Reunion Planning in 12 Easy Steps

 associated costs as well as a Supply Order Form from the Alpha Phi Executive Office

C) Ideas for a "goody" bag as a welcome gift to registrants

D) Sample registration form and information letter

E) Information regarding submitting a photo and accompanying information to the Alpha Phi Quarterly

F) Questionnaire to assist the Executive Office staff

G) Instructions regarding how to update members’ names and addresses

If you have any questions, wish to order supplies, require additional assistance or are ready to send follow-up information, please use the following Alpha Phi contact information:

Department of Alumnae Member and Chapter Services
Alpha Phi Executive Office
1930 Sherman Avenue
Evanston, IL 60201

Phone: 847.475.0663 Fax: 847.475.6820 
E-mail: alumnae@alphaphi.org

Reunion Planning
Getting the Ball Rolling

12 Easy Steps…

1) Set up a Planning Committee
If planning for a small group – pledge class, alumnae living in a certain area or a special group of friends - it is possible for 1-2 people to handle the planning comfortably.

If, however, several pledge classes or the entire chapter will be invited, it is advisable that you have at least 3 - 5 committee members. Having a representative from each pledge class be responsible for contacting their peers encourages attendance for that group. Or, if it is a reunion for the entire chapter, each committee member could be responsible for working with a 5-year timeframe. It’s very important that one or two of these sisters live in the area where the reunion is to be held.

2) Set a Date
There are many reasons to hold a reunion, but special events are easy to build upon. Ideas to consider include the anniversary of a chapter’s founding, Homecoming, Founders’ Day, a special event for the collegiate chapter that alumnae would enjoy, Convention*, Regional Conferences, or even simply summer. Anytime is great!

*If planning a reunion for Convention, many decisions will be made for you. Call 847.475.0663 for details.

It is a good idea to have a printed list of the targeted reunion attendees. You can request one from the Executive Office at the same time you request your labels or electronic file. The list will include each sister’s contact information, including her complete name (e.g., first, middle, maiden and last name), phone number, member ID number and even an email address (if you request it). You may use this list as a master list for RSVPs or perhaps to create a directory for attendees. The directory can be included as part of the registration fee or optional if members wish to purchase one. Remember that member ID numbers are important to include when submitting changes of names and/or addresses to the Executive Office that you may become aware of through your mailing.

4) Create your own stationery and postcards with clip art downloaded from Alpha Phi’s web page. Or, consider ordering official Alpha Phi stationery and envelopes or postcards for use with your mailings. (Please contact the Executive Office to place an order. Allow a minimum of three weeks for delivery.)

Cost:

Stationary 8 ½ x 11 (100 sheets) $15.00
Envelopes #10 (100) $15.00
Postcards (100) $ 8.00

5) Decide on the Location
The city where the chapter is located is generally appealing to alumnae. Occasionally there is a metropolitan area nearby where many of the alumnae reside and that works well. A resort or camp area can also be attractive.

6) Send Postcards Reflecting the Date and Location
A brightly colored, eye-catching postcard should be sent to alumnae well in advance of the event – at least 4-6 months. 8½ X 11 paper that is 65# weight meets the requirements for the post office and can be printed and cut in quarters. It comes in a variety of bright, even florescent, colors. The postcard must include the date(s) and location of the event as well as a statement indicating that additional details will follow. It’s helpful if it provides a contact person’s name and phone number or email address for questions and/or suggestions. This first mailing could also ask that sisters forward the names and addresses of any member they know who has moved or who may have inadvertently been left off the mailing list.

Sending a postcard 4-6 months in advance generates enthusiasm and enables people to save the date on their calendars. It is also helps you verify the accuracy of the addresses and to create a "lost sister" list that can be shared in the next mailing.

Hint: Be sure to make at least one copy of the mailing labels so that you have a master list from which to work. This is especially important if you have ordered the preaddressed labels from the Executive Office.

Also, if your alumnae chapter, university, or Panhellenic has nonprofit status and a nonprofit mailing permit, check to see if it can be used for the reunion mailings. Please note that there is usually a minimum of 250 pieces required when using a mailing permit. There are also strict guidelines; so, if you are unfamiliar with these, check with the post office to avoid delays. Mailing with nonprofit status often requires additional time for delivery.

7) Make Hotel Arrangements
It is critical to reserve hotel space as early as possible. Be certain to negotiate the best rates possible and base the price on double occupancy. Ask the hotel if they will make rooming assignments for members who do not have another member with whom they will be staying. It may be necessary for a committee member to assist with this. The number of rooms can be adjusted as responses are received.

It might be important to determine if the hotel provides transportation to and from the airport, shopping areas, etc.

If needed, reserve rooms for meals or receptions and request space for registration.

 

Reunion Planning
Down to the Final Details

8) Finalize the Details of the Event
If the reunion is for alumnae living in the same area, it might just include a luncheon, dinner or social time. Generally, though, reunion events are planned for a weekend. Sometimes spouses are included, but often times, only a few of the events include husbands or dates. The committee might include a husband who would like to plan some events for the male guests. Below are some suggested activities:

Friday evening

• Registration; receiving name tag and "goody bag" (Ideas included)
• Dinner and drinks at a location that was popular when members were in school (cash bar)
• Reception and dinner at the hotel (cash bar)
• Time with collegians at the lodge or house – perhaps just getting to know them and having time to visit the facility or having the collegians perform a rush skit, sing some songs or share information about the chapter’s activities and successes

Note: If the reunion is a celebration of a special chapter anniversary and attendees are from a wide range of years, consider having several hospitality areas so members can be divided into timeframes covering 5-10 years. This allows more time for visiting with friends and makes it easier to find the sisters you know the best.

Saturday morning

• Registration continues
• Breakfast and more visiting
• Walking or jogging group
• Time with collegians (See Friday evening's plans.)
• Homecoming parade

Saturday noon and afternoon

• Luncheon or brunch
• Invite collegiate officers to give a chapter and campus update. Ask an Executive Board member, a Foundation Director or a member of the Regional Team to give a "State of the Fraternity" presentation, answer questions or just be a special guest.
• Attend the football game
• Shopping or free time
• Tour of the city or campus
• Hospitality room open for more visiting

Saturday evening

• Final registration and reception (cash bar)
• Dinner (perhaps outside the hotel if feasible)
• Dancing
• Photos by a professional photographer (Set schedule if group shots are to be taken.)
• Awards or recognition (Below are a few suggestions.)

Reunion planning committee….sister who traveled longest distance….member with the most children/grandchildren….sister who has changed the least….members who are currently serving or who have served as advisers, alumnae officers, regional officers, International Executive Officers, or Educational Leadership Consultants (formerly called Field Consultants)….former presidents of the chapter….50 year members….etc.

Sunday Morning

• Breakfast or brunch
• View photos from the night before and place orders
• Final opportunity to purchase T-shirts or place order
• Check out and good-bye

9) Mailing Registration Information and Agenda (Sample Included)
Registration information with a reply date should be mailed about two months before the event and should include a form to be completed and returned with a check. Cost should be varied to reflect all activities or part of the weekend’s events. Figure the total cost carefully so that it covers all expenses – postage and printing, room rentals, printing and mailing of member roster, etc.

Hotel reservation information should be included, but it is best if each member makes her own reservation. Include phone number, rates for single/double occupancy, and cost for one or two nights.

This would be a good time to include the "lost sister" list that has been generated from the initial mailing. Perhaps one of the other members has kept in contact with members whose names appear on the "lost" list.

Though the agenda should be basically complete, it doesn’t have to be set in stone at this time. It should be complete enough to give members an idea of the fun to be included and to get them excited about attending.

10) Final Notice of Reunion
About 3-4 weeks prior to the reunion, a final postcard could be mailed to those members who have not responded. This would be a final reminder of the event and the deadline for replying.

If possible, there might be volunteers who would make some phone call reminders at their own expense. This personal contact is a great motivation!

11) After the Great Reunion (Sample form included)
You’re tired and glad that it’s over, but would you please do just a few more simple things? Please send all of the following to the Executive Office.

• Send a photo with complete information about the reunion to be included in a future Quarterly.
• Complete the brief questionnaire so that the office staff has suggestions about how they can best help future reunion planners.
• Send corrected list of members’ names and addresses so the office can update the database.
• Send samples of postcards, invitations, registration form, agenda, T-shirts, roster, program, schedule, etc. to the Executive Office so they may share your ideas with others.