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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!


News and Updates

HOTEL BLOCKS

As of March 18, 2014, all the hotel blocks that had been held by Alumni Relations have been booked by reunioning classes and groups. However, if you're a Reunion Coordinator still on the hunt for rooms for your class or group, don't despair! Check this search link for potential options for hotels, motels, and inns in and around Kingston.

Also, usually a month before the dates of the weekend in question, the blocks that have been set aside for any groups will expire and be made available to the public to book on an individual, room-by-room basis. We definitely encourage you to book rooms somewhere as early as possible, but remember also that you can call hotels that might have been higher on your preferred-list on September 17 to see if there are any rooms that are available.


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 Templates

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.

Keeping In Touch Online

globalconnections.jpgThe Reunions Team can create and maintain a class webpage for your group, which will exist as part of the main Queen's Alumni website. Many groups choose to use their 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; and a current list of classmates for whom Queen's does not have contact data. Some classes even choose to use their page to have photos, bios, and memorials posted. Contact the Reunions Officer to ask about how your class webpage could function best to keep your class connected.

You are also welcome to use external networks such as Facebook or LinkedIn to keep everyone updated and in touch, and we can use your Queen's class webpage to link to these pages if desired. You can determine what methods you think would be most effective for reaching out to your group. As always, the Reunions Officer can advise you on what has worked well for other similar groups in the past.

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 Guard. Members 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.

2014 Alumni Volunteer Summit - Develop Your Skills as a Volunteer Leader

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Alumni Volunteer Summit (AVS) is a two day conference April 4 - 5 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. It would be wonderful to have a strong representation from Reunion Planning Committee members at 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!


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 linked above
  • 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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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.