a "thank you" note to family, military or high school class members who were especially helpful.
3. Send a "thank you" note to the hotel, restaurants or attractions that offered a "special service" or amenity.

Also view our tips for planning a successful reunion.