Planning the Perfect Class Reunion ST. JOSEPH ACADEMY // OLD DOWLING HIGH SCHOOL // DOWLING CATHOLIC HIGH SCHOOL

The Alumni Office is here to support your reunion planning process and plays a different role depending on the shape of your reunion weekend. We are here to help you plan a class mass and tour of the school. We can also send you lists of your classmates and deceased classmates so you can send invitations in the mail and electronically (if we have email addresses).

How do we form a reunion committee? Start by forming a core team of dedicated and enthusiastic individuals who are willing to go the extra mile to ensure a successful reunion. Appoint a reunion chair who will arrange and drive meeting agendas and a treasurer to oversee finances. Beyond these two key individuals, solicit classmate volunteers who can actively participate and be assigned to work on various reunion tasks.

List of potential committee member tasks: -Chairperson -Treasurer -Alumni Office liaison -Venue coordinator -Graphic designer/printing/mailing coordinator -Social media/email blast coordinator

When do we start? Most reunion committees begin forming and start planning during the fall and winter in advance of their reunion year. The amount of lead time you need depends on how elaborate an event you are planning but generally speaking the more time you give yourselves the better!

What tasks does the reunion committee need to consider? Consider dividing the work activities of your reunion committee into subcommittees or work groups. Here is a listing of some of the tasks you will need to consider: 1. Select the date/weekend 2. Determine event format(s) 3. Determine event venue(s) 4. Request a classmate contact list from the Alumni Office in order to obtain postal addresses, email addresses, phone numbers and to search for missing classmates (Please communicate new/updated contact information BACK to the Alumni Office. We want to help keep addresses up to date for future reunions.) 5. Financing: budgets, what to charge per person, banking process (whether account is held with DCHS or at bank of your choice – pros/cons below) 6. Determine RSVP process NOTE: The Alumni Office does not track reunion RSVPs 7. Develop marketing & communications strategy: save-the-date postcards and invitations in the form of mailers, blast emails, web site & social media 8. Determine event details: program, catering, decorations, entertainment, photographer, memory booklet, prizes/awards, etc. 9. Consider creating a deceased classmates tribute 10. Additional reunion activities: tours of the renovated Dowling Catholic campus and new St. Joseph Chapel, golf outing, other pre & post reunion events 11. Consider making a class gift to the school 12. Post reunion follow-up

What are some of the expenses you might incur? -Stationary supplies -Postage -Printing (mailers, reunion booklets, name tags) -Gifts / novelties -Decorations -Web site development & hosting -Catering -Liability insurance -Reunion facilities deposit & rental -Entertainment deposit & Rental -Priest (if holding a class Mass)

Bank through Dowling Catholic or Bank of Choice?

Some classes choose to have a dedicated class account held with the school’s bank which is managed by DCHS. The benefit is five-fold: 1. The Alumni Office can help with contributions to our reunion account by processing checks and invoices. 2. Enjoy tax exempt status when paying reunion expenses with outside vendors (i.e. caterers) 3. Added security and audit protection Checks for deposit to the class account must be written to Dowling Catholic Class of 19xx/2XXX and invoices must be made out to Dowling Catholic High School Class of 19XX/2XXX. Please be sure to include all contact information and specifics about what the funds supported (including numbers).

If you choose to maintain a class account with your bank of choice, all deposits and payments are made outside the Dowling Catholic process.

How do we find lost classmates? The Alumni Office will do our best to ensure reunion planners have up-to-date contact information. Request a class list early in your planning process and make an attempt to find lost classmates or uncover updated contact information. This information includes: -Email addresses -Mailing addresses -Phone numbers -Marriage and death notices To be effective, it is important to have your help! Please share all new contact information you uncover with the Alumni Office.

When should we have our reunion? -Weekends – any combination of Friday, Saturday and Sunday -Summer through early Fall -Homecoming weekend – normally mid to late September - weekend - classmates may be home visiting family -Local annual , i.e. Iowa State

Weekends Many classes kick off their reunion activities with an informal Friday night get together and are intended to loosen classmates up in an informal. Saturday night is sometimes a more formal gathering. Some classes gather on Sunday too, with a brunch or other activities.

There will be a select few weekends when the Coppola St. Joseph Chapel is available for Mass and tours (due to scheduled throughout the summer and fall.) Contact the Alumni Office for details.

Suggested Timeline While it's a good idea to begin planning your event as soon as you know you are going to have one, here is a timetable to consider for planning your event.

6-9 months before -Form a committee -Recruit and appoint subcommittee members -Survey classmates for date options, event ideas and venue preferences -Determine event format - , dinner-dance, etc - informal, formal - single or multi-day reunion -Consider holding a class mass and/or reception at Dowling Catholic -Brainstorm additional activities (school tour, etc) -Scout other potential reunion facilities and hotels -Develop budget -Request a mailing list from Alumni Office and begin search for lost classmates or new contact information (postal addresses, emails and phone numbers)

6 months before Set date(s) -Select and reserve reunion facility and hotels -Arrange for and hire entertainment, caterer, photographer, etc. -Send out call for finding lost classmates -Communicate updates back to the Alumni Office for input to your class list -Determine cost per ticket -Send a save-the-date mailer or email blast announcing date and location of reunion (labels available) -Publicize reunion information -Pay deposits

Three-Four months before -Mail reunion registration materials -Confirm all reservations, caterer, entertainment, etc. -Select menu -Meet with reunion venue staff -Make payment arrangements with all suppliers for group functions - meals, tours, photographer, DJ, etc.

From here to the event -Track RSVP numbers -Manage bank account (timely deposits) -Refine and finalize any last minute details -Confirm set up and clean up schedules

Promoting the Reunion As reunion plans are set, contact the Alumni Office with dates and details. Even when all you have firm is the date, let us know. Then communicate additional details as planning progresses.

The Alumni Office will for FREE: 1. Provide current class lists (ask for this early, research lost or changed contact information and return that information back to the Alumni Office before your first invitation) 2. Provide a set of labels for save-the-date and/or invitation mailings 3. Post a basic flyer on the ALUMNI web page of the Dowling Catholic web site (www.dowlingcatholic.org) or post your class-designed flyer. 4. Inclusion in the monthly electronic alumni Maroon Connection newsletter to include dates and a link to your Facebook or web page

Staffing the Event The entire planning committee should be involved in staffing the event; from set-up, registering guests, clean-up and all details in-between. Split up responsibilities so no one person or small group is missing all the fun.

Reunion Follow-up Consider any or all of these follow-up actions: • Send classmate contact updates to the Alumni Office • Share a few choice photos with the Alumni Office for use in alumni communications and school marketing • Share your link to a photo gallery on Facebook, class web page or dedicated photo web site • Fundraising project communication (final “ask” or share what was raised) • Thank you’s to committee members, vendors, etc. • Pay all bills and reconcile class bank account

Class Reunion Fundraising Projects Occasionally, a class holding a reunion will decide to raise funds for a specific project or endeavor taking place at the school. Examples include contributions to tuition assistance. The Alumni and Advancement Offices would be happy to discuss the options and assist with the project.

Alumni Office Dowling Catholic High School 1400 Buffalo Road West Des Moines, IA 50265 515-222-1048 515-222-1056 fax www.dowlingcatholic.org

BEST OF LUCK WITH YOUR REUNION PLANNING!