Loomis Chaffee
Reunion
2012-13 Reunion Volunteer Handbook
Reunion Handbook Table of Contents Section One: Reunion Calendars 2012- 2013 Reunion Volunteer Calendar Sample Reunion Weekend Schedule
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Section Two: Reunion Volunteer Details Structure Overview Fundraising Volunteer Overview Communications Volunteer Overview
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Section Three: Meet the Office
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Your Reunion Liaisons
Section Five: Reunion Giving Overview Annual Fund Basics: Dollars & Donors Reunion: Your “Best” Gift Types of Reunion Gifts Ways to Make a Contribution
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Section Six: Reunion Awards Reunion Award Details
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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 Director of Alumni & Parent Relations lisa_ross@loomis.org 860 687 6277
KeriAnne Travis Director of the Annual Fund kerianne_travis@loomis.org 860 687 6281
Alexandra Muchura Director of Event Planning Associate Director of Alumni & Parent Relations alexandra_muchura@loomis.org 860 687 6813
Jessica Fenner Director of Reunion Giving jessica_fenner@loomis.org 860 687 6802
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Section One: 2012-2013 Reunion Volunteer Calendar 2012-2013
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. 4
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. 12:00 p.m. – 3:00 p.m. 12:00 p.m.– 11:00 p.m. 2:00 p.m. – 4:00 p.m. 5:30 p.m.– 7:00 p.m. 6:00 p.m.– 8:00 p.m. 6:00 p.m.– 9:00 p.m. 9:00 p.m.– 11:00 p.m. 11:00 p.m.
Golf Outing Community Service Project Registration Back to School Seminars 50th Reunion Reception 25th Reunion Reception All-Class Reunion Cocktails and Dinner Dancing to a live band All-Class Late-Night Reunion Party
Saturday, June 15 8:00 a.m.– 8:00 p.m. 8:00 a.m.– 10:00 a.m. 8:15 a.m.– 10:00 a.m. 9:00 a.m.– 11:00 a.m.
11:30 a.m.– 12:15 p.m. 12:15 p.m.– 12:30 p.m. 12:30 p.m.– 2:00 p.m 2:00 p.m.– 4:00 p.m.
4:30 p.m. –5:30 p.m. 6:00 p.m.– 7:00 p.m. 6:30 p.m.– 7:45 p.m. 8:00 p.m.– 9:30 p.m. 9:30 p.m.– 12:00 a.m. 12 a.m.
Registration Breakfast Chaffee Breakfast and Tour (Sill House, Palisado Campus) Special Events Alumni/Faculty Presentations Campus Tours State of the School Address with Head of School Alumni Parade Reunion Luncheon Special Events Alumni/Faculty Presentations Athletic/Recreational Games Family-Friendly Activities Class Meetings Memorial Service Reunion Leadership Reception All-Class Reunion Reception Individual Class Reunion Dinners All-Class Reunion Dessert & Dance All-Class Late-Night Reunion Party
Sunday, June 16 8:00 a.m.– 11:00 a.m.
Farewell Brunch 5
Section Two: Reunion Volunteer Details 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.
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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) Lead by example. Make the best gift possible to the Annual Fund. 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) Lead by example. Make the best gift possible to the Annual Fund. 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) Lead by example. Make the best gift possible to the Annual Fund. 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) Lead by example. Make the best gift possible to the Annual Fund. 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) Lead by example. Make the best gift possible to the Annual Fund. 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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Section Three: Meet the Office 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 nat_follansbee@loomis.org
Lisa Salinetti Ross 860 687 6277 Director of Alumni and Parent Relations lisa_ross@loomis.org
Tim Struthers ’85 860 687 6221 Director of Development tim_struthers@loomis.org
Alexandra Muchura 860 687 6813 Assoc. Dir. of Alumni and Parent Relations alexandra_muchura@loomis.org
KeriAnne Travis 860 687 6281 Director of the Annual Fund kerianne_travis@loomis.org
Krissie Kelleher 860 687 6816 Campaign Director/ Liaison to Loomis 50th Reunion krissie_kelleher@loomis.org
Jessica Fenner 860 687 6802 Director of Reunion Giving jessica_fenner@loomis.org
Nicole Jamieson 860 687 6273 Coordinator of Administrative Services nicole_jamieson@loomis.org
Meret Nahas 860 687 6271 Director of Annual Fund Leadership Giving meret_nahas@loomis.org
Jeanine Middleton 860 687 6276 Annual Fund Administrative Associate jeanine_middleton@loomis.org
Emily Cranshaw 860 687 6275 Associate Director of the Annual Fund emily_cranshaw@loomis.org
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Your Reunion Liaisons
60th Reunion Loomis & Chaffee Classes of ’53
KeriAnne Travis
55th Reunion Loomis & Chaffee Classes of ’58
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 Loomis & Chaffee Classes of ’68
Jessica Fenner and Lisa Salinetti Ross
40th Reunion Loomis Chaffee Class of ’73
KeriAnne Travis and Alexandra Muchura
35th Reunion Loomis Chaffee Class of ’78
KeriAnne Travis and Lisa Salinetti Ross
30th Reunion Loomis Chaffee Class of ’83
Jessica Fenner and Alexandra Muchura
25th Reunion Loomis Chaffee Class of ’88
Meret Nahas and Lisa Salinetti Ross
20th Reunion Loomis Chaffee Class of ’93
Jessica Fenner and Alexandra Muchura
15th Reunion Loomis Chaffee Class of ’98
Jessica Fenner and Lisa Salinetti Ross
10th Reunion Loomis Chaffee Class of ’03
Emily Cranshaw and Alexandra Muchura
5th Reunion Loomis Chaffee Class of ’08
Emily Cranshaw and Lisa Salinetti Ross 10
Section Five: Reunion Giving Overview 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.
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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, krissie_kelleher@loomis.org.
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, tim_struthers@loomis.org.
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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 kerianne_travis@loomis.org, 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 #: Account Name: Account #: Contact:
5198 The Loomis Chaffee School 81404069 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 #: Account Name: Account #: Contact:
0221 The Loomis Institute HG-69797-AR 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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Section Six: Reunion Awards 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.
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