Timeline

8 - 12 months

  • Contact the UOW Alumni Relations Office and inform them you wish to organise a reunion. Determine the format of the reunion and who you wish to invite.
  • Establish a committee if necessary or seek assistance from volunteers
  • Develop your budget, including estimated attendance numbers, expenses and income (through tickets or other funding)
  • Set a date and book a venue

6 – 8 months

  • Create a task list and mark when completed
  • Book any speakers, musicians or photographers
  • Contact the UOW Alumni Relations Office to organise the promotion of the reunion
  • Organise nostalgic items from Archivist at the UOW Library (if required)

2- 4 months

  • Send out invitations
  • Provide UOW Alumni Relations Office with any address updates of alumni
  • Record all acceptances/declines
  • Assign tasks to committee members or volunteers in preparation of the reunion
  • Organise memorabilia gifts

1 -2 months

  • Reminder emails sent to all invitees who have not responded
  • Send confirmation letters to attendees (include parking details etc)
  • Confirm all bookings

1 – 2 weeks prior

  • Provide final numbers to venue for catering
  • Check the venue has all requested items, including registration table, microphone etc.
  • Assign tasks to volunteers for the event e.g. registration table, placing signage
  • Brief all volunteers

Event day

  • Confirm you have completed all last minute tasks
  • Final briefing for all volunteers
  • Ensure ‘Update your details forms’ are on the registration table. These can be obtained from the UOW Alumni Relations Office.

Follow up

  • Contact the UOW Alumni Relations Office to provide a brief update about the reunion (including photos) to be uploaded on the UOW Alumni Website.
  • Send through any address or name updates
Last reviewed: 10 June, 2009