Every Class Reunion Committee brings together many volunteers, from the Reunion Chair and Treasurer to the Souvenir Chair and Transportation Chair. Classes tend to create a Reunion committee organization that suits their age and class character, as well as the personalities of the volunteers on the committee. Depending on your committee’s make up, you may be asked to take on more than one role. The roles outlined below are suggested, and your class may have all or some of them – and that is ok!

In order to be the most effective team member you can be, it’s a good idea to review your role’s responsibilities at the beginning of your planning process. Learn more about the Class Reunion Committee positions and their responsibilities below.

Reunion Chairs head the Class Reunion Committee and oversee and inspect everything. It is your responsibility to know what is happening with the committee and to keep things on course.

Recruit and organize a Class Reunion Committee with the help of the Class President and the Volunteer Engagement team. Keep in mind that building a diverse committee will allow a wider reach and a more diverse class audience.

Tip: Appoint good committee chairs and enough of them. For some positions, it helps if they live reasonably close to Dartmouth so they can meet with the various on-campus departments. Be sure to pick people who are action-oriented and representative of the broad interests of the class. This committee is all-volunteer. Set up communication with committee members to ensure they will carry the expected load. Otherwise, it will fall on your shoulders.

Tip: Start early with your classmates! A good Reunion is one that is well planned in advance.

Stay in touch with your committee and class officers, organize regular meetings or conference calls and pick up the slack when necessary. If you have a Reunion co-chair structure, you may wish to establish a reporting structure that has certain committee chairs reporting to each Reunion co-chair. The co-chairs can then share information about the entire committee.

Tip: Following the planning timeline, completing the checklist and required forms promptly, and filing them with the Volunteer Engagement team will make your job much easier.

  • Serve as the liaison between the Volunteer Engagement team and your committee. Organize committee meetings or conference calls and disseminate all information and forms received from the Volunteer Engagement team.
  • Work with the Volunteer Engagement team to develop Reunion program class offerings.
  • Collaborate with the Publicity/Promotions Outreach Chair to decide on Class Reunion logo, create letterhead and stationery, write Class Reunion communications, and oversee timely mailings.
  • Consult the Reunion Chair and other committee members from the previous year’s equivalent Reunion for ideas and planning tips and guidelines.
  • Track Reunion execution by keeping notes on the experience as you proceed: important decisions and their consequences, ideas that worked well and others that you might have done differently, and any other hints and helpful ideas. Future Reunion chairs will thank you!

How the College Can Help

The Volunteer Engagement team will communicate with all Class Reunion Committee members through regular bulletins and will coordinate the Reunion Chairs Orientation during Class Officers Weekend. They will also order all class tents and handle housing applications, fees, and assignments. After the event, the College will create, distribute, and analyze an annual Reunion survey for attendees and an annual Class Reunion Committee survey, and share results with the classes as needed.

Because each class is financially responsible for most aspects of their Reunion, the job of the Treasurer is to prepare a budget and manage all Reunion money. It is common, though not necessary, to have the Treasurer take on the additional responsibility of the Registration Chair.

  • Open a Reunion bank account and have an ATM card for unforeseen cash needs during Reunion.

Tip: The Class Treasurer can provide your class’s employer identification number (EIN), which is required to open an account. The Reunion Chair, Reunion Treasurer and Class Treasurer should all be signatories on the account.

Tip: Some Class Treasuries will give the Reunion account $500-$1,000 in startup funds to get the account going before revenue is generated. This money should be paid back at the end of the Reunion.

Tip: Some classes link the class and Reunion bank accounts. If you do this, be sure to have very different names for each account.

  • Work with the Class Reunion Committee members to gather cost information and prepare the budget for Reunion and set pricing for attendees.

Tip: Check out the Budgets page for information about best practices and sample budgets.

  • Meet with the Volunteer Engagement team in January to review the budget, which should be complete by this time.
  • Receive Reunion revenue disbursement reports, follow up with the bank to ensure deposits went into the right account, and oversee Reunion funds throughout the planning and follow-up process.

Tip: Be sure to keep cash on hand throughout Reunion weekend to tip student associates, make change, and pay cash expenses.

  • Work with the Class Treasurer to ensure that financial reporting and tax filing is done completely and accurately.

How the Volunteer Engagement Team Can Help

The Volunteer Engagement team will determine the Green Fee, share financial reports from previous Reunions, and review the budget with the Treasurer to ensure that nothing has been overlooked.

The Registration Chair works with the Volunteer Engagement team on the execution of the online registration system. It is common, though not necessary, to have the Treasurer take on the additional responsibility of the Registration Chair. Additionally, the Registration Chair may track intentions ahead of reunion registration.

  • Receive weekly registration reports and organize data as needed.
  • Oversee onsite registration with help from the student associate team.

How the Volunteer Engagement Team Can Help

The Volunteer Engagement team will build the online registration page; direct classmates to a help desk for registration issues like edits, cancellations, and refunds; rent one laptop per class for on-site registration; track attendance and update attendance archives; update weekly attendance reports into database; purchase bulk lanyards and badge holders; and print badges for all attendees and Reunion staff.

The Publicity/Promotion Outreach Chair designs a Reunion marketing plan and disseminates communications to encourage attendance by a diverse and varied group of classmates.

  • Develop a theme or promotional pitch to boost attendance.
  • Create a logo for class letterhead, souvenirs, and other items with the Reunion Chair.
  • Decide on a strategy and schedule to contact the class as a whole and to reach target groups by mail, email, phone, and social media. Plan to coordinate efforts with others who communicate with your class—the Class President, Secretary, Agent, and Newsletter Editor – to control the timing of all mailings and make each as effective as possible.

Tip: The Volunteer Engagement team can provide class lists, sorted in a variety of ways, for this purpose. Request a class list.

Tip: You can provide Reunion information to your regional or associated network of classmates for in-person networking opportunities. Request a class roster from the Volunteer Engagement team and send the appropriate names to those people responsible for contacting classmates. As your registrations come in, keep them informed of classmates who have signed up. Set a deadline for these volunteers to contact classmates and report back. This is a great way to involve more classmates in your Reunion efforts.

  • Plan on sending at least three class communications (either paper mailings or email), to include information on registration, housing, program activities, children’s activities and care, and registered attendees. You can also insert Reunion update information in mailings done by other class officers.

Tip: If you are doing a paper mailing, the Volunteer Engagement team can put you in touch with Dartmouth Printing and Mailing Services (DPMS). The Volunteer Engagement team liaison should review Reunion correspondence prior to mailing to ensure accuracy. If you use an outside source for your mailings, please provide a copy of all Reunion communication to the Volunteer Engagement team. They are often called by alumni for information about specific Reunions, and maintain Reunion history files.

  • Maintain an online presence for your Class Reunion. You can make use of social media in fun and interesting ways by posting Reunion-related videos and photos on Twitter, Instagram, and your class Facebook group using the hashtag #DartmouthReunion. If you have a class website, you should also post about your Reunion there.

Tip: The Volunteer Engagement team will post all Reunion schedules online at the Dartmouth Reunions website, as well as current lists of registered attendees for each class. This website is updated every week, so it is best to link any class correspondence to the College site and to not maintain two separate sites with two separate schedules.

How the College Can Help

The College will process all paper communications; update the College Reunion website; create and send specialty communications to encourage attendance and highlight events, including information about the housing application and kids’ programming. They will also create and produce the final Reunion brochure, outlining all programming and offerings for attendees.

The job of the Catering Chair  is to select caterers and arrange for all meals and menus during Reunions. It is common, though not necessary, to have the Catering Chair take on the additional responsibility of the Beverage Chair.

  • Develop menus and meal policies, taking into consideration which meals your class will be serving, how they will be served, and who will be invited to attend each meal.

Tip: When thinking about meal policies, be sure to decide which meals children are invited to attend, as well as if you will serve meals to your student associates, entertainers, and VIPs.

Tip: Confirm with the caterer if they will provide glassware and linens for all tables.

  • Coordinate with the Reunion Chair(s) to review sites and any requirements for meals and receptions, keeping in mind that some venues have a designated caterer.
  • Classes are responsible for all table coverings so check with your caterer and if they won't be supplying table coverings, be sure to purchase these in advance.

Tip: Don’t go overboard on decorations and stick with items on the tables.

Tip: Your vendor may supply linens and a standard centerpiece as part of the meal agreement. Check with them before making any independent plans.

Tip: Control costs and ensure adequate supplies by keeping your food vendor(s) apprised of meal attendance estimates right up to the Reunion.

Tip: Work with the Treasurer to decide whether decorations are a separate budget item or included in the catering budget.

  • Ensure that caterer is aware they are responsible for all trash removal at meals they cater.

Tip: Please be sure to send the Volunteer Engagement team a copy of your catering contract for our records.

How the Volunteer Engagement Team Can Help

The Volunteer Engagement team will provide vendor suggestions, select meals for kids’ programs, coordinate catering set-up needs, advise caterers on the table types and sizes at specific locations for linen orders, share rain calls with caterers, and advise caterers on post-event clean up.

The Beverage Chair is responsible for arranging for alcoholic and non-alcoholic beverages throughout Reunions. It is common, though not necessary, to have the Catering Chair take on the additional responsibility of the Beverage Chair.

  • Coordinate with the Catering Chair about meal sites, menu selections, and parties or receptions that will require beverages. Coordinate dinner beverage selections with menus.

Tip: Be sure to have finger food and non-alcoholic options available whenever alcohol is served.

Tip: Wine bottles with screw tops will ensure faster service than bottles with traditional corks.

  • Contact local distributors to coordinate beverage and beverage supply needs. Negotiate up front and get the details in writing.

Tip: Some suppliers may be willing to provide you with plastic cups. Some retailers may refund unopened bottles/kegs of alcohol. Be sure to research a few options to find the best supplier to suit your needs.

  • Work with the student bartenders who are staffing the bars. Any crew members serving alcohol must complete training offered through the College.

How the Volunteer Engagement Team Can Help

The Volunteer Engagement team will provide vendor suggestions, train student associate bartenders, deliver ice as necessary, and provide suggestions for building your bar.

The Programming Chair assists the Reunion Committee Chairs with the development and implementation of class-planned programming during Reunion. They work especially closely with or may serve in the capacity of the Entertainment, Athletics, and Special Events Chairs.

  • Help develop topics of interest to the class, identifying classmate speakers and panelists
  • Identify event dates and times with Reunion Chair to determine the best block of time
  • Foresee any setup needs associated with the programs (e.g., A/V setups, PowerPoint presentations, room configuration needs), and communicate these needs to the Volunteer Engagement team, ensuring a smooth and successful event
  • Invite and confirm speakers, introducers, and facilitators

Tip: Keep in mind any special needs a speaker may have, and make sure to work with the Treasurer to budget for any honoraria or travel expenses the speaker may incur.

  • Confirm speaker names and titles with the Volunteer Engagement team for listing in the Reunion brochure.
  • Oversee the event on-site during the Reunion including introductions and microphone running (student associates can assist)
  • Determine if an honorarium or gift will be provided

How the Volunteer Engagement Team Can Help

The Volunteer Engagement team will act as a liaison between the Reunion Committee and faculty or other College speakers they would like to invite, support AV needs, help identify event venues for the programming, collect PowerPoint presentations from the Programming Chair ahead of time, and make photocopies of handouts as necessary.

The Entertainment Chair's job is to identify and book bands, singing groups and other entertainment, and to serve as host to these groups during the Reunion.

  • Identify and book bands, entertainers, and student singing groups.

Tip: Be sure to get contracts from all performers. Submit any contracts and riders to the Volunteer Engagement team for review before signing them.

Tip: Coordinate with Reunion Chairs for access to student singing groups.

  • Identify the audio visual and other set-up needs of the band, group or entertainer. The College does not have a lot of sound equipment for bands so most bands will need to supply their own equipment. These preparations should happen as soon as you have identified an entertainer to make sure they are fully supported.

Tip: The Town of Hanover has amplified sound ordinances that need to be followed. Be sure to read over everything and let the Volunteer Engagement team know if you have any questions.

  • Serve as a liaison for entertainment groups at Reunion. Be sure you’ve arranged for their transportation to campus, housing, food, set-up, and payment.

How the College Can Help

The Volunteer Engagement team can review all contracts and riders for performers, offer suggestions for places to rent band equipment if needed, work with the band to develop a diagram for set-up, and order additional staging or risers if needed.

The Recreation Chair plans a variety of athletic gatherings during Reunion.

  • Select the recreation activities and events the class will offer.

Tip: There are lots of options for these types of gatherings on campus, including golf, tennis, or a Reunion row. Off-campus events, like a local hike, can also be quite popular.

  • Identify event dates and times with Reunion chair to determine the best block of time
  • Work with the Volunteer Engagement team to book a space for the event and to determine the set-up, materials, and/or transportation needs required
  • Oversee the event on-site during the Reunion

How the Volunteer Engagement Team Can Help

The College can facilitate connecting the Athletic Chair to appropriate departments on campus and will reserve the outdoor tennis courts as needed.

The Memorial Service Chair is responsible for coordinating the class memorial service and recognizing deceased members of the class. Planning for this event often depends upon the desires and age of the class.

  • Determine appropriate type of remembrance and identify a service officiant to lead the service.

Tip: The Volunteer Engagement team can provide a list of ordained classmates and/or local clergy to help you find an officiant.

  • Schedule the service in conjunction with the Reunion Chair and available times of College sites.
  • Identify a service officiant to lead the service. Identify musical accompaniment or other programmatic needs.
  • Create the program for the service with assistance from the Volunteer Engagement team.

Tip: Visit the memorial service page to see a sample program.

  • Contact the families of classmates to be remembered to inform them of the service and invite them to attend.
  • Oversee the event on-site during the Reunion.

How the Volunteer Engagement Team Can Help

The Volunteer Engagement team will book space and the College organist as needed, pull a list of the deceased in the class, create and print a memorial service program for 25th-60th Reunions and deliver the program to service location.

The job of the Transportation Chair is is to coordinate the transportation needed during Reunions. Each class is required to have a van for the duration of their reunion. The Volunteer Engagement team can help in securing one for your class.

  • Rent the needed vans, shuttles, or buses to be used during Reunion weekend.

Tip: One van will be rented for each class and the cost will be included on the final College Reunion invoice. The van may be used by your student associate team, as they are required to complete a College driving course. The class van can be used to run errands and transport alcohol and supplies, as well as for night-time storage.

Tip: If you are holding an event off-campus or at the waterfront, additional vans, shuttles, or buses may be necessary. They may also be necessary to get classmates to rain locations in inclement weather. Vans or shuttles can also be very useful in assisting disabled individuals around campus.

How the Volunteer Engagement Team Can Help

The Volunteer Engagement team will book transportation needs requested by the Transportation Chair, train student associates so that they are approved as drivers, and provide parking instructions for Reunion attendees.

The Souvenir Chair is responsible for selecting and purchasing a Class Reunion souvenir to be sold or distributed to attendees.

  • Select an appropriate Class Reunion souvenir with the Reunion Chair(s).
  • Work with the Treasurer to ensure you stay within budget.
  • Order the souvenirs and have them shipped in time for Reunion.

Tip: If you have a classmate who lives in Hanover, you may want to ask them to store the souvenirs in their home until Reunion. Otherwise, work with the Volunteer Engagement team to find storage for them in Blunt Alumni Center. However, please note that campus storage is very limited and is not guaranteed.

How the Volunteer Engagement Team Can Help

The Volunteer Engagement team can offer suggestions for souvenirs that have been popular in the past.

The job of the Yearbook Chair is to organize and publish a 25th or 50th Reunion yearbook.

  • Identify a yearbook printer or publisher.
  • Work with the Treasurer to create and adhere to a budget.
  • Design the yearbook look and layout and collect data from classmates to insert into the yearbook to create the final product.
  • Order the yearbooks and have them shipped in time to be distributed at Reunion.

Tip: If you have a classmate who lives in Hanover, you may want to ask them to store the yearbooks in their home until Reunion. Otherwise, work with the College to find storage for them in Blunt Alumni Center. However, please note that campus storage is very limited and is not guaranteed.

  • Coordinate a mailing of yearbooks to classmates who are not attending Reunion.

How the College Can Help

The College can offer suggestions for designers and printers that have been successful in the past.