November–December Reunion Planning Bulletin

• Formal budget review/prices set – meeting should be scheduled or already held
• Online registration requirements form due – January 25
• Online registration form walkthrough in February – meeting dates will be confirmed
• Preliminary schedules due for online posting – February 6
• Pre-Night housing names to (Dee-Dee) Dorothy.F.Roy@Dartmouth.edu – March 15
• Memorial program outline to (Dee-Dee) Dorothy.F.Roy@Dartmouth.edu – March 22
• Final schedules submitted for print deadlines – April 1
• Cameron will send you the transportation request form in February.   This form will be due April 26.

• Continue to refine schedules and descriptions – preliminary schedules for online posting are due February 6.
• Class Reunion pages displaying your current Reunion schedule will go live March 1.
• Final schedules submitted for print deadlines – April 1
• A/V request form will be sent once your class schedules are finalized with a due date for return.
• Setup diagrams approved with review meetings to follow as needed.

• Continue executing your communications, marketing and participation plan.
• Refer to College communications plan and class mailings timeline.
• Use your class website and social media accounts and consider other fun ways to promote your reunion.

• Continue to refine menus.
• Look for beverage sales and confirm plans for purchasing, transportation and storage.
• When considering choices for beer, we advise using kegs for ease of transportation, cooling, serving and clean-up.

• Select final souvenirs.
• Determine if/where souvenirs will be shipped and stored. Remember that storage on campus is limited.
•  Contact Dee-Dee at Dorothy.F.Roy@Dartmouth.edu with questions regarding on campus storage

• Online registration is live March 1 for all classes. A few notes:
  • Those designated in the Registration Requirements form will receive weekly registration reports.
  • Online registration will continue through your reunion allowing walk-in attendees to register online at your tent/headquarters.
  • The full-length online registration form will be pared down to include only basic and necessary pricing/biographical information the day before your reunion begins on campus. This allows your student worker team to capture required information while helping to prevent long waiting times at the registration table. <
• Once on campus, your student worker team will manage your onsite registration at your class tent/headquarters. A few notes:
  • Each class will be provided with a laptop for onsite registration.
  • An Excel list of all registered attendees will be pre-loaded onto the laptop and paper copies will also be provided.
  • Your reunion registration site will be installed as the internet homepage.
• We will provide paper registration forms for walk-ins.
  • Paper forms should only be used if the attendee cannot pay by credit card or if the Wi-Fi connection goes down.   We prefer guests to register online when possible.
  • Paper registration forms will be delivered by student workers to Reunion Headquarters in Blunt at the end of each day.
  • Be sure you or the registration chair reviews the final attendance list, including walk-ins, prior to it being submitted at the final close of onsite registration (typically noon the day prior to your reunion ending). All student workers will be trained on this process.
• Anyone needing to register onsite for one of the Reunion Kids programs should pay at your class registration site.
  • They will pay for the children's program and receive a receipt. They can then bring their child directly to the program and present proof of payment.
  • Student workers will be informed of this process.

• All classes typically plan a Memorial Service or time of reflection for deceased class members.
  • Printed programs are made available for the 25th classes and older, or by special arrangement for younger classes. These classes should submit a program outline to (Dee-Dee) at Dorothy.F.Roy@Dartmouth.edu by March 22. Please understand that this deadline is early because the printer will need to lay out the program and time for proofing will be needed.
  • If you have not selected a class memorial service officiant, please contact Dee-Dee at Dorothy.F.Roy@Dartmouth.edu for a list of class clergy members.
  • You can find information on music, flowers, and samples of memorial services in the Reunion Planning Guide.  Dee-Dee can provide a list of deceased classmates. 

• A late-night shuttle service will be available from 10 p.m. – 1 a.m. on Friday, June 14th and Saturday, June 15th, with return service to campus available from 7:30 a.m. - 9 a.m. on Saturday, June 15th and Sunday, June 16th. This service is free of charge and will be listed on reunion schedules.

The shuttles will run on a looping schedule as follows:

• Route A: Lebanon Hotels (Residence Marriott, Courtyard Marriott, Element Hotel, Days Inn, Hilton Garden Inn, Fireside Inn and Suites, and Baymont Inn)
• Route B: Norwich/White River Junction Hotels (Norwich Inn, Super 8, Holiday Inn Express and Suites, Hampton Inn, Fairfield Inn and Suites, Comfort Inn and Hotel Coolidge)

If you plan to provide other transportation during your Reunion, please complete the Transportation Request Form that you will receive in February.  This form will be due April 26 to Cameron.G.Cudhea@dartmouth.edu. Transportation costs will appear on your final College Reunion invoice.

Note:  Local van rental agencies do not provide wheelchair accessible vehicles. Typically, guests who are dependent upon wheelchairs provide their own transportation to campus as well as while they are on campus.

Most College buildings and meal locations are accessible. If any classmates have specific accessibility challenges, please let Cameron know and he will work with you and the classmate to determine the best way to accommodate those needs.

The College does its best to provide housing in our residence halls to as many alumni guests as possible during Reunions. It is important to remember – and to communicate with your classmates – that despite our best efforts we cannot guarantee housing at the time guests register for their Reunion. Please note the following process:

• Classmates will need to complete their Reunion registration before they can make application for housing.
• Upon completion of their registration form, classmates will receive a code to register online for on-campus housing. They will receive a confirmation email of their housing application.
• Those who have applied for housing will learn whether they will receive housing no later than April 15.
• Beginning in early May, the housing office will inform guests of the building in which they have housing.  Actual room assignments will be given when attendees arrive on campus for their Reunion

It is important to remember that residential hall rooms are furnished with twin beds. Most share bathrooms, television rooms, as well as coin-operated laundry facilities. Linens, a blanket, a pillow, and towels are provided. Guests need to bring their own personal care items. Those with disabilities should note their personal requests on the application form. No pets are allowed other than service dogs.