Updated September 2014
Reunion Planning Guide
for
Reunion Chairs
Contents
Introduction............................................................................................................................................................2 ContactInformation.............................................................................................................................................3 TheRoleofCollegeStaff&AdvisoryGroups...............................................................................................4 TheRoleofReunionChairs................................................................................................................................5 ReunionPlanningCommittee...........................................................................................................................6 ReunionPlanningCommitteeTimeline 7
ReunionAttendance.............................................................................................................................................9 HouseRepresentativesandHouseRepsChair 9
MiniReunions&Pre‐ReunionParties........................................................................................................10 MiniReunionChair 10
ClassHeadquarters&Hospitality.................................................................................................................11 HeadquartersChair 11 Hospitality 11 ReunionMementosorSouvenirs 13
Meals.......................................................................................................................................................................14 ClassDinnerChair 14 ClassDinnerProgram 15 MealSpacesandSetup 16
ClassProgramming/Activities.......................................................................................................................18 ProgramChair 18 Spaceassignment 18 Audio‐VisualEquipment 19 ClassMeeting 19
AlumnaeParade..................................................................................................................................................20 AlumnaeParadeChair 20 GeneralParadeSignandParadeGuidelines 20 ReunionAwards 21
ReunionCommunications...............................................................................................................................22 ReunionThemeandLogo 22 ReunionCommunicationSchedule 25
GeneralReunionInformation........................................................................................................................26 Housing 26 ReunionClassBook 27
ReunionRevenue&Expenses........................................................................................................................29 ReunionExpensesandClassRegistrationFee 29 CollegeFees 30
Post‐ReunionWrap‐up.....................................................................................................................................31
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IntroductionInMayofeachyear,SmithCollegewelcomesheralumnaebacktocampusforReunion.Inadditiontoreunitingwithclassmatesandfriends,Reunionprovidesmyriadopportunitiesfornetworking,learningaboutcollegeprogramsandpriorities,andachancetoonceagainexperiencesomeoftheintellectuallifeofSmithCollege.TheclassReunionChair,incollaborationwithcollegestaff,leadstheplanningeffortsfortheclass.ReunionChairs,withtheirplanningteam,coordinateengagementandhospitality,planprogrammingand/orentertainmentfortheclass,allowingenoughtimeforclassmatestoreminisce,appreciateexcitingadditionstothecampus,andvisitoldhaunts.ThisguideisanimportantresourceforclassReunionvolunteers.Itoutlinesindetailthespecificseachvolunteerneedstodothejob,anditisjustoneofthetoolsavailable.WhilewecovergeneralReunionplanningduringon‐campustrainingsessions,you’llfindthemostup‐to‐datereunionplanninginformation,alltheforms,andanumberofgreatideasandsuggestionsfromclasseswhohaveplannedespeciallysuccessfulReunionsontheToolsforReunionPlannerswebpage.WeencourageallReunionvolunteerstomakefulluseoftheonlineresourcesavailable.Inadditiontotheinformationcontainedinthisguide,classofficersalsohavetheClassesCommitteeavailableasaresource.Thiscommitteeiscomprisedofalumnaewhohaveservedinvariousvolunteerrolesandactinanadvisorycapacityforcurrentclassofficers.TheinformationcontainedinthisReunionPlanningGuideiscurrentasofSeptember2014,andissubjecttochange.Forthelatestupdates,pleaserefertothetheToolsforReunionPlannerswebpage.ThankyouforvolunteeringforSmith!
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ContactInformationOfficeofAlumnaeRelationsTheAlumnaeHouse33ElmStreetNorthampton,MA01063Telephone:800526.2023
Email:[email protected]:http://alumnae.smith.eduYourContactsattheOfficeofAlumnaeRelationsSamanthaPleasant,DirectorforReunions,Classes,andClubs 413585.2046([email protected])OverseesthedevelopmentandsupportofReunion,class,andclubvolunteersandprogramming.Servesasaliaisontoclasspresidents.AnnieCroteau,AssistantDirectorforReunions,Classes,andClubs 413585.2144([email protected])DevelopsandexecutestheannualReunionprogram;supportsclassReunionChairs.JoyWilliamson,OfficeCoordinatorandBudgetLiaison 413585.2079([email protected])Supportsclasstreasurersandclasspresidents,coordinatesReunionprogrammingfortheearliestclasses(thosecelebratingtheir65th,70th,75th,and80thReunions);servesastheliaisontothecontroller’soffice.
NancyStreeterHowes,ProgramCoordinatorforReunions,Classes,andClubs 413585.2058([email protected])CoordinatesandsupportsallaspectsofprogramplanningforSmithclubs;supportsallclubvolunteers;managestheSpeakerProgram.RebeccaWashut,DigitalCoordinator 413585.6589([email protected])Sendsbroadcastemailsforclasses,clubs,andgroups;maintainstheOfficeofAlumnaeRelationswebsite;overseesReunionregistrationandhousing.
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TheRoleofCollegeStaff&AdvisoryGroups
OfficeofAlumnaeRelationsstaffPlanningforReunionisayear‐roundeffort.Thestaffisspecificallyresponsiblefor:
DesignandproductionofallReunioncorrespondenceproducedbythecollege,includingtheReunionSavetheDatepostcard,Reunionregistrationmaterials,andtheReunionwebsite
CoordinatingallReunionregistration,bothonlineandprint CommunicatingReuniondatestoalumnaeinReunionclassesintheyearbeforeReunion Planningprogrammingandintellectualcontentthathighlightscollegeprogramsand
priorities AssistingandsupportingReunionChairsinplanningtheirclassprogramandproviding
historicalReunioninformation Reunionspaceassignments(housing,headquarters,programspace) Coordinatingwithvariouscollegedepartments,includingFacilitiesManagement,Dining
Services,EducationalTechnologyServices(ETS),andstudentworkerstopreparethecampusforreturningalumnae
CoordinatingwithvendorsandcatererstoprovidesupportforReunioneventsTheSmithFundstaffTheSmithFundstaffworksyear‐roundonbuildingsupportfortheannualgivingprogram.EachclasshasadesignatedstaffpersonwhoworksdirectlywithSmithFundvolunteersinadvancingtheirclass’sfund‐raisinggoals.AmemberofTheSmithFundofficeassistsFundTeamCoordinators,ClassFundAgents,andSpecialGiftChairsinsolicitingclassmatesfortheirannualgifts,screeningclassmatesformajorgiftprospects,settingclassgoalsandprovidingapersonalconnectionandoutreachtoclassmateswhilepromotingthecollege’scaseforsupport.BygivingtoTheSmithFund,allclassmatescanhonortheirReunionwhetherornottheycanreturntocampusfortheirReunion.TheClassesCommitteeTheClassesCommitteewasformedin2001toserveasanadditionalresourceforclassofficers.Committeemembersareappointedforafive‐yeartermandrepresentthevariousclassofficerpositions,decades,andAdaComstockalumnae.Theyfieldquestionsfromclassofficersandassisttheofficeofalumnaerelationsindetermininghowbesttosupportclassofficers.Thecommitteeconvenesoncampusonceeachyearandseveraltimeseachyearviaconferencecall.ReunionStudentAmbassadorsAllclassesareassignedstudentambassadorswhoarecarefullyselectedforthesehighlycompetitivepositions.Theyareavailabletohelpinwhateverwaysareneeded,suchasassistingwithheadquarterssetup,assistingwithmealcheck‐ins,andguidingalumnaethroughReunionprograms.Ambassadorsattendallclassmealsasguestsoftheclass.Theambassadorprogramcreatesaweekendofopportunitiestohearfromcurrentstudentsaboutcampuslifetoday,andforcurrentstudentstolearnabouttheSmithexperiencewhenyouandyourclassmateswerestudents.
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TheRoleofReunionChairsTheReunionChairsappointclassmatestocommitteesandcoordinatetheworkofallinvolved,andworkcloselywithalumnaerelationsstaffinplanningclasseventsandprogramswithinthecontextofthelargerReunionprogram.Note:TheofficeofalumnaerelationsrecommendsthatclasseshavetwoReunionco‐chairs.Responsibilities
IdentifyandrecruitclassmatesfortheReunionCommittee.Outlinetheirdutiesandresponsibilities,consultwiththemfrequently,followuponplans,andsetcleardeadlines.
EnsureallReunionPlanningFormsaresubmittedtotheofficeofalumnaerelationsinatimelymannerbyReunionCommitteeMembers
PlanReunionschedule/programmingfortheclass Actasaliaisonwithalumnaerelationsstaff CoordinatethedevelopmentofathemeandcorrespondinggraphicsforReunionandbe
responsibleforspecificReunioncommunicationstotheclass OverseetheReunionbudget(incooperationwiththeclasstreasurer) ActastheprincipalsourceofReunioninformationandsubmitReunionupdatestotheclass
President/WebChair/DigitalMediaCoordinatorforinclusionincommunicationstotheclass
ParticipateintrainingofferedbytheofficeofalumnaerelationsasappropriatethroughoutherterminofficeandspecificallyeighteenmonthspriortoReunion.*AttendingthistrainingisoneofthetwomostimportantthingsaReunionchaircando
AttendtheReunionoftheclassprecedinghersasanobserveroneyearbeforeherReunion InvitetheReunionChair(s)oftheclasshavingitscomparableReuniontheyearfollowing
yourstoobserveReunionandtobeyourguest(s)forallclassmeals. AttendReunion Maintainallplanningrecords,includingReunionmailings,newsletters,emails,themeideas,
vendorsused,listsofcommitteemembers,etc.,topassontothesucceedingReunionChairs Completeapost‐ReunionReporttobesharedwiththesucceedingReunionChair(s),the
ReunionChair(s)fortheclassfollowinghers,andtheofficeofalumnaerelations EnsurethatallReunionwrap‐upactivitiesarecompleted(refertothePostReunionsection
ofthisguide) CommunicatewithclassFundTeamongoalsandprogressthroughouttheyear Checkwithallcommittees,followingReunion,toseethattherecordsandmemorabiliaof
permanentvaluetotheclassarestoreduntilthenextReunionSuggestions
ConsiderchoosingaReunionco‐chairtocomplementyourinterestsandabilities,andtoprovidesupportandassistancethroughReunionplanning
Considerco‐chairsformanyroles;thelargerthecommittee,thebroadertheinterestfromtheclass
SolicitrequestsforhelpwellinadvanceofReunion,andsharetasks/responsibilitieswithallthoseclassmatesexpressinginterest
ItisyourresponsibilityasReunionChairtoensurethattheinformationyoupassonisascompleteandhelpfulaspossible.
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ReunionPlanningCommitteeInvolvingasmanypeopleaspossibleinReunionplanninghelpstobuildenthusiasm.ReunioncommitteemembershipprovidesanexcellentopportunityfordevelopinginterestinboththeclassandtheoverallReunionprogram.ThefollowingpositionshelpcoordinateReunionplanningefforts:
HouseRepsChairandHouseReps HeadquartersChair AlumnaeParadeChair ClassDinnerChair(s) Program/ActivitiesChair Spouse/Partner/FamilyActivityChair(optional) MiniReunionChair
YouwillsubmityourReunioncommitteelistinthefallpriortoReunion.Formsforeacharea(parade,headquarters,etc.)andclassevents(specificequipment,audio‐visualneeds,andset‐ups)willbesenttoeachcommitteechairasappropriate,andwillbepostedontheReunionwebpage.Theseformsshouldbecompletedandreturnedbytheduedatesindicated.Sampleformsmaybefoundintheappendixofthisguide.RecruitingVolunteerstoAssistwithReunionThesuccessoftheReunionprogramdependsinlargepartontheactiveparticipationandcommitmentofclassvolunteers.Despitethefactthatpeopleareincreasinglybusy,mostpeoplefindvolunteerworkofsomekindhighlyrewardingandgratifying.Thefirstruleoffindingvolunteersistoask. Giveclassmatesopportunitiestosignuponaclassduesform,atanevent,orthroughasurvey AskotherSmithwomeniftheyknowofanyonewhowouldbeagoodvolunteer. Approachapotentialvolunteerpersonally.Letherknowthatwhatshewouldbedoingis
importanttotheorganizationandtoSmith. Breakmajorjobsintosmallerones.Peoplearemorelikelytosignupforaminortaskthanto
assumemajorresponsibility Appointco‐chairsratherthanasinglechairperson.It’smorefunandlessoneroustosharea
jobwithsomeoneelse.Remember:focusonfunandfriendship IdentifyclassmateswhomayhaveprofessionaltiestoaspecificReunion‐relatedjob(printer,
publisher,souvenirvendor,ordesigner,forexample) Listentovolunteersandbereceptivetodifferentideas Pairexperiencedvolunteerswithnewones Provideclearcommunicationregardingdutiesanddeadlinestopromoteasenseof
accomplishmentandpurpose.Makesuretheyunderstandthecommitment,anddiscusswhatthejobentails
Contacttheofficeofalumnaerelationsforadvice,supportandsuggestions Provideadequatesupportandbesuretothankyourclassmatesfortheirassistance–both
privatelyandpublicly,inclasscommunications,andatReunion Establisharapportwithallvolunteersontheteam,maintaininganopenchannelof
communication.Emaildistributionlistsandconferencecallsareveryuseful Don’tbeafraidtodelegate–volunteersneedtoknowtheyareaccomplishingspecifictasks
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ReunionPlanningCommitteeTimelineTheofficeofalumnaerelationswillsendaseriesofmailingstoReunionchairs,aswellasotherReunionCommitteememberswhenapplicable,betweenthefallbeforeReunionandReunion.EachmailingwillcontaininformationtohelpyourclassplanforReunion.Somewillalsoincludeformspromptingyoutomakespecificdecisionsandremindingyouofdeadlines.TimelineFall‐EighteenmonthspriortoReunion:
AttendtrainingforReunionChairs Determinecommunicationstrategyfortheclass(ClassPresident)
TheyearpriortoReunion:May
ObserveReunion.TheReunionChairattendstheReunionoftheclassimmediatelyprecedingherstoobserveandgetideas.
Summer
SendReunione‐newslettertoclass(ClassPresident),andpostReunioninformationonsocialnetworks
SeptemberReunionChairsbegintoreceiveregularcorrespondenceviaemailfromtheOfficeofAlumnaeRelations.
AppointReunionCommitteeMembers(ReunionChair) SelectReunionthemeanddesignalogo(ReunionChair) SetyourReunionbudgetanddetermineclassregistrationfee(ReunionChairand
Treasurer),referringtotheClassRegistrationFeeWorksheet SendReunione‐newslettertoclass(ClassPresident),andpostReunioninformationon
socialnetworks SubmitReunionCommitteeForm(ReunionChair) SubmitPreliminaryClassProgrammingForm(ReunionChair) Collegesendssave‐the‐dateemailandsubsequentpostcardtoalumnaeinReunion
classes
October ThecollegemakesspaceassignmentsforeachReunionclass
December
ReunionChairsreceivetheReunionMealPlanningGuide
EarlyJanuary SubmitClassDinnerSelectionForm(Dinnerchair)
January–March
ContacthousematestoencouragethemtoattendReunion(HouseReps)
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February ReunionRegistrationbookletssenttoalumnaeinReunionclasses SubmitClassDinnerProgramPlanningForm(DinnerChair) SubmitParadeSignsForm(ParadeChair) SendclassdinnerinvitetoObservers(ReunionChair) Onlineregistrationgoeslive
March
SubmitClassMeetingandProgramPlanningForm(ReunionChair) SendReunione‐newsletter/remindertoclass(ClassPresident) Forwardacompleteclassscheduletotheofficeofalumnaerelations
EarlyApril
SubmitHeadquartersPlanningForm(HQChair) CollegesendsregistrationcountstoReunionChairsforplanningpurposes
EarlyMay
SendalastcommunicationtoclassmatesMayReunion!Post‐Reunion:
SubmitclassslateatReunion/byJune1 SubmitReunionReportbyJune30 RemindtreasurertosubmitReunionFinancialReportbyJune30
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ReunionAttendance
HouseRepresentativesandHouseRepsChairResponsibilitiesOneofthemostengagingjobsontheReunioncommittee,HouseRepscontactseniorhousematesbytelephone,viaemail,orhand‐writtencorrespondencetobuildenthusiasmforReunion.TheHouseRepChairrecruitsaclassmemberfromeachhousetoactastheHouseRep,thencoordinatestheeffortsofHouseRepsandservesasasinglecontactwiththeReunionchairandtheofficeofalumnaerelations.HouseRepsbegintheirjobsduringthefallprecedingReunion.TheReunionChairorHouseRepsChairsendsalisttoeachhouserep,withthenamesandcontactinformationonrecordwiththecollegeforeachhousemate.HouserepsgenerallykeepintouchwiththeHouseRepsChairorReunionChairastheycontacthousemates,toupdatethemonwhohasindicatedthattheyexpecttoattendReunion.Houserepsneedtobekeptinformedofclassactivities,plannedReunionprogramming,andoverallattendance,sotheyareabletoanswerclassmates’questionsandprovidethemwiththemostup‐to‐dateinformation.Suggestions
HouserepsshouldencourageclassmateswhoareunabletoattendReuniontosendinletters,notes,pictures,orothermemorabiliafordisplayatHeadquarters.
Encourageclassmatestoregisterearly–onlineregistrationisquick,secureandeasy.SomeeffectivestrategiesforHouseReps(withthankstotheclassof1968):
BetweenOctoberandJanuarypriortoReunion,begincontactinghousematestoencouragethemtosavethedateandplantoattendReunion.Reviewtheircontactinformation,andencouragethemtoupdateanyinaccuraciesviathealumnaeonlinedirectory,ornotethemyourselfandforwardtheupdatedinformationtothecollege.ThiswillensurethattheyreceiveReunioninformationassoonasitbecomesavailable.
ThemosteffectivemessagethatencouragesclassmatestoattendReunionis“wewanttoseeyou.”ThemainreasonalumnaeciteforattendingReunionistoseefriends,regardlessoftheprogrammingplanned.
IfaclassmateindicatessheisdefinitelycomingtoReunion,suggestthatshecalloremailherfriendstoencouragethemtoattend.ManyclassmatesdecidetoattendReunionwhentheylearnthattheirfriendsareattending.
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MiniReunions&Pre‐ReunionPartiesMiniReunionsandPre‐ReunionPartiesareagreatopportunityforclassmatestocometogetherinanticipationofReunioninNorthampton,visitingwithlongtimefriendsandbuildingrelationshipswithnewfriends.
MiniReunionChairManyclassesappointaMiniReunionchairtocoordinateandpublicizegatherings.TheseeventshelptobuildexcitementandenthusiasmforReunioneventsinMay.Suggestions
MiniReunionsinmajormetroareasmightinvolveatheaterormuseumouting,gatheringatarestaurantorlounge,orhavingapotluckataclassmate’shome
Aclassbirthdayparty Apicnicorpotluckforclassmatesandtheirfamilies Aweekendataclassmate’scoastalorsummerhome SpecialeventminiReunionsmightincludeaTanglewoodgathering;aone‐daycruisein
BostonorNewYorkharbor;orasightseeingtriptoamajorcity,suchasWashingtonDC,NewYorkCity,orSanFrancisco
Outdoorevent:sailing,whitewaterrafting,skiing,birdwatching,vineyardtour Tosavemoney,sendinvitationselectronically,eitherviabroadcastemailorusingonline
invitationsites,likeEviteorPaperlessPost.MiniReunionsshouldbeself‐supporting.MiniReunionChecklist
ReunionChairs,otherofficers,andSmithFundvolunteersshouldbepartoftheinitialconversationsaboutindividuals’willingnesstohostanevent.Severalclassmatesmaywanttohostseparateeventssimultaneouslyoratdifferenttimesoftheyearinvariousregionallocations.
Decidethepreliminarydate/timeandlocationoftheevent,beingsensitivetoitbeingeitheranalumnae–onlyevent;alumnaewithspousesorpartners;orincludingmembersfromyourclassorotherclasses,children,etc.Ifyouwillco‐hostaneventwithotherclasses,besuretoworkcloselywithofficersfromthoseparticularclasses.
Scaletheeventtothenumberofindividualsthatyouhopewillattendandalsothetypeofevent(formalorinformal)youwouldlike,basedontheseason,indoorsorout,andbudget.
Askclassofficerstoreviewadraftoftheinvitation Alistofproposedattendeescanbepulledtogetherfromclasslists.Theofficeofalumnae
relationscanprovideclasslistswithemailaddressessortedbygeographicareas.Reviewthelistwiththeclassofficers.
Takepicturesandpostthemonyourclasswebsite,sendthemtotheSmithAlumnaeQuarterly,and/orbringthemtoReunion.
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ClassHeadquarters&HospitalityClassheadquartersareinassignedhousesandserveasagatheringplaceforhospitality,refreshments,messages,andclassdisplays.AftercheckinginattheAlumnaeHouse,classmatespickuptheirnametagandgetinformationonclassactivitiesattheClassHeadquarters,aswellasanysouvenirsfromtheclass.
HeadquartersChairResponsibilitiesTheHeadquarterChairisresponsibleforsettinguptheheadquartersandstaffingitwithclassmatesthroughouttheweekend.TheHeadquarterChairswillreceiveamailingduringthewinterpriortoReunion,whichincludesdetailsaboutwhatisprovidedatheadquarters,alistofsuggestedmaterialstohaveavailable,andalistofvendorswhocanassistinorderingspecificsupplies.AsampleoftheHeadquartersFormisatthebackofthisguide.WestronglysuggestthatHeadquartersChairbeaclassmatewholiveswithindrivingdistanceofNorthampton,tofacilitatepre‐ReunionresearchtripsandmakethetransportationofmaterialsduringReunioneasier.AlumnaeattendingReunionwillpickuptheirhousingandmealassignmentsattheAlumnaeHouse.Informationandmaterialsprovidedbytheindividualclasses,suchasnametags,thescheduleofclassevents,souvenirs,andclassbooksaredistributedtoclassmatesattheheadquarters.TheClassHeadquartershouldbeopenandstaffedatalltimeswhentheAlumnaeParadeandspecificclasseventsarenotscheduled.Yourclasslocker,locatedinthebasementoftheAlumnaeHouse,likelycontainsclassmemorabiliaandcanbeaccessedwhentheAlumnaeHouseisopen.OnThursdayofyourReunionweekend,Headquarterschairsshouldboxanyitemstobemoved,beingsuretoclearlymarkallitemswiththeclassyearandheadquarterslocation.Itemsfromclasslockerswillbedeliveredtoyourheadquartersbycollegestaff.Housesopenat10a.m.onThursdayofeachweekendforHeadquarterset‐up.
HospitalityRefreshments
Thecollegeprovidesacoolerwithiceforheadquartersfortheweekend,whichwillbereplenishedeachdaybeginningwithThursdayafternoonforsetupandendingSaturdayevening.
SmithCollegehasdiscontinuedtheuseofbottledwaterwhereverpossible.Tosupportthecollege’ssustainabilityeffortsandeliminatewaste,classeshaveaccesstofilteredwaterinhousediningroomsorkitchenettes.Tofurtherthesustainabilityeffort,weencouragealumnaetobringarefillablewaterbottle.Classesmustprovidetheirownpitchers.
Allotheritemsforheadquartersaretheresponsibilityoftheclass.
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Classesareresponsibleforsupplyingallrefreshmentsandassociatedsupplies,includingcoffeemaker,coffee,cream,sugar,dishes,coffeecups,plasticlids,plasticware,and/ornapkins,andassociatedservingpieces(urns,pitchers,etc.).DiningServicescannotprovidebeveragesorrefreshmentplatters.
Arefrigeratorwillbedesignatedforusebyclassesinhousekitchenettes;pleasebearinmindthatstudentsarestillinresidence,atleastthroughReunion&Commencementweekend,sorefreshmentsshouldbeclearlymarkedasbelongingtoyourclass.
Considerusingasingleservingcoffeestation(e.g.Keurig)
Decorations DecorationsmaybeaselaborateasyourReunion
themeallowsorassimpleasphotosofclassmates.Inthepast,manyclasseshaveusedsmallplants,streamers,pictures,non‐perishablefoodstuffs,colorfulposters,amailbox/messagebox,tablelinens,papertowels,andclassmemorabilia.
Donotplanonusinganymaterialsordecorationsthatareflammable.Bepreparedtohangdecorationsfrompicturemoldings.Useofscotchtapeoranotheradhesiveproductisprohibitedonanysurface.
Allcampushouseshavepermanentbulletinboardsthatmaybeusedtodisplaymaterials.
Otheritemsthatarehelpfulfortheclasstohaveatheadquartersinclude:maskingtape,adhesivetape,pushpins,tacks,paperclips,rubberbands,pens,pencils,markers,notepads,paper,messagepads,stapler,extensioncords,threeprongedadapters.
Youmaydecidetoappointadisplaychairtocoordinateanysortofexhibit.OnSunday,classheadquartersmustbedismantled,andanyitemstobereturnedtotheclasslockermustbeboxedandclearlymarked(nomorethan2largeboxes).FacilitiesManagementwilltransportthesematerialsbacktotheAlumnaeHouseonMondayfollowingReunionweekend.Pleasebecarefulnottoreturnmorethanthelockerwillhold;mostlockersaresharedbetweentwoclasses.AnymaterialtobedonatedbyyourclasstotheCollegeArchivesmustalsobeclearlymarkedandboxedseparately.BesuretocoordinatethisdonationdirectlywiththeCollegeArchives.SuggestionsIdeasforclassheadquarters(withthankstotheclassof1967):
AdigitalphotoframetodisplaybothcurrentphotosandthosefromyourtimeatSmith AgiantcrosswordpuzzleofSmithfactoidsonanerasablewhiteboard Atimelineofnational/internationaleventsthatoccurredduringyouryearsoncampus Aclasstriviacontestonawhiteboard AshowofsnapshotsfrompriorReunions Encourageclassmatestotourthecampusinsmallgroupsbyprovidingahandoutwitha
campusmapwithnewthingstoseesuchasFordHall,theCampusCenter,theJapaneseGardenonthepondedge,theBotanicGardensandConservatory,theOlinFitnessCenter,ortheMuseumofArtanditsartist‐designedbathrooms.
Providestudentambassadorswithbuttonsthatsay“AskmeaboutPraxisinternships”or“AskmeaboutNorthamptontoday.”
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ReunionMementosorSouvenirsItemsthatgenerallyworkwellasmementosinclude:coffeeortravelmugssunglassestotebags
anoraksorfleeceitemsapronsumbrellas
luggagetags/keychainshandmadeitempashminas
Manyclassesapproachclassmateswhoworkforacompanythatiswillingtodonatetheseitemstotheclass.Foranyitemsthatrequireasignificantamountofcapital,anadequateamountshouldbebuiltintotheclassregistrationfeetocovertheexpenseinitsentirety.Classesareresponsibleforpayingvendors,includingSmithCollegedepartments.SouvenirsmaybeshippeddirectlytoNorthamptontobestoredattheAlumnaeHouse.MaterialsshouldbeshippedtoarrivebetweenMondayandWednesdayoftheweekduringwhichtheclassisreuning.DuetotheheightenedlevelofactivityandmaterialsbeingshippedinandoutoftheAlumnaeHouse,wecannotguaranteesecurestorageforanythingarrivingbeforethatweek.Boxesshouldbeclearlymarkedwiththenumberintheshipmentandaddressedasfollows:SmithCollegeClassof<year>c/oAnnieCroteau33ElmStreetNorthampton,MA01063Box#of#(totalnumber)
Classof1994WelcomeBoard
Classof1964Headquarter:BooksandMusicby
classmates
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MealsAlumnaeregisterformealswhentheycompletetheironlineregistration.TheofficeofalumnaerelationscoordinatesthedetailsforallmealsexcepttheFridayandSaturdayClassDinners,whichareplannedbyClassDinnerChairs.
ClassDinnerChairResponsibilities
SelecttheFridayandSaturdaymenusfromtheMealPlanningGuideinconsultationwiththeReunionChair
DecideonthegeneralformatoftheFridayandSaturdaydinnerprogram(speaker,discussionledbydistinguishedclassmates,musicalprogram)
Handleallprogramdetails,includingdecorations,centerpieces,audiovisualmaterial CompleteandreturntheClassDinnerProgramPlanningFormtotheofficeofalumnae
relationsbytheduedate.Asampleoftheformmaybefoundintheappendix.TheMealPlanningGuidewillbesendinDecemberpriortoReunion.ReunionMealsBreakfastBreakfastonFriday,Saturday,andSundayisincludedinthehousingpackageforregisteredalumnaeandguestsstayinginassignedcollegehouses.ReunionLunchesandDinnersThefollowingReunionmealsareheldinoneortwocentrallocations,dependingupontheanticipatednumberofattendees:ThursdayReunionSocialHourandDinner(separatefor25thand50thclasses)FridayReunionLuncheonFridayReunionSocialHour(25thand50thhostedbythepresident)SaturdayLunch(distributedincentrallocation)SundayBrunchClassLunchesandDinnersThursday25thand50thReunionclassdinnerbuffetFridayClassDinner(followsReunionSocialHour)SaturdayLunch(aftercentralpickup)SaturdayClassSocialHourandDinnerTheofficeofalumnaerelations,workingwiththeReunionChairandDinnerChair,handlesthearrangementsforclassdinners.Classdinnerattendanceaveragesareatright;mealcountsvarydependingonattendancetrendsforindividualclasses.
Average Attendance Numbers
ReunionFridaydinner
Saturdaydinner
65th 29 2660th 79 8855th 74 6950th 245 22745th 131 12540th 153 16935th 110 15230th 114 15025th 122 19420th 72 16215th 27 6010th 68 1785th 13 150
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CocktailHoursBeginningwithReunion2013,socialhourshavecashbars.Winewillbeservedwithdinneraspartofthemealprice;catererscarrytheliabilityassociatedwiththisservice.Inresponsetogrowingfeedbackinrecentyears,cocktailhoursareNOTincludedinthecostofthemeal,andguestspayforthedrinkstheyorder.
ClassDinnerProgramRememberthatyourclassislikelytobeinafestivemood,andalongandseriousprogramwillnotbeappealingtoyouraudience.After‐dinnerprogrammingindiningroomsmaynotlastlongerthanonehalfhourafterdessertiscleared,toallowstafftocompletetheirworkfortheevening.Cateringstaffmustcleardiningrooms,andlateprogramsexpendsignificanttime,energyandovertimeforcollegeandcateringstaff.Ifyourprogramexceedsthistime,yourclassmaybechargedforovertimecoverage.Ifyouanticipateyourprogramwilllastlongerthanonehalfhourafterdessertiscleared,yourclassmustmovetoadifferentvenuefortheprogram.Ifthisisthecase,theReunionChairshouldworkwiththeofficeofalumnaerelationstofindanalternatespace.Suggestions
ClassDinnerperformancesorpresentationsbyclassmateswhoaresingers,authors,musicians,dancers,oractressesareoftenpopular,asisthepresentationofclasssurveyresults.Facultygroupsmayalsobeaskedtoperform.Besuretoinvitethemearly!
Whenplanningaprogramduringorafterdinner,keepthefollowinginmind:
Atablewithreservedseatingmaybeneededforyourspeakerandclassofficers. Thebesttimeforthespeakertogivethepresentationisoverdessert. Aprogramshouldlastnomorethan45minutestoonehour. Thecateringstaffmustbeinformedastowhenthespeakerwillbegin,iftheyshould
continuetoserveduringthepresentation,oriftheyshouldclearthetablespriortothepresentation.
Servinglargedinnersinaneffectiveandefficientmannerisachallengingtask.Whenactivitiesareplannedduringameal–aspeaker,presentation,orsinginggroup,forexample–pleasereviewtheseactivitieswiththeon‐sitestaff,toensureanenjoyablemealandprogram.SmithCollegeDiningServices/CatererDuetothenumberofeventsheldoncampusduringReunion,theofficeofalumnaerelationscontractswithalocalcaterertosupplementtheserviceprovidedbySmithCollegeDiningServices.MealsheldincollegehousesanddiningfacilitiesarecateredbyDiningServices,whilethecontractedcatererprovidesmealsheldinothervenues.TheMealPlanningGuide,whichcontainsmenusforallvenues,ismailedinDecember.Donotcontactothercatererstoprovidemealsorreceptionsinanycollegefacilities.
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SmithCollegeAlcoholServingPolicySmithCollegeDiningServicesholdstheliquorlicenseforSmithCollege,andcaterersarelicensedtoservealcoholoncampus;bothcarryliabilityinsuranceforthisservice.UnderMassachusettsStateliquorlaws,thesetwogroupsaretheonlyentitiesauthorizedtoserveandsellalcoholoncampus.Cashbarsforthecocktailhoursbeforedinnersmustbestaffedbydiningservicesorcateringstaff.WinewiththemealmustbeservedbySmithCollegeDiningServicesorthecatererandwillbeincludedinthepriceofthemeal.LiquorlawsinMassachusettsarestringentandtheliabilityissuesarebroad–becarefulinallsituationswherealcoholispresent.Ifyourclassprovidesanybeveragecontainingalcoholinyourclassheadquarters,andsomeonehasanaccidentorincidentasaresultofconsumingbeveragesprovidedatclassheadquarters,theproviderofthealcoholcanbeheldliable.Ifyou,asReunionChair,purchasedthealcohol,youcouldbeheldliableforanydamagesorinjuryunderMassachusettsStatelaw.MealSpacesandSetupDiningRoomsDiningroomseatingmaybelimitedtoacertaincapacityduetofiresafetycodes,andlast‐minutechangesinspacemaybenecessary.TheofficeofalumnaerelationswillnotifyReunionChair(s)immediatelyifachangeinmealvenueisimminent.Thecollegemaynotbeabletoaccommodatelast‐minutemealpurchasesintheseinstances.CenterpiecesandLinensCenterpiecesshouldbenomorethan12”indiameterandlowenoughtonotimpedeconversation.Pleasemakearrangementsfordisbursalofarrangementsafterthefinalclassmeal;manyclassesraffleorgivethemtolocalclassmates.Youmayalsodeliverthemtoalocalnursinghome(aftermakingarrangementsinadvance).Alltableclothsarewhite,andnapkinsareinclasscolors.MealFeesandChargesMealfeesreflecttheexactamountchargedbythecaterersandincludenomarkup.A$10latefeeisaddedtoeachmealorderedaftertheregistrationdeadline.Encourageclassmatestoregisterearlytoavoidpayingthelatefeeandtoensurethemostaccuratenumberofreservationspossible.ThiswillmaketheDinnerChairs’jobeasierandwillreducethelikelihoodthatclassmateswillbeturnedawayatthelastminute.Yourclasswillbechargedforeachmealserved.Everyonepresentatamealmusthavepaidfortheirmeal.Amealregistrationreportwillbesenttoeachmealsiteapproximatelyanhourbeforethemealbegins.StudentAmbassadorsorstaffwillcheckthenametagagainstthelist,toverifythateachpersonattendingthemealhaspaid.FacultyGuestsIfyourclassplanstohaveafacultyspeaker,theReunionchairorherdesigneeshouldextendtheinvitation.Speakersshouldbeinvitedtojointheclassasaguestfordinner.Yourclassisresponsibleforpayingforthemealsofallinvitedguests,andprovisionsforsuchshouldbemadeintheReunionbudget.TheReunionChairshouldregisteranyfacultyspeakerorotherguestasherguest.
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ObserversAsistradition,theReunionChairofthehostingclassshouldinvitetheobservertoallofyourclassactivitiesandsheshouldbeaguestoftheclassforallmeals.Theobserver’sclassisresponsibleforpayingtravel,allothermealfees,thecollegeReunionregistrationfee,andtheaccommodationexpensesassociatedwithreturningtoNorthamptontoobserveReunion.Observersdonotpaytheclassregistrationfeefortheclasstheyareobserving.Ingeneral,classesshouldbepreparedtohostuptotwoobserversfromtheclassfollowingtheirs;iftheobservingclasshasmorethantwoReunionChairs,theobservingReunionchair’sclasstreasuryshouldcovertheirmealcosts.Pleaseremembertohaveallclass–specificinformationavailablefortheseobservers.Spacepermitting,observersarehousedwiththeclasstheyareobserving.
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ClassProgramming/ActivitiesClassesmayplanclassactivitieswithintheframeworkofthecollegeschedule.ClassprogramsmustbeplannedbyearlyFebruary,todeterminethemostappropriatespaceandforinclusionintheprintprogram.
ProgramChairResponsibilities
PlanprogrammingfortheweekendthateffectivelydrawsontheReuniontheme(anafter‐dinnerdiscussion,apaneldiscussionbyclassmates,aneveningofjazzperformedbyaclassmate,etc.)
RequestsforAVequipmentand/orsupportMUSTbereceivednolessthaneight(8)weekspriortoReunion.
CompleteandreturntheClassProgramPlanningFormbytheduedateSpouse/Partner/FamilyActivitychair(optional)SimilartotheProgramchair,manyclassesassignaclassmate(orspouse/partner)toplananoutingortwo.Thismightbeagolfoutingatalocalcourse,afamilyactivityatoneofmanygreatPioneerValleyattractions,orascavengerhuntoncampusforchildren.Visitwww.valleyvisitor.comorhttp://www.explorenorthampton.com/forgreatideasandcontactinformation.
SpaceassignmentCampusspaceforhousing,headquarters,meals,andprogramswillbeassignedbythecollegebasedonhistoricalregistrationtrendsforboththespecificReunionbeingcelebrated(e.g.the50thReunion)andindividualclasses(e.g.theclassof1969),aswellasprogrammingplannedbyeachclass.Ifyourclassisplanningapaneldiscussionwiththeater‐styleseating,itwillbeassignedanauditorium.Similarly,ahousediningroomnotusedfordining(whichhasroundtablesandchairs)maybeassignedforsmall,groupbreakoutsessions.RefertotheReunionEventSpacestableintheappendixforinformationaboutspacesoncampus.Ifavideopresentationisplanned(film,video,PowerPoint),copiesofthevideomustbesentatleastfourweekspriortoReunion,fortestingwithcollegeequipment.Theclassmustsecureproperpermissionsforpublicviewingofanyfilmsordocumentaries.Important
HeliumballoonsarenotpermittedintheCampusCenter,astheymayinterferewiththefiredetectionsystem
Inconsiderationoffireandoccupancycodes,thecollegemayneedtorelocateaneventoractivitybasedonregistrationnumbers
NoeventsmaybescheduledinstudentresidencelivingroomsorpublicspacesduringCommencementweekend
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Audio‐VisualEquipmentSmithCollegeEducationalTechnologyServices(ETS)cangenerallyprovidemostequipmentneededforclassprograms.ETSwillalsorecordaneventonaudioorvideoforafee.Audio‐visualequipmentthatisavailableforuseatclasseventsincludes:
Portablecompactdisc Digitalprojectors/PCorMaclaptop Slideprojectors//carousels/screens DVDplayers/monitors VCRs/monitors Free‐standingandpodiummicrophones
Allequipmentmustberequestedandtimeforsetupwillbescheduledpriortotheevent.BeclearontheClassProgramPlanningFormwhereequipmentshouldbesetupandifyouneedsomeonetooperateit.TheofficeofalumnaerelationswillnotifyETSofrequestsreceivedfromclasses.RequestsforAVequipmentand/orsupportMUSTbereceivednolessthaneight(8)weekspriortoReunion.Ifthecollegecannotprovidethenecessaryequipment,theappendixofthisguidecontainsalistofvendorsfromwhichgoodsandservicesforyourclasseventsmayberentedorpurchased.VendorsonthislisthaveworkedwiththeofficeofalumnaerelationsandSmithclasses,andaregenerallyawareoftheneedsoftheReunionprogram.Itistheresponsibilityoftheclasstocontractwithandmanagepaymenttoeachvendor.Toprotectyourselfandyourclass,besuretogetaclearcontractthatdetailstherentalprice,theconditionsunderwhichthematerialwillbedeliveredandpickedup,andanyotherparticularsthatareimportantforyourfunction.BesuretoincludeanyrentalexpensesinyourReunionbudget.
ClassMeetingTraditionally,theclassmeetingisheldduringorimmediatelyafterlunchonSaturday,butmanyclassesnowholdabriefmeetingduringtheSaturdayclassdinner.IndicatewhenyouwillholdyourclassmeetingusingtheClassMeetingandProgramPlanningFormthatwillbesenttotheReunionChairduringthewinterprecedingReunion.Yourclassmeetingisatimeto:
elect/ratifyanewslateofofficers proposeandenactchangestoyourclassbylaws recognizeindividualswhohavevolunteeredfortheclassinthepastfiveyears recruithouserepsforyournextReunion
TheClassPresidentpresidesovertheclassmeeting.PleaserefertotheGuideforClassPresidentsformoredetails.
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AlumnaeParade
Formanyalumnae,themostmeaningfulpartofReunionistheAlumnaeParade.
AlumnaeParadeChairResponsibilities
ProvidethewordingfortheparadesignstotheofficeofalumnaerelationsbytheduedateindicatedontheParadeSignForm
Remindclassmatestodressinwhiteattirefortheparade
Assistclassmatesinparadelineup,ensuringthatclassofficersareintheproperplaces
GeneralParadeSignandParadeGuidelines Paradessignsmustbesubmittedtoandapprovedby
theofficeofalumnaerelations.SignsshouldconveythegeneralclassReunionthemeandbebriefandclever–generallyfourlinesofapproximatelyfourwordseach(3‐6characterseach)iseffective.Ifyouhaveasayingthatisconsiderablylonger,wesuggestsplittingbetweentwosignstobeheldside‐by‐sideorconsecutivelyinline.Signsaresingle‐sided.
Whenconsideringwording,pleaserememberthatalumnaeofmanyages,aswellasgraduatingseniors,theirfamilies,andguestswillseethem.Wordingshouldbeappropriateandrespectfulofandnon‐offensivetoallagegroups,ethnicities,religions,sexualorientation,genderidentity,race,andpoliticalaffiliations.
ThecollegewillhavesignsmadepriortoReunionanddeliveredtotheparadeline‐uplocationonSaturdayofeachweekend.
Thecostofthesigns(approximately$35each)willbewithheldfromtheclassregistrationfeesbeforetheyaredisbursedafterReunion.Onlysignsapprovedbyandproducedthroughthecollegearepermittedintheparade.
Thenumberofsignsshouldbedeterminedbytheestimatednumberofclassmateswhowillbemarching,generallynomorethanonesigntoeverytwentymarchers.
Thegoalistohaveasteadylineofsignsthatareeasytoreadasyoumarch. Theappearanceoftheparadeisgreatlyenhancedbyanunbrokenlineofwhiteattire.All
marchersshouldwearwhiteshoes,orwhitewithcolor.Severalmembersoftheclassmaychoosetomarchattheheadoftheclassdressedingymuniformsorotherattirewornbytheclassasundergraduates.
Alumnaeshouldwearribbonsintheirclasscolor,distributedatregistrationattheAlumnaeHouseoravailablealongtheparaderouteonSaturdaymorning.
Since1900,classeshavehadtheclasscolorsofpurple(changedtoblueduringWorldWarII),yellow,red,andgreen.AsasymboloftheAdaComstockScholars’cross‐generationalcomposition,AdaComstockalumnaemayalsowearrainbow‐stripedribbons.AlistofClassColorsappearsintheappendixofthisguide.
Classribbonsshouldbewornfromtherightshouldertothelefthip. AsampleoftheParadeSignFormappearsattheendofthisguide.
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ReunionAwardsThefollowingawardsarepresentedduringtheIvyDayConvocation(RI)and/ortheAASCAnnualMeeting(RII):
OfficeofAlumnaeRelationsAwardsTotheclasswiththehighestpercentageofclassmembersattendingReunionTotheclasswiththehighestnumberofclassmembersattendingReunionSmithFundAwardsToanyclasswitharecord‐breakingfive‐yearcomprehensivedollartotalToanyclasswitharecord‐breakingfive‐yearaverageparticipationpercentageTotheclasswiththelargestfive‐yearcomprehensivetotalTotheclasswiththelargestnumberofSmith“Stars”(consistentfiveyeardonors)MilestoneachievementswhenaccomplishedPlannedGiving&BequestsAwardsTotheclasswiththehighestpercentageofGrécourtSocietymembers.TheofficeofalumnaerelationsawardsarebasedonReunionattendancefiguresasof9pmonFridaypriortotheAlumnaeParade.Classeswillnotreceiveattendancecreditforalumnaewhodonotregisterwiththecollege.SmithFundclassgiftawardsarebasedongiftsreceivedby9pmonFridaypriortotheAlumnaeParade.
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ReunionCommunicationsWesuggestregularcorrespondenceandupdatesintheReunionyear,usingbroadcastemails,websitesandsocialmediaplatformseffectively.ManyclassesalsonowhavefacebookpageswhereReunionteamsshareplansandclassmatescanconnectbeforeReunionbuildingevenmoreenthusiasm.TheClassSecretaryshouldcontinuallybeupdatedonReunionplanningactivitiesforinclusionintheSmithAlumnaeQuarterly“ClassNotes”column.ReunionThemeandLogoClassesshoulddevelopaReunionthemeanddesignalogoasearlyaspossible.AReunionlogothatincorporatesyourclasscolorandthethemeshouldbedesignedandcarriedthroughoutallyourclasscorrespondence,e‐newsletters,website,paradesigns.ThiswillprovideaconsistentvisualidentitywithwhichclassmateswillbecomefamiliarasReunionapproaches.AlistofpastReunionthemesisavailableontheReunionwebpage.
1984ReunionLogo Classof1958ReunionLogoClassCorrespondenceInformationtoincludeinclasscorrespondence,includingbroadcastemails,theclasswebsite,andsocialmediaplatforms:
Reuniondatesandtheme Reunionlogo ClassofficersandnamesofthoseontheReunioncommittee(withcontactinformation) Preliminaryscheduleandplans AbriefupdatefromeachmemberofyourReunionplanningteam Howtoupdatecontactinformationwiththecollege:forwardupdates(alongwiththeirfull
nameandclassyear)[email protected]
AclassReunionsurvey–WhathaveclassmatesbeendoingsincegraduationorthelastReunion?Mostclassesusewww.surveymonkey.comforonlinesurveyswithgreatsuccess.
Togetanearlysenseofpotentialattendance,askclassmatestoindicatewhethertheyplantoattendReunionand/orwouldliketoworkonaReunioncommitteeorproject.
Alinktothe“LookWho’sComing”listontheReunionResourceswebpage Alistoflostclassmates,witharequestforcontactinformation Apiecefromtheclassnominatingchair
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Publishteasers:ListtenreasonstocometoReunion:listfivereasonspeopledon’tcometoReunion–andthendebunkeachinahumorousway;oraskinterestingtriviaquestions,withanswersavailableatReunion.
Publicizethenamesofclassmateswhoareattending. Personalcontactiscrucial.Keeparecordofnewsfromclassmatesandcreateaposteror
displayofletters,pictures,andupdatesforyourReunionheadquarters.KeepinmindthatthemainreasonmanyalumnaeattendReunionistoseetheirfriends.
Encourageclassmatestoregisterearly–onlineregistrationisquick,secureandeasy.Last‐minuteregistrationscomplicateeventhebestplans.
TheClassNotessectionoftheQuarterlyprovidesanopportunityforclassmatestokeepintouchandhearaboutclassmateswithwhomtheymaywishtoconnectatReunion.
Createa“personals”areafortheclasswebsiteandhaveclassmatesleavemessagesforoneanother.
ShareinformationwithyourclassmatesabouttheattendanceprizesforReunion. KeepintouchwithyourHouseReps.Makesuretheyhavetheinformationtheyneedto
answerclassmates’questionsaboutReunionandkeepyouinformedofclassmateswhohaveindicatedtheyareattending.
Consideraddingamini‐questionnairetoyourclasswebsiteayearbeforeReunion,tohelpwithoverallReunionplanning(withthankstotheclassof1995):
o Foodpreferences(allmealswillhaveavegetarianalternative): o WouldyouprefertheSaturdayClassdinnertobecasualorformal?o Areyoubringingspouse/partnerand/orchildrenwithyou?o WhatkindofclassactivitieswouldyouliketohaveatReunion?
NewsfromSmithGoodcommunicationiskeytocreatinginformedandeffectiveambassadorsforSmith,asallalumnaeare.YoureffortsinspreadingthewordaboutSmithandyourownclassaremuchappreciated.ThereareanumberofSmithsitesandcommunicationsvehiclesalreadyinplaceandupdatedregularlyfromwhichyoucandrawnewsandinformationtocut,paste,andsharewithclassmates.Here’salist:
NotesfromParadisee‐newsletter:http://alumnae.smith.edu/enews/archive.php SmithAlumnaeQuarterlyonline:www.saqonline.smith.edu AlumnaeFacebookpage:http://www.facebook.com/smithcollegealum?ref=ts AlumnaeAssociationofSmithCollege:http://alumnae.smith.edu SmithCollege:www.smith.edu SmithCollegePresidentKathleenMcCartney:www.smith.edu/president FollowPresidentMcCartneyonTwitter
https://twitter.com/intent/user?user_id=17025399PrintNewslettersVeryfewclassescontinuetoproduceprintnewsletters,infavorofmoreeconomicalandtimelyelectroniccommunications.Ifyouremaincommittedtosendingaprintnewsletter,youmayworkwithadesigner/printshopofyourchoosingorcontactParadiseCopiesinNorthampton([email protected]‐585‐0414).
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CollegeCommunicationsThecollegesendsaSavetheDateemailandsubsequentpostcardtoallactivealumnaeinreuningclassesandReunionobserversduringthefallpriortoReunion.ThecollegesendstheReunionRegistrationBooklettoallactivealumnaeinReunionclassesinFebruary2015.ThisbookletincludesdetailedReunioninformation,apreliminaryscheduleofeventsforbothReunionweekends,andinstructionsforregisteringonline.TheReunionResourceswebpagewillgolivelaterinthewinter,andwillincludedetailedReunioninformation,schedulesforbothweekends,travelinformation,familyactivities,updates,alistofwho’sregisteredforReunion,andalinktoonlineregistration.Thiswillbethe“go‐to”placeforReuniondetailsforyourclassmates.ThewebpageisupdatedfrequentlywithReunioninformation,developingplans,andalistofwho’sregisteredforReunion.Thecollegewillalsopostinformationtothe“SmithCollege–Alumnae”facebookpageasReunionapproaches.ThiswillbeanotherplaceforfrequentupdatesandmakingconnectionsasReunionexcitementbuilds.Suggestions
Communicatefrequentlywithclassmates,especiallyduringtheyearpriortoReunion,andutilizeclasscommunicationstohighlightReunionplansandreminisceaboutyouryearsatSmith.
Besuretopostallinformationfromprintnewslettersandmailingsonyourclasswebsite. Createaclasswebsiteand/orasocialnetworkingsite(e.g.Facebook).Tweetbefore,
during,andafterReunion!
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ReunionCommunicationScheduleSummerDetermineformatandcontentsofclasscommunications(ClassPresident,inconsultationwiththeReunionChair,SmithFundvolunteers,Webchair/DigitalMediaCoordinator)ClassNewsletterWhattoinclude:
ReportfromReunionChairswhoobservedReunioninMay Reuniondatesforyourclass Callforvolunteerstoworkonacommittee UpcomingMiniReunionsdatesandlocations Linkstoclasswebsiteandfacebookpage
SeptemberTheofficeofalumnaerelationssendsaSavetheDateemailandpostcardtoallactivealumnaeinreuningclassesClassNewsletterWhattoinclude:
Reuniondates,themeandlogo ClassofficersandReunioncommitteenameswithcontactinformation PreliminaryReunionscheduleandplans AbriefupdatefromeachmemberofyourReunionplanningteam Howtoupdatecontactinformationwiththecollege:forwardupdates(alongwiththeirfull
nameandclassyear)[email protected]. Questionnaire(onlyifitistobereturnedforaReunionClassBookoristobereportedonat
aclassReunionevent(optional)FebruaryTheofficeofalumnaerelationsmailstheReunionRegistrationBookletOnlineregistrationopensReunionwebpagegoesliveClassNewsletterWhattoinclude:
Preliminaryscheduleofeventsplannedbyboththecollegeandyourclass Listofclassmemberswhoareplanningtoattend Deadlines(clearlyspecified) EncourageclassmatestoregisterandvisittheReunionWebpagefrequentlyforupdates.
AprilNewsletterWhattoinclude:
MoredetailedReunionplansandlast‐minutedetails Alistbystateorbyhouseofthoseplanningtoattend ReunionRequestsforitemstodisplayatClassHeadquarters(letters/photosfromthose
whocannotattend,classmemorabilia,etc.) Requestofnominationfornewclassofficers. Reminderofthingstopack.
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GeneralReunionInformation
HousingThecollegeassignsallReunionhousingaspartoftheregistrationprocess.Pleaseremember,andremindclassmates,thatstudentresidencesarenotequivalenttoahotelormotel.Bydefault,alumnaeareassignedhousingwithothermembersoftheirseniorhouse.Itisimportanttoremindclassmatesthatamplepublicspacewillbeavailableforsocializingifanadequatenumberofroomsisnotavailabletoroomseniorhousegroupstogether.SeniorsandmanyundergraduatesarestillinresidenceinmosthousesthroughReunionIweekend,andthenumberofroomsavailablewilldictatehowmanyhousesareassignedforeachclass,aswellastheirproximitytoeachother.TheReunionregistrationformincludesafieldtoindicatespecialhousingneedsforthosewithmobilityimpairments.GuestsGuestsareaccommodatedinthestudentresidenceswheneverpossible.Nospecialrestroomarrangementsaremadeformaleguests.Whenpossible,allfamiliesand/ormaleguestsareaccommodatedonthesamefloororinthesameareatofacilitatesharingofthebathrooms.Theclassmaychoosetoorganizeaspouseorchildren’sprogram.Generally,allathleticfacilitiesareavailableforusebyalumnaeandtheirguestsduringReunion.Guestsgenerallydonotpaytheclassregistrationfee.Housingreservationsaremadeperbed,notperroom.Dependingonavailabilityofrooms,somedoubleroomsmayhavetobeassignedtoaccommodateallalumnaeregisteringforhousing.Housesopenat4pmonThursdayofeachweekend.HousingisnotavailableforanyonearrivingbeforeThursdaynightofeachweekend.RenovationschedulesdictatethehousesavailableforuseduringReunion.Cardaccessisavailabletoexteriordoorsofstudentresidencesonly.Thecollegedoesnotissuekeystoindividualrooms.Encourageclassmatestoleavevaluablesathome.ClassesreturningduringCommencementweekendareremindedthattheymaybesharingahousewithgraduatingseniorswhoarecelebratingthecompletionoftheirdegreeandareveryexcitedaboutbecomingalumnae.Housesareoftenthesiteoffestivitiesandlate‐nightrevelry.StudentresidencesHAVE:
Singlebedsandsinglerooms(somedoublesareavailableandusedforfamiliesand/orcouples)
Twotofourflightsofstairs Roomsthatmaybewarmorcool,dependingonunpredictableNewEnglandweatherinMay Communitybathrooms(pleaseremindclassmatestobringflip–flopsorslippersforgoingto
andfromthebathroom/shower) Noise(dependinguponotherresidentsinthehouse) Accesstolocaland800numbersfromphonesinallresidencehouses,allowingReunion
attendeestoplacecallingcardandpre‐paidcardcalls Somehaveelevators(Chase,Comstock,CutterandZiskind,Duckett,Gillett,King,Lamont,
Northrop,Wilder,andScalesHouses) Bedding(sheet,blanket,pillow/pillowcase)
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StudentresidenceroomsDONOThave:
Airconditioningorfans Bedsidereadinglamps Televisions/radios Clocks/clockradios Quilts(extrablanketsareavailable)
On‐campushousingisnotforeveryone‐classmatesmayprefertostayinahotel,motel,orB&BintheNorthamptonarea.Forinformationaboutareaaccommodations,goto:www.smith.edu/about‐smith/visiting‐smith/local‐accommodationsorwww.explorenorthampton.com/
ReunionClassBookTheExecutiveCommitteeoftheclassshoulddecidewellinadvanceofReunionwhetherornottopublishaclassbook.TheclassReunionbookisanexpensiveundertakingbothintermsofmoneyandtimefortheclass.ClassbooksaregenerallypublishedformilestoneReunions,suchasthe25thand50th,servingasaremembranceforclassmatesandtogenerateenthusiasm.AneditorandseveralassistantsshouldbechosenatleasttwoyearspriortoReunion.Theyshouldbeselectedonthebasisofability,interest,andtime.Editorialexperienceisagreathelp.Budgetcarefullyandplanatleasttwoyearsahead;decideafterthe40thReunion,forexample,thataclassbookwillbeproducedforthe50thtoallowforadequateaccumulationoffundsintheclasstreasury.Selectaprinteranddecideonstyle,layout,pictures,andcosts.Theofficeofalumnaerelationshassamplesfrommanyclasses.Investigatecost‐effectiveprintingandbindingoptions–manysmallcopyshopscanproduceafinebookatafractionofthecostofacommercialprinter.
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TheeditorsshouldplanaquestionnaireandformthatwillbemailedtotheclassnolaterthanthesummerbeforeReunion.Includeareturnenvelopethathasaplaceforeachmembertoorderabookinadvance,ifthecostofthebookwillnotbeincludedintheclassregistrationfee.RemembertoincludepostalchargesforbooksthatwillbemailedratherthanpickedupatReunion.Postthequestionnaireandformontheclasswebsite,providingawayfortheinformationtobesubmittedviaemailtotheclassbookeditor.Encourageclassmatestosubmitinformationelectronicallywheneverpossible.ArrangeformailingtheclassbookatleasttwomonthspriortoReunion.ThiswillhelpbuildenthusiasmforReunion.TheclassshouldalsomakearrangementsfortakingordersandformailingcopiesfollowingReunion.GuidelinesforGatheringInformationTheorganizers/editorsshouldbeveryclearwithclassmatesthattheinformationtheyprovidewillbepublishedanddistributedtoclassmatesintheReunionBook.Useonlyinformationreceivedfromthealumnaherself.Whenindoubt,callandverifytheinformationwiththealumna.Pleaseexercisegoodjudgmentwhenreportinginformationanddeleteanyinformationthatisnotclearlywrittenorreported,orthatcannotbeverified.ConfidentialityofAlumnaeInformationAlumnaenames,contactinformation,andbiographicalinformationareentrustedtothecollegebyeachindividualalumna.Thisinformationisconfidentialandprotected.PermissionshouldbeobtainedbyindividualalumnaeclassestousenamesandaddressesfromthecollegedatabaseforReunionBooksand/orclassdirectories(viaclassbookquestionnaires).Anypartofanyconfidentialalumnaeinformation,asreleasedtoclassofficersortheirdesignatedrepresentatives,mayonlybereproducedortransmittedinanyformwiththeconsentoftheclassofficerortheVicePresidentforAlumnaeRelations.Theofficeofalumnaerelationsreleasesinformationinthefollowingformats:
Electronicfileviaemail(asanattachment) Printedlistsofalumnae/classmates Self‐adhesivemailinglabels
Pleasenotethefollowingwithregardtoinformationreleased:Onlyclassofficersmayrequestlists,labels,orelectronicfiles.Informationreleasedrepresentsasnapshotofthedatabaseataparticularmomentintimeandissubjecttochange.
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ReunionRevenue&ExpensesReunionExpensesandClassRegistrationFeeThefollowingReunionexpensesaretheresponsibilityoftheclassandshouldbecoveredintheclassregistrationfee:
CostsassociatedwithReunionchairsobservingtheReunionpriortoyours Mealsforguestsoftheclass(e.g.facultyinvitedtoclassdinner,observers,etc.) Reimbursementstoofficersforclassbusinessexpenses(conferencecalls,postage) Headquartersexpensessuchasdecorations,supplies,refreshments,rentalequipment Nametags Centerpiecesortabledecorationsformeals ClassBook(ifapplicable) Paradesigns Mementos/souvenirs Specialeventstaging,staffing,andset‐up(e.g.iftheclasshiresabandortheatricalgroup) Newsletterfees Reunionstudentambassadormeals
NoportionoftheclassregistrationfeescanbeusedfortheclassReuniongifttoTheSmithFund.Reunionfeesrangefrom$15to$100dependingonthesizeoftheclass,whatReunionisbeingcelebrated,andthestateofthetreasury.Guestsaregenerallynotchargedtheclassregistrationfee.Theclasstreasurer,inconsultationwiththeclassReunionchair,shouldensurethattheclasstreasuryisadequatetomeetthefinancialobligationsofReunion.ShemustensurethattheclassdoesnotincuralosswithReunion,andthattheclasswillhavethefinancialresourcestosupportReunionitemssuchasaclassbook(ifapplicable),printnewsletters(ifdesired),andgiveaways/noveltyitems.Recentclassregistrationfees(forreference)
Reunion 2010 2011 2012 2013 201460th $25 $40 $60 $45 $3555th $55 $60 $50 $95 $45
50th $70 $95 $95 $100 $100
45th $75 $85 $60 $60 $5540th $60 $55 $45 $60 $5035th $50 $50 $50 $35 $5030th $50 $50 $65 $50 $6025th $45 $65 $75 $88 $5020th $45 $50 $50 $50 $4515th $40 $50 $45 $40 $5010th $40 $30 $30 $40 $405th $40 $40 $50 $45 $40
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CollegeFeesThecollegecharges:
AReunionregistrationfee(chargedtoallregistrants) Foron‐campushousing–aflatfeeforthreenights(Thursday,Friday,andSaturday)orany
portionthereof.Thisfeecannotbeprorated.AlumnaeAssociationLifeMemberswillreceivea$25discountoffoftheon‐campushousingfee.
Forallmeals
Latefeesareassessedforroomandmealreservationsreceivedaftertheregistrationdeadline(generallyApril20).AlumnaemayregisterbeginninginlateFebruary.TheReunionregistrationbookletandregistrationformsforthe50thandearlierclassesarealsomadeavailableasPDFsontheOfficeofAlumnaeRelationsWebsite.Theofficeofalumnaerelationscollectsallregistration,housing,andmealfeesassociatedwithReunion.Classregistrationfeesaretransferredtotheclass’sSmith‐heldtreasuryaccount,minusexpensesowed,bytheendofJunefollowingReunion.
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Post‐ReunionWrap‐upAfterpayingallcateringbills,paradesign,andotherfeesowed,thecollegetransfersclassregistrationfeedisbursementstoyourclass'saccountatthecollege.Theofficeofalumnaerelationsasksclassestoprovidesamplesofclasssouvenirsandanyotherclassmaterials,suchasclassbooksordirectories,songbooks,orotherprintmaterialsasexamplesforclasseswhofollowyours.PleasesendsamplestotheAnnieCroteau,AssistantDirectorforReunions,Classes,andClubs.FollowingReunion,theReunionChairshouldcompletethefollowingtasksbythedatesindicatedbelow:
SubmitClassslate.Besuretheclassslatehasbeensubmittedtotheofficeofalumnaerelations,preferablypriortoorduringReunion,butnolaterthanJune1,sothatnewofficerswhomustreceiveinformationabouttheirnewjobcanbecodedinthecollegedatabase.
SubmitaReunionReport.Thisshouldbesenttotheofficeofalumnaerelations,yoursuccessor,andtheReunionChairoftheclassfollowingyours.Pleaseseethesuggestedguidelinesbelowforwritingthereport.YourreportshouldbesubmittedbyJuly31.ThisreportshouldbeasynopsisofyourReunionplanningexperience,fromthetimeyouwereelectedtoReunion.YouwillfindaReunionReportFormintheappendix.
SubmitReunionFinancialReport(sampleintheappendixofthisguide).WorkwithyourclasstreasurertoclosethebooksonReunionandbesuretheTreasurersubmitsboththeAnnualFinancialReportandtheReunionFinancialReporttotheofficeofalumnaerelationsbyJuly31.
Organizefiles.Prepare,andturnrecordsovertotheincomingReunionChairbyJuly31. SendmemorabiliatoArchives.SmithCollegeArchivesiseagertoreceivecopiesofclass
Reunionphotos,printmaterials,andothermemorabiliafortheArchives.PleasenotethatoncecataloguedintheArchives,thematerialscannotberetrievedforuseduringafutureReunion,thoughcopiescanberequested.VisittheCollegeArchivespageathttp://www.smith.edu/libraries/libs/archives/donations#alumnaeformoredetails.
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