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REUNION PLANNING GUIDE Fall 2012

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REUNION PLANNING GUIDE Fall 2012 REUNION PLANNING GUIDE Fall 2012 S MITH C OLLEGE R EUNION P LANNING G UIDE T ABLE O F C ONTENTS Goals of the Smith College Reunion Program ............................................................................................................... 2 Contact Information ....................................................................................................................................................... 3 The Role of College staff................................................................................................................................................ 4 Alumnae Relations staff .................................................................................................................................................. 5 Reunion I (Commencement) Weekend Schedule ........................................................................................................... 7 Reunion II Schedule ....................................................................................................................................................... 8 THE REUNION COMMITTEE Reunion Chair Responsibilities ....................................................................................................................................... 9 Reunion Planning Committee ...................................................................................................................................... 10 Recruiting Volunteers to Assist with Reunion ............................................................................................................... 10 REUNION PLANNING AND PROGRAMMING General Reunion Planning Schedule ............................................................................................................................ 15 Reunion Planning Timeline ........................................................................................................................................... 16 Reunion Meals & Meal Planning .................................................................................................................................. 17 Class programming/ Entertainment During or After Dinner ........................................................................................ 18 Reunion Housing .......................................................................................................................................................... 19 Guests At Reunion ....................................................................................................................................................... 20 Campus Space ............................................................................................................................................................. 21 Class Headquarters & Hospitality ................................................................................................................................. 22 Guidelines for donating materials to Archives ............................................................................................................. 23 Class Meetings ............................................................................................................................................................. 24 Reunion Awards ........................................................................................................................................................... 25 Encourage Classmates To Attend Reunion .................................................................................................................. 26 Mini-reunions & Pre-Reunion Parties ............................................................................................................................ 27 Post-Reunion Wrap-up ................................................................................................................................................. 28 Reunion Report ............................................................................................................................................................ 28 CLASS COMMUNICATIONS Class Communications ................................................................................................................................................. 29 Class Communication Schedule ................................................................................................................................... 30 Reunion Class Book & Directory .................................................................................................................................. 31 Confidentiality of Alumnae Information ....................................................................................................................... 32 REUNION FINANCES Reunion Revenue & Expenses ...................................................................................................................................... 33 Class Registration Fee Worksheet ................................................................................................................................ 35 Sample Reunion Budget .............................................................................................................................................. 36 REFERENCE INFORMATION Reunion Attendance Counts and 10-year Averages .................................................................................................... 37 Smith Houses at a Glance ............................................................................................................................................ 39 Reunion Event Spaces .................................................................................................................................................. 40 Suggested Vendors ...................................................................................................................................................... 42 Class Colors ................................................................................................................................................................. 43 SAMPLE FORMS Sample Reunion Committee Form ............................................................................................................................... 44 Preliminary Class Program Planning Worksheet ........................................................................................................... 45 Sample Class Meal Selection Form .............................................................................................................................. 46 Sample Reunion Registration Form .............................................................................................................................. 47 Camera Ready Class Directory Request Form.............................................................................................................. 48 Sample Reunion Parade Signs Form ............................................................................................................................ 49 Sample Class Dinner Program Planning Form ............................................................................................................. 50 Sample Class Meeting and Program Planning Form .................................................................................................... 51 Sample Headquarters Planning Form .......................................................................................................................... 52 Sample Class Slate Form .............................................................................................................................................. 53 Sample Reunion Financial Report ................................................................................................................................ 54 October 2012 1 GOALS OF THE SMITH COLLEGE REUNION PROGRAM In May of each year, Smith College welcomes her alumnae back to campus for Reunion. In addition to reuniting with classmates and friends, Reunion provides myriad opportunities for networking, learning about college programs and priorities, and a chance to once again experience some of the intellectual life of Smith College. In response to recommendations from the Alumnae Engagement Task Force undertaken in early 2012, as well as Reunion evaluations and alumnae feedback, Reunion has been redesigned with the goal of integrating intellectual content throughout the weekend and developing programming based on college themes and priorities. The weekend will now begin on Friday of each weekend. The alumnae relations office will plan programming with input from class volunteers, while Reunion committees will focus on bringing classmates back to campus. A primary goal of these changes is to relieve Reunion chairs of the more challenging burden of planning logistical details, so you can focus on engagement efforts and enjoy Reunion. Each alumnae class has a distinctive character. The class Reunion Chair, in collaboration with college staff, leads the planning efforts for the class reunion. Reunion Chairs, with their planning team, coordinate engagement and hospitality, plan programming and/or entertainment for the class, while at the same time leaving enough time for classmates to reminisce, appreciate exciting additions to the campus, and visit old haunts. This Handbook is designed as a resource for class Reunion volunteers. It outlines in
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