|
|
Reunion Chair
|
Joint Tasks
|
AYA
|
|
September
|
- Appoint reunion committee
- Attend reunion planning workshop
- Design reunion letterhead (optional)
|
- Initial conversations between reunion chair & AYA staff liaison
|
- Plan & organize reunion chair workshop
- Provide initial attendance estimates
- Provide draft schedule
- Make campus classroom reservations
- Camp Bulldog development
|
|
October
|
- “Kick-off” cover letter submission deadline by October 16. Will mail to entire class (and widows, if desired) in early November.
- Set dates for pre-reunion regional gatherings & recruit local organizers
|
- Review draft schedule & discuss class-specific elements
|
- Preliminary budget from AYA
- Headquarters assignments announced (possibly November – dependent on University Facilities Committee)
- “Kick-off” sent to classmates; contains information & codes for hotels
- Online “Who’s planning to attend” response option activated on AYA Web site
|
|
November
|
- 1st Reunion Committee meeting/conference call re: class program (entertainers, speakers) & souvenirs
- Review potential faculty speakers with AYA
- Invite outside (non-Yale) speakers, if any
- Yale Alumni Magazine deadline for class notes in January/February issue is November 6.
|
- Meeting/conference call with Catering to discuss proposed menus (may go into December)
- Invite faculty speakers (sometimes held off until 2nd semester)
- Check availability of entertainers & ask for contracts
|
- Friday Lectures & “Morning at Yale” program development
- Camp Bulldog contract, logistics & campus reservations
- Planning with Catering & Custodial Services
- Contact Whiff & Whim groups for Celebration
- Post and update “Who’s planning to attend” lists on the AYA Web site
|
|
December
|
- Formulate class panel topics (or other classmate talent) & invite classmate participants
- Investigate souvenir possibilities
|
|
- 1st Registration design & layout
- Friday Lectures & “Morning at Yale” speaker invites
|
|
January
|
- 2nd Reunion Committee meeting/ conference call re: final class program & souvenirs
- Final menu approval
- Submit all class program details for budgetary purposes
- January 15: deadline for 1st registration, to be mailed or emailed in late February. Contents:
1) Cover letter containing “highlights” and explaining financial aid
2) Preliminary program schedule
3) Reunion fees (including all partials)
4) Encouragement to widows (may be separate communication)
- Submit entertainment & outing contracts to AYA for review & payment
- YAM deadline for class notes in March/April issue is January 8.
|
- Outside speaker travel arrangements
- Development of budget details
- Review preliminary budget and set reunion fees with class officers’ approval by January 15
- Discuss souvenirs: how many? what sizes? when to order? where to deliver?
|
- Tent & furniture vendor contracts
- Audio-visual vendor contracts
- AYA reunion registration mailing and website preparation
- Reserve residential college master’s suites for chairs
- Student “head clerk” hiring and training
|
|
February
|
- Submit souvenir invoices/bills to AYA for review & payment
|
Discuss wine & beer choices
|
- AYA website: online registration, reunion schedules & other information posted
- Faculty lecturer & “Morning at Yale” speaker invitations
- 1st registration packets mailed by mid-month.
- Begin processing reunion registrations & payments.
- Website attendance lists automatically updated as registrations are processed
|
|
March
|
- March 11: Deadline for 2nd registration post card text for. mailing/emailing in mid-April.
- Begin attendance phone-a-thons or other attendance-building efforts (if not earlier)
- Yale Alumni Magazine deadline for class notes in May/June is March 10.
|
- Updates on class program for AYA Web site
|
- Wine & beer coordination with Catering
- Yale Police & Security arrangements
- Update AYA Web site with Friday Lecture and Morning at Yale activities as they are confirmed
|
|
April
|
- Memorial service program (optional)
- Discuss class dinner program with class secretary & reunion gift chair
|
- Discuss & reserve media equipment for class panels, memorial services, entertainment, etc.
|
- 2nd registration post cards mailed in mid-April
- Arrange transportation for all alumni & class outings
- Update AYA Web site with Friday Lecture and Morning at Yale activities as they are confirmed.
|
|
May
|
- All final program details due May 5
- Class dinner head table arrangements
- Class dinner printed program text (if applicable)
- Yale Alumni Magazine deadline for class notes & reunion report in July/August issue is May 5 – AYA will supply magazine directly with final attendance #s and lists.
|
- Finalize arrangements for class programs and meals, media needs (including presentations on laptops), table arrangements, student clerk tasks, speaker arrangements.
|
- Student “regular” clerk hiring & training
- Coordinate President Levin’s visits with each class
- Final schedules – proofing & printing
- Organize headquarters materials
- AYA staff training
- Print memorial service programs with up-to-date in memoriam lists
- Print class dinner programs (if applicable)
- Speaker confirmations, including staffing by AYA & Development colleagues
- Confirmation of Whiff & Whim groups for Celebration of Yale Singing
- Final meal counts to Catering
|
|
Reunion Weekend
|
Reunion chair will serve as “host,” including:
- Making necessary announcements
- Serving as “MC” for class dinner (or appoint a classmate to this role)
- Having fun!
|
|
An AYA staff person will be onsite with your reunion; this may or may not be your staff liaison. Duties include the following:
- Serve as main point of contact for reunion chair
- Supervise headquarters registration office & student staff
- Manage all event details
-
- Coordinate with Custodial Services regarding campus housing
- Coordinate with Catering regarding meals & bar service
- Troubleshooting
|
View staff list and contact information for the AYA Class Group
