Reunion Planning Workshop: Nuts and Bolts. Basic need-to-know for reunion planners.

1. Reunion Planning: Nuts &
Bolts

2. 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

3. 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 battalion
o 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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4. 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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5. • Reunion planning communications start 9 months prior to reunion
o 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

6. Timeslots for Class Programming
• Friday evening
• Saturday morning, prior to Laurel/Alumnae Parade
• Saturday afternoon
• Saturday evening
• Sunday morning
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7. What to Include in Your Planning
• Class meeting & election
o Can be held at any time during the weekend
o Should include election of new class officers
o 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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8. 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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9. 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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10. 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

11. When in doubt check the
Reunion Planning Handbook, contact
your committee liaison, or reach out to
the Alumnae Association office.
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12. Other things You’ll
Inevitably Ask About
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13. 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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14. 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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15. 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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16. 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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17. 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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18. 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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19. 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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20. Available Resources
• Reunion Planning Handbook – online & in RPW briefing books
Classes & Reunion Committee members
• Alumnae Association staff
• Former reunion planners
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