OF
SWU-MHAM GRAND
2009
12 MONTHS AHEAD
o Announce the upcoming reunion to all SWU-MHAM graduates especially the Class 84 Silver Jubilarians
o Choose and finalize the reunion dates
o Estimate the budget and consult it with other alumni officers
o Decide on the theme – formal or informal, big or small
o Approximate the size of your guest list
o Inform out of the country guests so they can make the necessary reservations or work leave
o Fore cast possible collections from sponsorships, contributions and registration
o Make a video teaser
o Decide on the program – time of the day for the reunion event
o Book a reunion event coordinator
o Select one with which you have the most rapport with
o Book the event locations as soon as possible
o Arrange appointments with your guest speaker
o Start working on the venue requirements
o Reserve contacts like down payment, dates or necessary inclusions
o Select program entourage or participants and ask them if they’ll accept their assigned roles
o Get a copy of past to present teachers, if possible arrange for a visit and formally inform them of the homecoming reunion
o Make a short list of possible suppliers (photographer, videographer, caterer, cake supplier, musicians and others) and discuss plans including the budget and theme.
o Check what they have to offer (look at photographer’s portfolio, have taste tests with caterer, cake and others etc.)
o Draft your reunion invitations and have it approved by the officers
o Speed up collections of contributions and sponsorships, make sure money should be ready on or before July 2008
o Begin a health and beauty routine – start to diet and exercise
o Confirm all major sponsors
o Follow up logos and pictures
6 MONTHS AHEAD
o Compile reunion participants list and organize addresses ( attendance confirmation is needed)
o If possible, full payment of venue and suppliers should be done
o Plaques should already be prepared including their format
o Start organizing your programs in coordination with the emcees
o Finalize all give-aways and raffle prizes
o Finalize souvenir program and tarpaulins
o Finalize guest speaker
3 MONTHS AHEAD
o Deliver invitations to major performers for the program
o Draw up seating chart for the reception
o Inform persons who will deliver speeches during the reunion so they can start drafting their speeches
o Discuss the news with chosen performers and groups
o Set the program with emcees
1 MONTH AHEAD
o Finalize all participants list – contestants and silver jubilarians and special guests
o Confirm the RSVP responses to determine total head count
o Contact local newspaper, TV, radio for reunion announcement and updates
o Assign specific responsibilities such as registration receptionists, give aways personnel, usherettes
2 WEEKS AHEAD
o Hold a rehearsal to make sure performers are confident
o Confirm details for caterer
o Make sure speakers are prepared
o Have a run-down of payment details, venue, suppliers, collections and miscellaneous expenses
1 DAY AHEAD
o FINAL REHEARSALS
o RELAX AND ENJOY
GOOD LUCK
