Reunion Planning: Nuts & Bolts

Nuts & Bolts

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• Timeline for planning your reunion• Time slots available for class programming• What to include in your planning• Other things you’ll inevitably ask about• Available resources

Behind the scenes of Reunion

• You are one of 16 classes

• Over 1,500 alumnae and guests come to campus for reunion each year -- a bit larger than an army battaliono Add to that seniors and families for Reunion I and the grand

total is 2,000+ mouths to feed over 2 weekends

o Like logistics for an army battalion, advance planning is necessary to make it all run smoothly

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Timeline for Planning Reunion

• 18 months – starting now!o Build on your reunion goals and vision

o Identify your reunion committee

o Begin to build your budget

o Think big thoughts with your class board to brainstorm ideas and expectations for your reunion

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• Reunion planning communications start 9 months prior to reuniono Each email contains important details

o Information and step by step instructions are provided for each task that needs to be completed

• Remember: Everyone has a role– not just the reunion planners!

• Stay flexible – sometimes things don’t go as planned

Timeline for Planning Reunion

Timeslots for Class Programming

• Friday evening

• Saturday morning, prior to Laurel/Alumnae Parade

• Saturday afternoon

• Saturday evening

• Sunday morning

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What to Include in Your Planning• Class meeting & election

o Can be held at any time during the weekendo Should include election of new class officerso Include time on the agenda for Loyalty Award presentations

• Planning events on Friday evening– Costs need to be covered

• Include extra fees in your budget• Cover cost from Treasury

• Planning an event in one of the larger spaces on campus?o Massachusetts fire codes may apply – and liquor laws definitely do

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What to Include in Your Planning• Reception area beverages requiring ice?

o Order it or assign a classmate to bring it

• Setting up your own bar rather than using MHC services?o Massachusetts liquor laws still need to be followed

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Liquor Laws: We must be in compliance

• Massachusetts law has changed in recent years

• South Hadley law: No open containers are allowed outside in public space

• Bartenders are required if the event is at a location on campus governed by MA state liquor law (i.e. Blanchard, Chapin)

• Class should consider hiring outside bartenders to avoid possible liability issues

• Serving liquor in dorm dining rooms is under the purview of Willits

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Crowd Control Policies• Massachusetts Law (527 CMR 10.13 (d)) requires “Massachusetts-certified

crowd managers” be used to ensure the safety of attendees at venues with a capacity of 100+ persons that are set up for dancing.

• In addition, Mount Holyoke’s policies require campus police to be on hand for events at these locations, and capacity restrictions must be enforced.

• Spaces on campus typically impacted by Massachusetts crowd control law:– Blanchard Campus Center– Chapin Auditorium– Kendade Atrium– Willits-Hallowell Center

• Expected costs:– Certified crowd managers: $240 for 2 for the length of the event– Campus police: $350 for 2 officers for 5 hours

When in doubt check the Reunion Planning Handbook, contact your committee liaison, or reach out to

the Alumnae Association office.

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Other things You’ll Inevitably Ask About

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When will our class dorm be assigned?

• As early as possible in 2014.

• Selection is based on factors including number of attendees, special logistical needs, etc.

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Can we use the dining room in our dorm?

• Possibly

• If you are NOT in a dining center, your class will have to go to a dining center for breakfast, lunch

• Even if you have access to the dining room, you also will not be able to access it for water, ice, etc.

• Serving liquor in dorm dining rooms is under purview of Willits

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Meal selection

• Classmates my have dietary restrictions. Have options available to accommodate dietary needs

• Dining Services can help you with meal planning

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Why are our meal choices due so early?

Menu selections affect your class charges– Class registration forms are customized based on meal costs.– To ensure the Association has time to create the registration forms,

selections must be done early.

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What spaces can we use for events on campus?

• Almost all spaces on campus can be used by a class if they are available. o Reunion I is more difficult to reserve space because of

graduation-related events. o Association staff can help you find out if a particular

space is available.

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When will we know how many people have registered?

• Two weeks prior to the registration deadline, weekly reports will be emailed to Reunion Chairs

• Reunion Chairs are responsible for disseminating registration information to reunion volunteers and class officers

• You may want to post to your Facebook page so classmates can see who’s coming – but be sure to keep in mind privacy concerns.

o You can check which alumnae have given permission to have their names listed by selecting “View All Attendees” on the online registration form.

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When does the class Nominating Committee start its work?

• Class president should make any final appointments to the committee ASAP

• The committee should get to work as soon as possible after that to identify good candidates and get their agreement to run

• Names for the slate are due on February 17 of your reunion year if it is to be included in your March letter

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Available Resources

• Reunion Planning Handbook – online & in RPW briefing books Classes & Reunion Committee members

• Alumnae Association staff

• Former reunion planners

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