Reunion Planning: Best Practices

Reunion Planning: Tips and Tricks

Welcome, and thank you for volunteering to be the Social Chair for your upcoming Class Reunion!

In the many years of helping classes to plan their reunions, we felt it would be wise to collect and share some of lessons we have learned over the years. Please read below for some guidelines to help you in the planning process, and of course, let us know if you have any questions.

We look forward to seeing you at the
2013 Biennial Meeting and Reunion Weekend, June 6-9!

When deciding where to hold your reunion dinner, we strongly urge you to stay within a small radius, so that out of town guests may walk or take a short cab ride to the location.

• We recommend restaurants in the Harbor East, Little Italy and Harbor Place neighborhoods. Please see our Baltimore Restaurant listing for some ideas.

• When it comes to choosing a location and setting a price, please refer to our Event and Venue Checklist.

• If you choose to use a venue not within walking distance, you will be responsible for transporting your guests to this location. In the past, classes have hired a coach bus. Please note that you will be personally responsible for the costs associated with this transportation. Not everyone will need to use the bus. You may elect to ask guests to chip in, though the cost may change depending on how many guests you have. You may need to add an additional bus at the last minute.

• Please note that your event will begin when the first guest arrives, unless other arrangements are made. This includes the start time of the open bar and/or buffet.

• On occasion, classes will choose to host a Sunday brunch to say one last goodbye to their classmates. If you decide to plan a brunch, we will be happy to help promote your event.

• We will hire a photographer to be at your reunion for approximately 15 minutes to take some candid shots, and a class photo, if time allows.

• When the time comes for you to collect checks from your classmates, please use the spreadsheet provded by your contact in the School of Medicine Development and Alumni Relations Office.

  • Please give us a count only for those guests who have sent you a check. On occassion, guests do not show up when they have said they will. The restaurant will still charge us for those people. It is always easier to add someone at the last minute rather than lower your count.

Role of the Reunion Social Chair

A successful reunion is the result of many factors; careful planning, strategic marketing, personal contacts, good weather, and a little bit of luck thrown in for good measure. Wherever your class chooses to meet and regardless of how many people return, a reunion is always a lively and memorable event.

Social Chair Responsibilities

• Work with Alumni Office to select venue, price, meal, arrangements, etc.
• Call or email classmates to encourage attendance
• Act as host at dinner and give a brief welcome
• Arrange any details such as trivia games, opportunities for updates, recognition of deceased classmates, etc.
• Opportunity to act as the administrator on your class Facebook page
• Serve as a leader and an example to classmates with your own stretch commitment to the Class Fundraising effort
• Attend the Biennial meeting and Reunion celebration