Please note that all timelines are subject to change due to current campus decisions regarding the safety of our students, faculty, staff, alumni, and community members.

This timeline should guide you step-by-step through the Reunion planning process. Click on the links in each timeline to access resources for each task.

If you have questions about any part of the timeline, please contact us.

  • Reunion Chairs participate in a detailed kickoff call with the Volunteer Engagement team.
  • Reunion Chairs create Class Reunion Committees, keeping in mind that regional and affiliation (fraternities/sororities, teams, clubs, etc.) committees can help increase participation.
  • Reunion Chairs set first meeting with the committee and establish ongoing meeting schedule. At this meeting, the Class Reunion Committee should discuss roles, responsibilities, and select a Reunion theme if there will be one.
Next month: Communications planning, preliminary Reunion programming, and requests for event spaces
  • Publicity/Promotion Outreach Chair builds a communications plan, which includes plans for email, postcard, newsletter, and Dartmouth Alumni Magazine columns, and updates class website to promote Reunion and link to the College’s Reunion website.
  • Class Reunion Committee builds a preliminary Reunion program, including college-planned events and class-planned activities.
  • Catering and Beverage Chairs research catering and obtain quotes for meals.
  • Class Programming, Entertainment, Athletic/Special Events, and Memorial Service Chairs research their activities and contact speakers or performers if necessary.

  • Treasurer organizes a preliminary budget and opens a local Reunion bank account, being sure to obtain a book of checks and a debit card to pay for Reunion expenses.

Next month: Publicity Chair writes to classmates and includes a save the date for Reunions.
Next Month: Class column in DAM, regional committees mobilized
  • Reunion Chairs mobilize the regional and affiliation committees to drum up support and excitement about the Reunion. Each committee will have the task of reaching every member of your class in person, by phone, email, or letter. Volunteer Engagement can help by providing contact lists by region or affiliation.
  • Publicity/Promotion Outreach Chair writes a class column for the Dartmouth Alumni Magazine and continues to implement the communications plan.
Next Month: Finalizing menus, finalizing budget
  • Catering and Beverage Chairs finalize the menus and beverage plans for all class meals.
  • Treasurer finalizes budget and develops pricing plans as other Chairs submit their costs, utilizing the budget template and previous Reunion budgets.
Next Month: Memorial programs, Reunion souvenirs, budget meetings, class column for DAM
  • Memorial Service Chair chooses a class memorial service officiant and begins work on memorial programs with assistance from the College.
  • Souvenir Chair selects an appropriate Reunion souvenir and works with the Treasurer to stay within budget.
  • Treasurer and Reunion Chair will meet with their College liaison to review the budget and set a per person registration fee.
  • Publicity/Promotion Outreach Chair writes a class column for the Dartmouth Alumni Magazine and continues to implement the communications plan.
  • Reunion Committee chooses five couples for Pre-Night Housing. These couples arrive on campus one day early to organize and coordinate Reunion materials and logistics. Reunion Chairs, Treasurers, and Registration Chairs are typically a part of this group.
Next Month: Registration Chair meeting, winter communication
  • Reunion Chair submits final Reunion schedules.
  • Registration Chair meets with the Volunteer Engagement team to ensure that registration website is ready to go live at the beginning of March.
  • Publicity/Promotion Outreach Chair writes a winter communication to classmates and continues to implement the communications plan.
  • Class pages are posted on the Reunion website with preliminary schedules (these schedules will be updated once per week until June).
Next Month: Finalized logistics, class column in DAM, beverage and catering planning
  • Registration website goes live.
  • The Volunteer Engagement team sends an email to all Reunion classes informing them that registration is now open online. At the end of the month, a postcard will be sent to all Reunion classes as a reminder to register.
  • Pre-Night Housing information is due.
  • Class Programming, Entertainment, Athletic/Special Events, and Memorial Service Chairs finalize their logistical requests, including AV and setup needs.
  • Publicity/Promotion Outreach Chair writes a class column for the Dartmouth Alumni Magazine and reminds the Class Newsletter Editor to highlight Reunion in the newsletter.
  • Catering Chair continues to refine menus and catering orders.
  • Beverage Chair looks for beverage sales and creates a purchase, transportation, and storage plan for the beverages.
  • Memorial Service Chair sends final memorial programs to the Volunteer Engagement team (if appropriate).
  • Transportation Chair determines Reunion transportation needs for the class.
Next Month: Transportation requests, final souvenir plans, further publicity and outreach
  • Transportation Chair submits transportation requests to the Volunteer Engagement team.
  • The Volunteer Engagement team sends a second email to all Reunion classes with a registration reminder and other details as necessary.
  • Souvenir Chair selects final souvenirs and creates a plan for shipment and storage (the items should be shipped to and stored at a classmate’s home).
  • Publicity/Promotion Outreach Chair writes a spring communication to classmates and continues to implement the communications plan with social media posts, contests, and videos.
  • Regional and affiliation committees continue to drum up support and excitement about Reunion with personal outreach in person, by phone, email, or letter.
  • The Treasurer begins making deposit payments to event vendors.
Next Month: Final catering counts, final set up requests, meetings with student associates
  • Catering and Beverage Chairs work with the Volunteer Engagement team to determine final catering counts, place ice orders, and review meal and tent layouts.
  • Class Programming, Entertainment, Athletic/Special Events, and Memorial Service Chairs submit the Set-Up Needs Form to the College.
  • The College sends an email to classes eligible for childcare to remind them of the June 1 registration deadline.
  • Reunion Chairs connect with head student associates and create schedule for their shifts during Reunion.
  • Publicity/Promotion Outreach Chair writes a final communication to classmates and drafts a welcome letter for the class tent.
  • Reunion Chairs review other registration supplies and set up needs, and submit their requests to the Volunteer Engagement team.
Next Month: Reunion!
  • At the beginning of the month, the Volunteer Engagement team will send a final email to classes sharing tips for returning to campus with information on parking, check in, and other details.
  • All Class Reunion Committee Chairs will check in at Reunion Headquarters at the Blunt Alumni Center when they arrive on campus. They will receive name badges, Reunion schedules, and other items for onsite registration as needed. From there, they will begin preparations for registrations with the student associate team.
  • The College Reunion invoice must be paid by the Treasurer on the first day of Reunion. Throughout the weekend, the Treasurer will also keep track of cash collections and expenses. The Treasurer should aim to complete all Reunion transactions by June 30 for the close of the fiscal year.
  • Enjoy your hard work and have a wonderful time at Reunion!
  • At the end of the month, the Volunteer Engagement team will send an email to all Reunion attendees thanking them for coming back to campus and asking them to complete the Reunion survey.
Next Month: Final follow up
  • The Treasurer creates a balance sheet or financial report to give to the Reunion Chair and the Class Treasurer, gives a copy of the final budget to the College, and closes the Reunion bank account once all bills have been paid.
  • All Class Reunion Committee Chairs complete post-Reunion survey sent by the College.