Party Time DJs, Inc. - Planning Form

Class Reunion Checklist
Name:	Email:
Reunion Date:	Times:	to
Assembling a "Reunion Committee":
Develop a timeline for planning the reception:
Take notes at the Reunion Committee meetings :
Obtain Current Addresses:
Create Mailing Labels:
Create A Class Website:
Create an Email List:
Find Facility To Hold Reunion:
Contact Your Old High School:
Contact Hotels for Room Discounts:
Create Mailers & Registration Forms:
Supply Questionnaire for Memory Book:
Organize a Golf Outing or other event:
Find & Secure your DJ or Band:
Find & Secure your Photographer:
Arrange Candid Pictures at Reunion:
Arrange "goodie bags":
Find Sponsors and/or Companies to make donations:
Find Guest Speaker:
Arrange Master of Ceremonies:
Plan Ice Breakers/Games:
Create Program Booklets:
Print & Assemble Programs:
Create Memory Books:
Acquire Awards (Longest Traveled, Most Kids, etc):
Setup Memory Tables with display boards:
Create a Multimedia Presentation of Class Memories & Past Reunions:
Call Classmates and Encourage Involvement:
Create Press Release for News-Print:
Arrange Centerpieces:
Create Name Tags:
Name Tag Ideas: Use different colored name tags for class members and spouses/guests to make it easy to tell who is who. For the spouses/guests, you might consider having their name on their name tag, along with "Spouse of _____" or "Guest of _____" (fill in with classmates name) Have extra "blank" name tags printed to write in last minute arrivals. As we get older it gets harder to see small print, make sure the first name is larger than the last name. Put copies of senior pictures on the name tags.
Arrange for Decorations:
Arrange "Thank You" gift for coordinators:
Greeting Guests at Door + Check-In:
Send out Thank You cards to Contributors & Sponsors:
Send out follow-up survey to classmates:
Put Reunion Photos on Website:
Create Class Reunion Video:
Assign Next Reunion Coordinator:

Notes

Registration
Offer your reunion classmates an early registration discount as an early sign-up incentive. Those who register during the "regular" registration period pay the "regular" fee, and those who register after the registration deadline get to pay a higher fee. Several sources estimated 10% to 25% of a class will attend a reunion. On strategy to ensure that late sign-ups do not cause problems with your banquet hall is to increase everyone's fee by a small amount and use the additional money to order several "extra" dinners when you submit your final count. If several people show up last minute, its no problem to add them. Charge them a premium price for last minute registration. Make the registration process quick and simple. If your registration process includes an "about you" questionnaire, many folks may set it aside until "later" instead of just writing a check and registering. If you're going to ask your classmates for additional information (like biographical information), consider doing a completely separate mailing so that if your biographical questionnaire gets set aside until "later," you've still got their name, address, phone number, the name(s) of the folks who will be attending, and their check. Most reunions have someone show up after the meal is served, expecting to get in for free. On your registration form, make it clear that classmates are welcome to join you after the meal, but they will need to pay their share of the reunion costs. Determine that amount by subtracting most of the price of the meal from the normal ticket price. Make it clear in all your contacts with your classmates that there is a date that you will be ordering souvenirs, and that the budget does not allow any/many spare souvenirs. Spares will be first come, first serve to latecomers. They are welcome to pay late (and late fee), even at the door, but they may receive less goodies.

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