2012-2013 LC Reunion Volunteer Handbook

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Loomis Chaffee

2012-13

Reunion Volunteer

Handbook

2

Reunion Handbook

Table of Contents

Section One: Reunion Calendars 2012- 2013 Reunion Volunteer Calendar 4

Sample Reunion Weekend Schedule 5

Section Two: Reunion Volunteer Details Structure Overview 6

Fundraising Volunteer Overview 7

Communications Volunteer Overview 8

Section Three: Meet the Office 9 Your Reunion Liaisons 10

Section Five: Reunion Giving Overview Annual Fund Basics: Dollars & Donors 11

Reunion: Your “Best” Gift 11

Types of Reunion Gifts 12

Ways to Make a Contribution 13

Section Six: Reunion Awards Reunion Award Details 15

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A Message from the Reunion Program Staff

Thank you for volunteering to help with your reunion! This handbook serves as a guide to help

your class be successful in participation, fundraising and “fun” raising. We offer suggestions on

how to communicate with classmates leading up to your reunion, how to solicit your classmates,

and how to encourage your classmates to return for reunion weekend. Whether you are a new or

seasoned Loomis Chaffee volunteer, there’s something in here for everyone!

Of course if you have any questions or ideas, the Alumni/Development Office staff is available

to help. We look forward to working with you – let’s make this an unforgettable celebration.

Good luck and have fun!

With gratitude,

Lisa Salinetti Ross KeriAnne Travis

Director of Alumni & Parent Relations Director of the Annual Fund

[email protected] [email protected]

860 687 6277 860 687 6281

Alexandra Muchura Jessica Fenner

Director of Event Planning Director of Reunion Giving

Associate Director of Alumni & Parent Relations [email protected]

[email protected] 860 687 6802

860 687 6813

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April-July 2012

“Save the Date” mailed to Reunion celebrants.

Committee Chair(s) are recruited by A/D Office.

September/October 2012

Committee members are recruited by chairs and alumni office staff.

Communications Chair(s) assist in writing the 1st reunion e-mail to class, encouraging

classmates to “save the date”.

Fundraising Chair(s) write and send first solicit letter with help of the A/D Office.

November/December 2012

All committee members select classmates they would like to contact throughout the year.

Communications volunteers reach out to assigned classmates (message: update contact

info and Save the Date).

Fundraising volunteers reach out to assigned classmates (message: follow up on first

solicitation letter).

All committee members record a Reunion gifts or pledge, by December 31st.

January/ February 2013

Communications Chair(s) works on message for 2nd

reunion email.

Fundraising Volunteers make personalized solicitations via phone calls/e-mail.

Communications Volunteers make personalized reunion invitations via phone calls/email.

March/April 2013

All committee members pre-register for Reunion Weekend.

All committee members participate and encourage classmates to attend regional events

and phonathons throughout the Spring to help spread the word about Reunion.

All committee members continue calling and e-mailing to encourage giving and

attendance at reunion.

May 2013

Final push for reunion attendance and registration.

June 14-16, 2013: Reunion Weekend

All committee members are invited to attend the Reunion Leadership Recognition

Reception on Saturday evening (usually held at the Head’s house).

Post Reunion through June 30, 2013

End of the Annual Fund year—final push for reunion gifts.

Section One:

2012-2013 Reunion Volunteer

Calendar

2012-2013

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Reunion Weekend Overview

Reunion Weekend 2013 will take place June 14-16. For three days, starting Friday afternoon and

ending Sunday morning, Loomis, Chaffee, and Loomis Chaffee alumni will convene to relive

some of their fondest memories, rekindle friendships with classmates and faculty, and reconnect

to their school.

Reunion kicks off on Friday morning with the Alumni Golf Outing, followed by an afternoon of

activities, and closing with an all-class cocktail party and dinner on Grubbs Quad. The

celebration continues through the weekend with alumni/faculty presentations, campus tours, a

memorial service, athletic games and family-friendly entertainment. The Saturday night program

includes a cocktail reception, individual class dinners, dancing under the tent, followed by

another late night party. On Sunday, the weekend comes to a close with a farewell brunch.

Please see the sample schedule below to help you plan your Reunion Weekend. The

Alumni/Development Office will send more detailed information throughout the year. Specifics

for your Reunion Weekend will be mailed along with your reunion invitation.

Sample Weekend Schedule

Friday, June 14 9:00 a.m. – 3:00 a.m. Golf Outing

12:00 p.m. – 3:00 p.m. Community Service Project

12:00 p.m.– 11:00 p.m. Registration

2:00 p.m. – 4:00 p.m. Back to School Seminars

5:30 p.m.– 7:00 p.m. 50th

Reunion Reception

6:00 p.m.– 8:00 p.m. 25th

Reunion Reception

6:00 p.m.– 9:00 p.m. All-Class Reunion Cocktails and Dinner

9:00 p.m.– 11:00 p.m. Dancing to a live band

11:00 p.m. All-Class Late-Night Reunion Party

Saturday, June 15 8:00 a.m.– 8:00 p.m. Registration

8:00 a.m.– 10:00 a.m. Breakfast

8:15 a.m.– 10:00 a.m. Chaffee Breakfast and Tour (Sill House, Palisado Campus)

9:00 a.m.– 11:00 a.m. Special Events

Alumni/Faculty Presentations

Campus Tours

11:30 a.m.– 12:15 p.m. State of the School Address with Head of School

12:15 p.m.– 12:30 p.m. Alumni Parade

12:30 p.m.– 2:00 p.m Reunion Luncheon

2:00 p.m.– 4:00 p.m. Special Events

Alumni/Faculty Presentations

Athletic/Recreational Games

Family-Friendly Activities

Class Meetings

4:30 p.m. –5:30 p.m. Memorial Service

6:00 p.m.– 7:00 p.m. Reunion Leadership Reception

6:30 p.m.– 7:45 p.m. All-Class Reunion Reception

8:00 p.m.– 9:30 p.m. Individual Class Reunion Dinners

9:30 p.m.– 12:00 a.m. All-Class Reunion Dessert & Dance

12 a.m. All-Class Late-Night Reunion Party

Sunday, June 16 8:00 a.m.– 11:00 a.m. Farewell Brunch

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Structure Overview

The reunion year is a time for alumni to reconnect with each other, as well as Loomis Chaffee.

The aim is to have every classmate contacted by a reunion volunteer, for both the purposes of

encouraging attendance at reunion weekend, as well as asking him/her to make a financial

commitment to Loomis Chaffee in honor of their reunion. You play an integral part in achieving

these goals.

Most reunion classes will have committee chairs overseeing the Fundraising and Communication

efforts. In addition, reunion volunteers will work directly with assigned members of the

Alumni/Development Office. Remember, your A/D staff liaisons are here to assist you in any

way possible.

A Note about Confidentiality:

Please be aware that giving records and contact information for alumni are confidential. Volunteers granted access to this information may do so only to conduct business on behalf of Loomis Chaffee. This information is

not to be shared, and like the Alumni Directory, is not to be used for solicitation purposes for other causes.

Section Two:

Reunion Volunteer Details

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Fundraising Volunteer Overview

Fundraising Chair(s)

Lead by example. Make the best gift possible to the Annual Fund.

Assist Annual Fund liaison to set appropriate suggested gift amounts, class dollar and

participation goals.

Assist A/D liaison with recruiting committee members.

Solicit gifts from the Reunion Committee.

Assist Annual Fund liaison with writing solicitation letters.

Help lead committee conference calls.

Personally thank classmates for their gifts to the Annual Fund.

Fundraising Volunteer(s)


Select a list of 5-7 classmates to personally solicit for their best gift to the Annual Fund

in honor of their reunion.

Follow-up with selected classmates several times throughout the year to encourage

participation and attendance.

Personally thank classmates for their gifts.

Attend and contribute to committee conference calls.

Leadership Giving volunteer (optional)


Assist Annual Fund liaison to set appropriate suggested gift amounts from leadership

prospects.

Personally solicit leadership prospects for their “best” gift to the Annual Fund in honor of

reunion.

Follow-up with selected classmates several times throughout the year to encourage

participation and attendance.

Personally thank classmates for their gifts.

Attend and contribute to committee conference calls.

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Communications Volunteer Overview

Communications Chair(s)


Build and maintain the class’s enthusiasm for attending Reunion Weekend.

Assist A/D staff liaisons with creating class specific e-mails centered around reunion

weekend, LC news and reunion attendance.

Initiate and sustain communication about reunion with classmates.

Communications Committee Members (optional)


Encourage attendance amongst classmates continuously throughout the year.

Assist with:

o Facebook, social media

o Class specific emails

o Reunion booklets (50th reunion only)

Class Events Volunteer (optional)


Work with A/D staff liaison to plan and organize class specific weekend activities and

Saturday’s on-campus class dinner.

Invite faculty to the class dinner and other reunion events.

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As a volunteer you will work closley with your LC Reunion Liaisons to ensure a

coordinated and successful Reunion effort. Below please find the A/D staff contact

information and following that the Reunion Class Assignments for 2012-2013. Please

feel free to contact members of the office at any time for help, guidance and support.

Nat Follansbee P’04, ’03, ’99

860 687 6483

Associate Head for External Relations

[email protected]

Lisa Salinetti Ross

860 687 6277

Director of Alumni and Parent Relations

[email protected]

Tim Struthers ’85

860 687 6221

Director of Development

[email protected]

Alexandra Muchura

860 687 6813

Assoc. Dir. of Alumni and Parent Relations

[email protected]

KeriAnne Travis

860 687 6281

Director of the Annual Fund

[email protected]

Krissie Kelleher

860 687 6816

Campaign Director/ Liaison to Loomis 50th

Reunion

[email protected]

Jessica Fenner

860 687 6802

Director of Reunion Giving

[email protected]

Nicole Jamieson

860 687 6273

Coordinator of Administrative Services

[email protected]

Meret Nahas

860 687 6271

Director of Annual Fund Leadership

Giving

[email protected]

Jeanine Middleton

860 687 6276

Annual Fund Administrative Associate

[email protected]

Emily Cranshaw

860 687 6275

Associate Director of the Annual Fund

[email protected]

Section Three:

Meet the Office

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60th

Reunion

Loomis & Chaffee Classes of ’53

KeriAnne Travis

55th Reunion


Jessica Fenner

50th Reunion

Loomis Class of ’63

Krissie Kelleher and Lisa Salinetti Ross

50th Reunion

Chaffee Class of ’63

Jessica Fenner and Alexandra Muchura

45th Reunion


Jessica Fenner and Lisa Salinetti Ross

40th Reunion

Loomis Chaffee Class of ’73

KeriAnne Travis and Alexandra Muchura

35th Reunion


KeriAnne Travis and Lisa Salinetti Ross

30th Reunion



25th Reunion


Meret Nahas and Lisa Salinetti Ross

20th Reunion



15th Reunion


Jessica Fenner and Lisa Salinetti Ross

10th Reunion


Emily Cranshaw and Alexandra Muchura

5th Reunion


Emily Cranshaw and Lisa Salinetti Ross

Your Reunion Liaisons

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Annual Fund Basics: Dollars & Donors

Generations of supportive alumni, parents and friends have helped to make Loomis Chaffee what

it is today. Every year, the school relies on the Annual Fund to support vital programs such as

financial aid, faculty support, technology enhancements and campus renewals. Simply put,

support of the Annual Fund directly impacts every student and faculty member on campus. The

Annual Fund goal for 2012-13 is $3.1 million.

Currently Loomis Chaffee lags behind its peers in overall alumni participation. This year the

school aims to increase alumni involvement in the Annual Fund with a significant focus on

reunion alumni. The goal is for 40% of our reunion alumni to make a gift. High alumni

participation shows satisfaction with your education. It is also an investment in the school and its

mission and vision. Everyone can make a difference with participation, no matter the size of the

gift.

Reunion: Your “Best” Gift

Reunions are the perfect opportunity for alumni to make a significant financial commitment to

the Annual Fund by renewing or enhancing their support of the school. The school looks to its

reunion classes for increased support of the Annual Fund by asking reunion celebrants to

consider making gifts, in honor of reunion, that are a “stretch” beyond a typical Annual Fund

gift. In fact, alumni celebrating reunions will be asked to participate in their reunion class gift by

making a multi-year gift commitment to the Annual Fund. Typically, reunion donors will pledge

an amount that will be paid over a five-year period and the entire five-year gift/pledge will be

counted in class reunion gift totals, so it’s a great way to boost class totals! Reunion donors will

be reminded of their pledges in the subsequent years. They will not be asked for additional

Annual Fund gifts during this time.

Section Five:

Reunion Giving Overview

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Types of Reunion Gifts:

Gifts to the Annual Fund

Mark the Reunion with a stretch gift or pledge:

A larger-than-usual annual gift to the Annual Fund or a multi-year annual pledge payable over

five years is a great way to celebrate a reunion milestone.

Be an Annual Fund leadership donor:

Unrestricted leadership gifts are vital in providing immediate and flexible budget relief, helping

financial aid, creating new initiatives and programs, and providing our teachers with the best

resources.

Membership in any of the giving societies listed below is based on Annual Fund gifts and

corporate matching monies received in the current fiscal year. The Annual Report, an online,

password-protected compilation of statistics and donor lists, released annually in the fall, also

lists the donors by giving society.

Leadership Giving Societies

Founders Society $50,000+

Cupola Society $25,000 - $49,999

Homestead Society $10,000 - $24,999

Confluence Society $5,000 - $9,999

Batchelder Society $2,500 - $4,999

1874 Society $1,874 - $2,499

Chaffee Society $1,000 - $1,873

Capital or Restricted Gifts Over and above operational support through annual giving, capital gifts are used to support and

enhance all aspects of the school, including teaching funds, scholarships and campus facilities

and improvements. Capital gifts are payable over many years and match a donor’s interest with

the schools needs and priorities. For more information please contact Krissie Kelleher, Campaign

Director, [email protected].

Planned Gifts The John Metcalf Taylor Society honors alumni, parents and friends who have remembered

Loomis Chaffee in their estate plans through charitable bequests, trusts or over provisions. The

society was created in 1993 and was originally a group of individuals who informed the school

of their thoughtful gift intentions and to whom the school privately extended warm appreciation.

The society now numbers more than 550 members, whose names we publish to thank them

publicly and to encourage others to consider Loomis Chaffee as they visit their estate plans. For

more information on the John Metcalf Taylor Society please contact Tim Struthers, Director of

Development, [email protected].

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Ways to Make a Contribution

There are several ways that donors may contribute to Loomis Chaffee.

Checks

Checks should be made payable to Loomis Chaffee School. Checks can be mailed to the Annual

Fund in the giving envelopes that are enclosed with all solicitation pieces.

Credit card

Loomis Chaffee accepts MasterCard, VISA and American Express. Donors must provide the gift

amount, card number, expiration date and security code. This information may be supplied on

the giving envelope, over the phone, 860 687 6276, or on Loomis Chaffee’s secure website,

www.loomischaffee.org/giving.

Gifts of Securities

It is important that you contact KeriAnne Travis, Director of the Annual Fund, at 860.687.6281

or [email protected], to inform the school of your intention to give securities.

DELIVERY INSTRUCTIONS FOR GIFTS OF APPRECIATED SECURITIES

For all lots of 2,000 shares or more, and all NASDAQ stocks:

DTC participant #: 5198

Account Name: The Loomis Chaffee School

Account #: 81404069

Contact: Geoffrey Karp

Merrill Lynch

Cityplace II

185 Asylum Street

Hartford CT 06103

Phone: 860 728 3666

Fax: 860 331 8363

For all other transfers:

DTC participant #: 0221

Account Name: The Loomis Institute

Account #: HG-69797-AR

Contact: Dawn Fernandes

UBS Financial Services, Inc.

1 State Street, Suite 1600

Hartford, CT 06103

Phone: 860 727 1523

Fax: 860 727 1514

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Matching gifts

Matching gifts from corporations and foundations are an important source of Annual Fund

revenue. Such gifts are an excellent opportunity for donors to increase (double or even triple)

the amount of their contribution. All matching gifts are credited to the donor’s class. If the donor

does not work for a matching gift company but his/her spouse is employed by such a company, a

match from that employer may be possible.

Guidelines for matching gifts vary by company. Please visit www.loomischaffee.org/annualfund

for more information. Specific inquiries regarding matching gift policies, procedures and

payment schedules should be made to the Human Resources Office of the donor’s employer.

Pledges

Donors willing to make a commitment to the Annual Fund, but not yet wishing to make a

payment, may do this by making a pledge. A pledge is a promise to make a specified payment by

the close of the Annual Fund (June 30, 2013). In the case of reunion giving, a pledge may be

fulfilled over a five-year period, with the first installment due June 30, 2013. Encouraging

donors to make a pledge, particularly early in the reunion year, is an important tool for

establishing momentum.

United Way Gifts

Some donors’ companies encourage their employees to participate in the United Way on behalf

of the company. The donor may make a gift to Loomis Chaffee by directing a gift to the United

Way to Loomis Chaffee. To do this the donor should select “direct contribution” and fill in

Loomis Chaffee’s name and address. This is a nice way for people to receive credit for

participating in both the Loomis Chaffee Annual Fund and the United Way campaign.

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Loomis Chaffee publicly recognizes reunion classes by awarding the following reunion awards:

The Nat Follansbee Award for class participation to the two classes (one for classes 30th-60th,

one for classes 5th-25th) achieving the highest rate of Annual Fund giving participation.

The Daniel Wells ’34 Award for total Annual Fund class giving to the two classes (30th-60th

and 5th-25th) raising the largest multi-year Annual Fund class gift.

The James and Abigail Chaffee Loomis Award for total overall giving to the two classes

(30th-60th and 5th-25th) raising the largest class gift overall (Annual Fund and capital gifts).

The F. Evelyn Smith ’50 Award for highest reunion attendance percentage in the Chaffee

years.

The Alexander “Pat” Murphy ’27 Award for highest reunion attendance percentage in the

Loomis years.

The Glover ’48 and Jane Mackay Howe ’49 Award for highest reunion attendance percentage

in the Loomis Chaffee years.

The Stephen Conland ’35 Award for volunteer effort to the reunion class whose volunteers

demonstrated superior commitment, energy and enthusiasm in their reunion year.

Because the Annual Fund does not officially close until June 30th of each year, awards relating

to giving will not be awarded until after that date. All other awards will be presented at the

Reunion Leadership Recognition Reception held during Reunion Weekend.

Section Six:

Reunion Awards

2012-2013 LC Reunion Volunteer Handbook

Documents

Transcript of 2012-2013 LC Reunion Volunteer Handbook