Plan Your Reunion

Class and club reunions are an important tradition at Queen’s University. Every fall, thousands of alumni return to campus to celebrate their class milestones. Reunion Coordinators and Class Volunteers are a key part of the success of reunions.

Role of the Reunion Coordinator

A Reunion Coordinator is responsible for forming and leading a committee of classmates/clubmates to plan an event or activity to celebrate the occasion of their Queen’s reunion. Check the Classes, Clubs & Groups Directory to see if your class/club has a Reunion Coordinator.

If you’re interested in applying to be a Reunion Coordinator, read through the Volunteer Role Description. Contact an Alumni Officer if you have any questions, and submit the signed form to your staff partner. 

Many wonderful reunions are organized by a single Reunion Coordinator but to make it easier, we do recommend forming a group of key reunion planning volunteers. This is a great way to get more alumni involved and to share responsibilities.

Below is a list of general Volunteer Role Descriptions to help you develop a plan for a committee. If you are trying to recruit volunteers to assist in planning, the Reunions Team can help promote this position and share it on the Queen’s Alumni Volunteer Job Board.

If these descriptions don't fit your group's needs, feel free to talk to the Alumni Officer about adjusting them.

 

Reunion Planning Resources

As a Reunion Coordinator you will have a Queen’s staff partner supporting you with reunion logistics and communication to your class or group.

Queen’s Staff Support - Reunions

Faculty of Arts & Science, Faculty of Engineering & Applied Science, School of Graduate Studies, School of Kinesiology and Health Studies/Phys Ed, School of Medicine, School of Nursing, School of Rehabilitation Therapy (OT/PT/RHBS), Faculty of Education, Clubs/Groups

Carey Morrison or Kathryn Vilela, Alumni Officers, Reunion, 1-800-267-7837

Smith School of Business

Tiffany Emery, Relationship Manager, 1-855-572-1536

Faculty of Law

Dianne Butler, Alumni Relations Coordinator, 1-800-267-7837 ext. 78471

Viki Andrevska, Development Coordinator, 1-800-267-7837 ext. 78149

 

Plan Your Reunion in 8 Easy Steps 

The following outline is a suggestion only. The Reunions Team will work with you to arrange a suitable schedule.

Step One: Getting Started With Your Volunteer Role

Step Two: Accommodation & Initial Communication

  • Book a block of rooms at a local hotel for your classmates. Your reunion staff partner might be able to help with possibilities.
  • Ask your Reunions staff partner for the email template to draft your first “save the date" email to your group. Use this initial email to seek feedback from your fellow alumni for various event options, to call-out for assistance in tracking down "lost classmates", to encourage people to book accommodation early, and to highlight your group’s plans for a collective philanthropic gift.
  • The Reunions Team will take care of the production and distribution of the email to your classmates.

Step Three: Planning & Committee Organization

  • Meet with your committee (in person or via teleconference/email/Skype) to determine what kind of events/activities/merchandise you would like to have for your reunion. Many classes choose to design hats, shirts, and other accessories to use at Homecoming. Please contact the Reunions Team (insert link) for a list of Queen’s approved vendors.
  • Build a budget based on projected expenses to determine your reunion event price(s) per classmate/guest.
  • Decide if you would like to have registration/payment for your reunion listed on Queen's central registration site, or whether you would like to handle that independently.
  • If you choose to have registration/payment run through Queen's, fill out and submit the Financial Agreement. 

Step Four: Confirm Your Reunion Plans

  • Book and confirm event venues.
  • Book and confirm event logistics, such as musicians, a/v equipment, speakers/special guests - for example, you can talk to your Faculty's Development Officer about inviting the Dean, current students, or other Faculty representative to address your group.
  • Finalize and confirm any custom orders for merchandise.

Step Five: Second Communication

  • Ask your Reunions staff partner for the email template to draft your second email to your group to let recipients know that online registration is open and to confirm new information on group-specific reunion plans, provide a reminder of accommodation option(s) and highlight your group's plans for a collective philanthropic gift.
  • Stay in touch with your committee and those who begin to RSVP.

Step Six: Third/Final Communication

  • Ask your Reunions staff partner for the email template to draft your final email to your group - this will be the last reminder for registration, confirmation of reunion plans/itinerary/costs and reminder of deadlines for accommodation and/or alternate options.

Step Seven: Confirm Event Logistics

  • Provide final expected attendee numbers to your event locations.
  • Confirm/follow-up with other suppliers and logistics partners (e.g. caterer, photographer, merchandise provider).
  • Work out how distribution of any pre-ordered merchandise will take place.

Step Eight: Enjoy Your Reunion!

  • Last pre-event connections with suppliers, logistics partners, and Queen's staff partners
  • Most important – enjoy your reunion!

Post-Reunion

  • Submit a list of reunion attendees to the Reunion Officers as well as any new contact information updates received from your group.
  • Ensure all invoices are paid using revenue received from registrants. If reunion payment was coordinated centrally through Queen's, ensure all invoices/itemized receipts/proofs of payment are sent to the Reunions Team (originals required).
  • Share your feedback on your volunteer experience by filling out the post-event Reunion Coordinators survey.
  • Send the Reunions Officer stories and photos from your reunion that you'd like to have posted on your Queen's class directory page.
  • Chat with the Reunions Officer about ways your group can stay in touch in between reunions.
  • Let us know if you anticipate any changes to your Reunion Planning Committee for future reunions.

We'll see you in 5 years!

 

Special Programming: Reunion Zero, 5th, 25th, and 50th+ Reunions

If your class or group from any faculty or school is celebrating one of these milestone anniversaries, a Reunions Officer can work with you to incorporate special programming into your own overall reunion plans. 

  • Reunion Zero
  • 5TH Reunion Event
  • 25th Reunion Cha Gheill!! Celebration
  • Tricolour Guard Reception and Dinner (50th+)

 

Keeping in Touch with your Class/Group

Emails are the most environmentally friendly and cost-effective way to promote your class reunion. Queen’s maintains a database of contact information for alumni and can email your class on your behalf. Contact your staff partner for templates.

In some instances, the Reunions Team will help organize one piece of traditional mailing to any classmates who do not have an email address. Contact your staff partner for more information.

 

Using the Power of Social Media

Many classes choose to use Facebook Groups and simple websites to keep members aware of their activities. A Facebook Group or website is a great place to share key information on event dates, details, and costs. You can also post reminders for RSVP deadlines and contact information for the Reunion Coordinator and provide updates on the group's philanthropic activity with a link to donating online. Having an online presence increases your average attendance.

Check out:

All four offer straight-forward, free or low-cost platforms for setting up a simple website.

We encourage you to set up a hashtag for your event and share it with the Alumni Social Media Coordinator.

 

Class and Group Giving

Class and group giving campaigns are a powerful way to collectively give back to Queen's in recognition of a milestone anniversary and to create a legacy for your class/group.

The keys to a successful class giving campaign are you and a great committee.

You don't have to do it alone. Look to your classmates and ask for volunteers to sit on your Class Giving Committee. The more people you have engaged in the fundraising process, the easier it will be to get the rest of your class involved as donors.

Learn more about Giving.

 

Queen’s Staff Support - Giving

The Development Officer for your faculty, club or team is your contact for information and assistance with incorporating a class gift or other group philanthropic project into your reunion plans. They are also your key contact for faculty specific events taking place during Homecoming.

Smith School of Business

Cicely Johnston or Shelley Hamill
Relationship Manager, 1-855-572-1536

Faculty of Engineering and Applied Science

Alaine Coschi, Development Coordinator, 1-800-267-7837 ext. 79533

Faculty of Health Sciences 
(includes Schools of Medicine, Nursing, and Rehabilitation Therapy)

David Young, Development Officer, 1-800-267-7837 ext. 75607

Faculty of Law

Dianne Butler, Alumni Relations Coordinator, 1-800-267-7837 ext. 78471

Faculty of Arts and Science

Carey Morrison, Alumni Officer, 1-800-267-7837, ext. 74599