Reunion Timeline and Task Planning Sheet
Reunion Timeline and Task Planning Sheet
Reunion Timeline and Task Planning Sheet
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Last Updated: February 1, 2010<br />
<strong>Reunion</strong> <strong>Timeline</strong> <strong>and</strong> <strong>Task</strong> <strong>Planning</strong> <strong>Sheet</strong><br />
<strong>Task</strong>s Notes Complete<br />
BEFORE CONTACTING THE UI ALUMNI ASSOCATION<br />
Build a diverse reunion leadership committee<br />
BEFORE SETTING THE EVENT DATE<br />
Contact the UIAA to set up a meeting:<br />
Discuss reunion guidelines<br />
Establish a tentative timeline<br />
Answer questions<br />
Initiate the planning<br />
Determine the goal of the weekend:<br />
Connect with current students<br />
Commemorate an anniversary<br />
Interact with a campus department or interest group<br />
Reconnect with classmates<br />
All of the above<br />
Determine the target audience(s)<br />
Set the event date <strong>and</strong> outline activities <strong>and</strong> needs<br />
Develop a budget <strong>and</strong> specific planning timeline<br />
Your reunion UIAA contact is Christina Wright, Assistant Director of Alumni Programs.<br />
Phone: 800/469-2586; E-mail: alumni-reunions@uiowa.edu
<strong>Task</strong>s Notes Complete<br />
Recruit additional volunteers to help coordinate the event<br />
9-12 MONTHS BEFORE THE EVENT<br />
Research <strong>and</strong> reserve venue(s):<br />
Discuss rental rates <strong>and</strong> parking<br />
Confirm audio/visual availability <strong>and</strong> needs<br />
Identify items that will need to be rented<br />
Ask if an approved caterer is required<br />
Request, review, sign, <strong>and</strong> return the venue contract<br />
Research <strong>and</strong> reserve accommodations:<br />
Choose a hotel <strong>and</strong> block hotel rooms<br />
Request, review, sign, <strong>and</strong> return the hotel contract<br />
Research <strong>and</strong> reserve catering:<br />
Request sample menus <strong>and</strong> price estimates<br />
Confirm when a guest head count is due<br />
Identify <strong>and</strong> request rental quotes for items needed (i.e. chairs, tables)<br />
Develop a schedule for ALL promotional efforts though the UIAA, including<br />
material due dates, send dates, <strong>and</strong> RSVP deadlines<br />
Save-the-Date material will go out<br />
Your reunion UIAA contact is Christina Wright, Assistant Director of Alumni Programs.<br />
Phone: 800/469-2586; E-mail: alumni-reunions@uiowa.edu
<strong>Task</strong>s Notes Complete<br />
6-9 MONTHS BEFORE THE EVENT<br />
Confirm the caterer, menu (vegetarian option), <strong>and</strong> cost per person<br />
Develop the event agenda <strong>and</strong> contact speakers <strong>and</strong>/or entertainment<br />
Request pricing from vendors for giveaway items (i.e. T-shirt, baseball caps,<br />
mug, pin, etc.)<br />
Confirm special guests, speakers, <strong>and</strong> entertainment<br />
3-6 MONTHS BEFORE THE EVENT<br />
Draft the invitation <strong>and</strong> registration copy; provide to the UIAA<br />
Send registration/invitation e-mail <strong>and</strong>/or postcard<br />
Your reunion UIAA contact is Christina Wright, Assistant Director of Alumni Programs.<br />
Phone: 800/469-2586; E-mail: alumni-reunions@uiowa.edu
<strong>Task</strong>s Notes Complete<br />
Invite special guests with a dedicated e-mail or letter<br />
Contact a florist <strong>and</strong> photographer<br />
Confirm logistical details with the venue:<br />
Audio/visual needs<br />
Layout of the room (i.e. registration table)<br />
Signage location<br />
Special needs<br />
Identify event volunteers <strong>and</strong> coordinate duties<br />
Order special giveaways, such as a T-shirt<br />
Finalize the agenda<br />
1-2 MONTHS BEFORE THE EVENT<br />
Your reunion UIAA contact is Christina Wright, Assistant Director of Alumni Programs.<br />
Phone: 800/469-2586; E-mail: alumni-reunions@uiowa.edu
<strong>Task</strong>s Notes Complete<br />
Confirm <strong>and</strong> discuss day-of-the-event details with the rental companies,<br />
florist, <strong>and</strong> photographer<br />
Distribute volunteer task lists <strong>and</strong> responsibilities<br />
Adjust the budget with final costs<br />
Create <strong>and</strong> print signage<br />
Contact the hotel for final guest room list<br />
3-4 WEEKS BEFORE THE EVENT<br />
Prepare event h<strong>and</strong>outs<br />
Your reunion UIAA contact is Christina Wright, Assistant Director of Alumni Programs.<br />
Phone: 800/469-2586; E-mail: alumni-reunions@uiowa.edu
<strong>Task</strong>s Notes Complete<br />
Recruit additional volunteers, if needed<br />
2-3 WEEKS BEFORE THE EVENT<br />
Follow up with the hotel, venue, caterer, rental companies, florist, <strong>and</strong><br />
photographer to make sure everything is set <strong>and</strong> any questions answered<br />
1 WEEK BEFORE THE EVENT<br />
Distribute the final guest list to special guests, speakers, <strong>and</strong> the UIAA<br />
Pick up necessary items from the UIAA<br />
Print nametags for attendees, volunteers, special guests, <strong>and</strong> speakers<br />
Assemble reunion packets<br />
Your reunion UIAA contact is Christina Wright, Assistant Director of Alumni Programs.<br />
Phone: 800/469-2586; E-mail: alumni-reunions@uiowa.edu
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