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Queen's University
 

Welcome to Your Reunion Coordinator Toolkit!

Whether you're a brand new Reunion Coordinator or you've been organizing reunions for your group for decades, this is your resource source! Here you'll find ideas, templates, tools, and answers to questions large and small. But most importantly, you'll learn how to contact the Reunions Team - the friendly folks within Queen's Alumni Relations who are dedicated to making the planning and execution of your reunion smooth, enjoyable, and successful!



Your Queen's Staff Partners

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You'll be working most closely with the Alumni Officer, Reunions when it comes to reunion planning, logistics, communication with your group, and relevant general information from Queen's.
In addition, the Development Officer for your faculty/club/team will be a helpful contact for information and assistance with incorporating a group philanthropic project into your reunion plans. If you're not sure who your Development Officer is, the Reunions Team will be able to connect you with the right person.

Feel Free to Contact Us Anytime!

 


Your Reunion Planning Committee

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Be sure to read through your Volunteer Role Description, ask the Reunions Officer if you have any questions, and submit the signed form to the Reunions Team.

Forming a group of key reunion planning volunteers  is a great way to get people involved, and to share responsibilities and tasks. These general Volunteer Role Descriptions describe positions that are often incorporated into Reunion Planning Committees, but if they don't quite fit your particular group's needs, feel free to  talk to the Reunions Officer about tweaking them . If you are coordinating your reunion as a "one-person committee" that is fine as well - many wonderful reunions are organized by a single Reunion Coordinator.



Forms and Email T
emplates

handwithflyingemails.jpgIf you're looking for a particular document or form that you don't see linked here, contact the Reunions Officer for the solution.

Together, we can adapt the following communication templates to suit your group's plans and your own personal style.

For Tricolour Guard classes (50th reunion or greater), ONE communication piece (any of the three) can be sent out by both email and "snail-mail" to classmates who do not have an active email address.


5th, 25th, and 50th+ Reunions

25th Reunion Photo 2013 taken by Taylor StudiosQueen's offers custom packages for the 5th anniversary (as the first official reunion for a class or group), the 25th (known as the Cha Gheill Anniversary), and 50th+.

When a class or group reaches their 50th anniversary, they become part of a specially honoured group called the Tricolour GuardMembers of the Tricolour Guard are welcomed to reunion every year if they wish.

If your class or group is celebrating one of these milestone anniversaries, the Reunions Officer can work with you to incorporate the custom package into your own overall reunion plans.If you are the Reunion Coordinator for one of the classes celebrating your 5th reunion we invite you to join us in determining what the official 5th Celebration will look like. Contact the Alumni Officer, Reunions for more information.


Keeping In Touch Online

globalconnections.jpgWe encourage you to create an "online presence" for your reunion. Groups that promote their reunions in this way tend to have higher than average attendance. Start a Facebook Group dedicated to your reunion, go on Twitter, or create your own web page. If you don't fee that you are able to create your own web presence, but would like to be able to reach your class/group in this way, the Reunions Team can create and maintain a class webpage for you. This page will exist as part of the main Queen's Alumni website.

Many groups choose to use their Facebook, Twitter feed and/or webpage as a central hub of reunion information, including: event dates, details, and costs; reminders for RSVP deadlines; contact information for the Reunion Coordinator; updates on the group's philanthropic activity with a link to donate online; etc. 


Timeline for Planning a Fall Reunion

Calendar.jpgIf your timing doesn't match this suggested outline, don't let this discourage you from making plans. The Reunions Team will work with you to set your event planning in motion on a schedule that works for you.

November/December

January

  • Book a block of rooms at a local hotel for your classmates (the Reunions Officer can help facilitate this)
  • Use the template above to draft your First Email to your group "save the date", seeking feedback for various event options, call-out for assistance in tracking down "lost classmates", encouragement to book accommodation early
  • The Reunions Team will take care of the production and distribution of the email to your classmates

February

  • 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
  • Based on your plan, 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 
  • Book event venues

March/April

  • Book 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
  • Start design/ordering process for any custom merchandise
  • Attend the 2014 Alumni Volunteer Summit at Queen's on April 4-5 to hone your skills as a volunteer, visit and network with a wide range of other QUAA volunteers, and learn from renowned volunteer leadership experts!

May

  • Use the template above to draft your Second Email to your group - this communication piece will let recipients know that online registration is open, confirm new information on group-specific reunion plans, provide a reminder of accommodation option(s), and can also be a great time to highlight your group's plans for a collective philanthropic gift

June/July

  • Stay in touch with your committee and those who have RSVP'd - enjoy the chances to reconnect
  • Rest up! The next few months are going to be busy!

August

  • Use the template above to draft your Final Email to your group - this note will be the last reminder for registration, confirmation of reunion plans/itinerary/costs, reminder of deadlines for accommodation and/or alternate options

September

  • 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

October

  • Last pre-event connections with suppliers, logistics partners, and Queen's staff partners
  • ENJOY YOUR REUNION!

Post-Reunion

  • Submit a list of reunion attendees to the Reunions Officer, as well as any new contact information updates received from your group
  • Ensure all invoices are paid using revenue received from registrants, or if reunion payment was coordinated centrally through Queen's, ensure all invoices are sent to the Reunions Team
  • Share your feedback on your volunteer experience by filling out our post-event Reunion Coordinators survey
  • Send the Reunions Officer any stories and photos from your reunion that you'd like to have posted on your Queen's class webpage
  • 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!

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2015 Alumni Volunteer Summit - Develop Your Skills as a Volunteer Leader

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Alumni Volunteer Summit (AVS) is a two day conference March 27-28, 2015 offering opportunities to connect, enrich, educate and celebrate Queen’s volunteers. Plenary and interactive sessions will feature inspirational Queen's world-class instructors from the Industrial Relations Centre and Queen's School of Business, as well as a renowned, award winning, volunteer leadership expert from United Way.

Learn more about this exciting (and at $60 for the whole weekend, very affordable) enrichment opportunity by visiting the  AVS website. We were delighted to have Reunion Planning Committee members from a number of Queen's classes attend AVS 2014. In addition to the great speakers and sessions, your committee might even want to consider using the weekend as an opportunity to get together as a group and do some event brainstorming or logistics-planning in Kingston while you're here!

Kingston, Ontario, Canada. K7L 3N6. 613.533.2000

For general inquiries about Office of Advancement events and programs, please call our Contact Centre at 1-800-267-7837 (toll free in Canada or the US), or 613-533-2060.