• April-May Reunion Planning Bulletin

    Monday, March 26, 2018

Key Dates and Deliverables 

  • Submit Set-Up Needs Form by May 4 to Cameron Cudhea or Megan Castelot.
  • Standard set-ups for most meal venues, memorial services and your class tent are listed in the form.
  • We have a limited supply of equipment on campus that is often unavailable without advanced notice. We can best support your event if we know your A/V and set-up needs well in advance.
  • It is important that media (e.g., video, PowerPoint files, audio recordings, etc.) be provided "ready to go". Files are due to Cameron Cudhea or Megan Castelot by June 1.

Complete Set-Up Needs Form

  • Head worker and head bartender names and contact information will be communicated to committees by May 4.
  • Create your schedule for student associates and share with your student head worker and student head bartender.
  • Schedule a time to meet your student associate team upon your arrival to campus in June. You will schedule this with your head worker and head bartender.

Sample Student Associate Schedules

Each class will be provided with a rental van and the corresponding fee will be included in your final invoice from the College. This van is typically driven by student associates and is used to transport Reunion supplies, snacks and beverages between venues.

If you plan to provide additional transportation during your Reunion, please download, complete and email the Transportation Request Form to Megan Castelot by May 15.

Transportation Request Form

  • There is limited storage space on campus. Classes are encouraged to store souvenirs at a local classmate's home, when possible.
  • You must contact Dee-Dee Roy-Deyo by May 11 to request storage space.
  • If space is available, Dee-Dee will provide you with the appropriate mailing information and direct you to your shipment once you arrive.

Souvenir Storage Request

  • Events will enlarge and print on poster board an oversized Welcome Letter for your tent or class headquarters.
  • Please submit the content/format of your Welcome Letter to Dee-Dee Roy-Deyo by May 18.

View Sample Welcome Letters

The exact layout of the tables and chairs for your meal venues may change up until 5 days before the event. Please note the following:

  • Leave the details to us! We watch registration numbers closely and work with your caterers to ensure we have the best possible layouts for your group.
  • We reserve the right to make alternative suggestions (if necessary) based on best practices and our event expertise.
  • Removal or addition of certain items (number of tables, chairs, etc.) does not affect the Green Fee.
  • In late spring, Events will work with you and your caterers to help determine final catering counts. The estimates will ensure the proper table/chair set-ups and the appropriate amount of food for guests.
  • If you are serving corked wine, be sure to have several corkscrews on hand. Advancement Events will provide you with two; we strongly recommend having one or two additional "rabbit" style openers.
  • Events will work with you to determine how much ice is needed for the meals/bars throughout your Reunion. Note:
    • Megan Castelot will email each class a beverage grid to complete.
    • Ice orders are determined from the beverage grid document. It is important to note all times that you will have beverage service that may not be indicated on your schedule (e.g., if you were to have a bar open during registration).
  • The College will print your Reunion name badges unless otherwise requested.
  • The format of the badges is predetermined and cannot be altered.
  • Badges are printed double-sided and include full name (name as student, if provided), class year, and Reunion logo.
  • Badges are printed for all registrants, including children.
  • The cost of name badges is included as part of the Green Fee.
  • Reunion planning chairs should plan to arrive on campus the day prior to your Reunion start date.
  • Up to five Reunion committee members, including the chairs, receive pre-night dorm housing. Keys and instructions for checking in can be obtained in the Housing Office in Mid-Mass.
  • Schedule a meeting with your Student Associate team to begin preparations for registration (assembling name badges, sorting souvenirs, etc.). These preparations can be done in your Reunion headquarters, common dorm areas, or in Blunt as space is available.
  • Plan on checking in at Reunion Headquarters in Blunt Alumni Center. We will provide you with:
    • Name badges and lanyards with badge holders
    • Attendance list and laptop
    • Reunion programs
    • Meal tickets from DDS (as needed)
  • Events will arrange a time to meet and review your Reunion invoice upon your arrival to campus.
    • Your Reunion invoice will be paid on the first day of Reunion.
    • The total number of attendees registered and paid will be invoiced on the Green Fee.