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8.0 Registration
The purpose of registration is to know not only who is coming to the reunion, but what they want to do when they get there. This is a form that lists all the activities you’ve planned, and each member should sign up for the ones they wish to participate in. If there are separate costs for some of the activities, the signup data will determine how much each member will pay for the reunion. You’ll want to collect the fees prior to your reunion in order to cover pre-reunion expenses. Many activities will not cost extra, but you’ll still want a headcount to know how many chairs to set up or grills to set out or supplies to buy for crafts for the kids.
REGISTRATION
BOARDS: REUNION REGISTRATION AND WHO ARE YOU?
DOWNLOAD FORMS FOR FREE
https://reunionsmag. com/free-stuff/
Reunion Name _________________________________________________________________ Reunion Date(s) ________________________________________________________________ Class Reunion Registration Form 8.2 Class Registration Reunion Form Contact ______________________________________________________________________
Who will be attending the reunion? Reunion Name _________________________________________________________________ Reunion Date(s) ________________________________________________________________Family Reunion Registration Form 8.1 Family Registration Reunion Form Military group member Contact _______________________________________________________________________ Reunion Name _________________________________________________________________First name ____________________________________________________________________ Reunion Date(s) ________________________________________________________________Last name (include nickname) ____________________Who will be attending the reunion? ________________________________ Address ______________________________________________________________________ City State Zip _________________________________________________________________ Class member First name ____________________________________________________________________ Contact ______________________________________________________________________ Who will be attending the reunion? Phone ________________________________________________________________________Last name (include maiden name and nickname) ______________________________________ First/middle/nickname ___________________________________________________________ Email ________________________________________________________________________ Address ______________________________________________________________________ Last name Facebook _____________________________________________________________________ City State Zip _________________________________________________________________ _____________________________________________________________________ Contact in case of emergency _____________________________________________________Phone _______________________________________________________________________ Address ______________________________________________________________________ _____________________________________________________________________________Email ________________________________________________________________________ City State Zip Guest(s) Facebook _____________________________________________________________________ __________________________________________________________________ Name(s) as it/they will appear on name badge(s).Phone ________________________________________________________________________ Guest(s) Email ________________________________________________________________________ First Name Last name Name(s) as it/they will appear on name badge(s). ________________________________ _____________________________________________ Facebook _____________________________________________________________________ ________________________________ _____________________________________________ First Name Last name ________________________________ _____________________________________________ Birthdate _____________________________________________________________________ Which branch of the family _______________________________________________________
8.4 Optional forms for registration
Registration Circle Yes or No.________________________________ Total _____________________________________________ Yes No Reunion fee* $______ x #_____ $________
Who else from the same household?
Yes No Meet and greet $______ x #_____ $________ Yes No Tour(s) $______ x #_____ $________ RegistrationPlease print names as they should appear on name badges. Total Yes No Banquet Yes No $______ x #_____Reunion fee $______ x #___First Name Last name $________ $________Relationship Age Yes No Photo Yes No $______ x #_____ $________Meet and greet $______ x #___ $______________________________ ____________________________ _________________ _______ Yes No Memory book $______ x #_____ $________Yes No High school tour $__ free _ $______________________________ ____________________________ _________________ _______ Yes No Donation Yes No $______ x #_____ $________Tour(s) $______ x #_____ $________ ______________________ ____________________________ _________________ _______ Yes No Grand total $________Banquet $______ x #_____ $________ ______________________ ____________________________ _________________ _______
Yes No Picnic $______ x #_____ ______________________ _____________ $________ _______________ _________________ _______ 8.3-1 ______________________ ____________________________ _________________ _______
8.2-1 ______________________ ____________________________ _________________ _______
8.1-1
OPTIONAL ORDER FORMS
OPTIONAL PAYMENT METHODS #1 REGISTRATION FEES
Ages Under 2 3-11 12-20 21-64 Seniors 65 and older Total
Cost per person $ $ $ $ $ N/A
Total number Total cost per age group Total # of attendees
Total Fees
T-SHIRT ORDER FORMS
T-SHIRT OPTION #1
T-SHIRT ORDER FORM DEADLINE TO ORDER ____________________________________
ADULT SIZES Small Medium Large X-Large 2 XX 3XXX 4XXXX
Cost per tshirt $ $ $ $ $ $ $ # t-shirts Total Cost per Size
Include activities in your registration form’s section for tallying up fees. Transfer information from the registration forms you receive to this Reunion Activity Signup form so you will have a running count of how many people want to participate in each activity. It will provide a summary at a glance while registrations are coming in so you can determine the activity status at any time.
The range of activities is bound only by your imagination! Find thousands of ideas on our website and Pinterest boards. From sports like ball games, hiking and biking, to crafts and games like Bingo and many re-created TV games like Jeopardy and Amazing Race. Reunion planners are very cleaver people. Reunion fun awaits!
8.5 Reunion Activity Signup
2016 Jolly Reunion Nash Family Reunion USS Sellers Group
REUNION ACTIVITIES
ICE BREAKERS
GAMES REUNIONS PLAY
KIDSSTUFF
HOW TO FILL A REUNION GOODIE BAG
DO KIDS LOOK FORWARD TO YOUR REUNION?
REUNION AWARDS AND PRIZES
BOARDS: REUNION ACTIVITIES, GAMES, THINGS KIDS DO AT REUNIONS
9.1 Food/cooking plans
REUNION FOOD EVENTS
Meet and greet Refreshments Snacks Meal Often on Friday: fish fry
Breakfast
Brunch
Lunch
Picnic
Cocktail reception
Dinner
Potluck
Banquet
Restaurant
Reunion cooks
WAYS TO ORGANIZE REUNION MEALS
These are suggestions for reunions that are more than just one meal (a banquet or picnic on just one day). • Several meals together at the hotel, the rest at restaurants • All meals eaten together at a hotel or resort or ranch • Breakfasts included in hotel cost, other meals planned as part of the reunion program. • All reunion food is included in a fee including at the meet and greet, banquet, picnic and lunch after church on Sunday; breakfasts included in accommodation cost. • Picnic in a park that is part potluck and part catered • Meals catered at a meeting place, church, someone’s home, a park • Banquet at hotel or offsite hall • Reunion members do their own cooking in a lodge/condo/villa kitchen • Potluck for one or many meals with everyone providing equal shares. • Camping/grilling/campfire s’mores • Everyone is on their own for meals
COOKING CONFIGURATIONS
If you decide to cook your own meals, consider these configurations. • Have a schedule ahead of who cooks when and do the shopping before the reunion. • Organize cooking teams to mix families/generations/interests/talents. • Use cooking as an opportunity to introduce and teach about ethnic food.
9.2 Reunion Menus
REUNION FOOD
BOARDS: REUNION FOOD, BREAKFASTS, APPETIZERS AND MUNCHIES, DRINKS, DESSERTS AND SWEETS
Reunion planning forms are illustrated throughout these pages.
Outlines illustrated in this Notebook can be found at https://reunionsmag.com/free-stuff/. Scroll down and click on the link “Print blank reunion planning forms.”
9.4 Potluck Sign Up 9.3 Picnic Checklist
Slagle Family Reunion
Potluck
Use the Potluck Signup Form to ensure that members contribute a variety of food. Request a small per-person contribution to cover the cost of meat or a main dish, and ask members to bring side dishes, salads and desserts. Every reunion has its own cooking superstars and favorite recipes. Ask cooks to bring and share printed recipe cards for the special dishes they’ve prepared.
Picnic
You will want to make your picnic plans well in advance in order to secure the picnic site you most desire.
Every area jurisdiction has its own rules, so find out right away who to contact and the requirements for reserving your spot.
Do you want a city or county park site? Popular sites often are distributed by lottery on a certain date (first day of business in the new year, for example). Your reservation and any deposits must be submitted before that date in order to be included in the drawing. Don’t be disappointed. Do your picnic homework well in advance.
BOARD: REUNION PICNICS
DOWNLOAD FORMS FOR FREE
https://reunionsmag.com/ free-stuff/
9.5 Questions to ask the caterer
FOOD QUESTIONS
Is food purchased fresh, canned or frozen?
Do you do your own baking?
What is the portion size of each entree?
Can a food tasting be arranged?
MENU QUESTIONS
Can we order vegetarian, Kosher, gluten-free meals or menu items?
What combination plates are available?
Can guests be given a choice of entrees?
How far in advance are counts required?
How do we handle last-minute requests?
DRINK QUESTIONS
Can we bring in our own liquor? Is there a corkage fee?
How many ounces are in your bottles, glasses, drinks?
How many ounces of liquor per drink?
How many ounces is your juice glass?
Is decaf coffee brewed or instant?
Can partially full open bottles from the hosted bar (paid for by the bottle) be removed from the property?
Can the hotel store open bottles of liquor from one reception for our next event?
Do liquor-by-the bottle prices include set-ups (mixes, ice, glasses, bar fruit)?
Is there a bartender charge? If so, what is the dollar volume of liquor or wine required to waive the charge?
What are your house, call and premium wine brands?
Is wine that is no longer on the wine list available?
COST
Can special menus be created within our budget?
Is there a minimum guarantee to use the facility? Total dollar amount or number of meals?
Is there a room-rental charge?
Can we receive a discount if we order the same menu as another group you’re catering at the same time?
Can credit be established? When are deposits expected?
When is payment expected?
What is the tax rate?
What is the service charge/gratuity percentage? Is service charge/ gratuity taxed?
Are there any other costs (e.g., overtime, setup or labor charges)?
LOGISTICS
Can we order special meals? How much advance notice is needed?
When is attendance guarantee due? (Attendance guarantee is the number of servings paid for, whether or not they are consumed. Typically required 48 to 72 hours in advance. The guaranteed number can be increased, but not decreased. The number of hours may be negotiable.)
What is the over-set policy? (Over-set policy is the percentage of places set, over guarantee, which the kitchen is prepared to serve.)
What is the server-to-guest ratio? (Standard server-to-guest ratio is one wait staff per 20 guests.)
What items can be available on short notice, if attendance increases unexpectedly?
What time will the tables be set up so we can bring in decor and centerpieces?
What time do we need to be out of the room? Are there overtime charges?
Identify facility staff person who will be in charge during our function.
What group is using the room prior to our function? Can we share decor or audiovisual equipment to reduce labor charges?
MISCELLANEOUS DETAILS
How is leftover food disposed of? Can it be donated to a food kitchen to feed the needy?
What linen colors are available at no additional charge?
Are table numbers available?
What size table rounds are available? How many will each be set for? (8 guests at 60-inch rounds; 10 guests at 72-inch rounds.)
How will buffet tables be decorated?
Does property have decorations, votive candles, hurricane lamps, bud vases or mirrors available at no charge?
Will a microphone be provided at no charge?
Can the facility store our centerpieces for use the next day?
What are your emergency procedures?
QUESTIONS FOR OFF-PREMISES CATERING
Who supplies equipment rental (e.g., stoves, grills, tables, chairs, dishes, linens, flatware)?
Are facility permits needed? Who gets them? Is there a cost?
Can a certificate of workers compensation and liability insurance be provided?
How many wait staff will be provided? Is that cost included in the bid? How will they be dressed?
Who will dispose of trash?
What are overtime charges?
Please supply references.
Are tips and gratuities included?
10.1 Reunion Day Countdown
10.2 Reunion Days for Planner
Advance planning is critical. Write down every task that must be done before the reunion.
ONE WEEK BEFORE THE REUNION
Confirm all reunion vendors. Vendors have multiple bookings and can overbook or forget about a job. Double-check with vendors to confirm arrangements and agreements that have been made in advance including arrival and setup time, length of stay, what will be provided, and cost.
Check and double-check everything. Don’t leave things until the last minute only to find yourself fighting fires on Reunion Day. Everything that can be completed in advance should be done ahead of time. Pack supplies (pens, masking tape, staplers, etc.). Have everything ready, along with a packing list to make sure you don’t leave anything behind.
THE DAY BEFORE THE REUNION
Reserve the day before and Reunion Day for tackling only those tasks that must be handled at that time. This will free you to address unexpected situations.
IT’S REUNION DAY!
Visualize how your reunion will look. Walk through the event site with hotel staff and committee chairs. Decide where things will be set up continued on page 24
page 2
continued from page 23 and take into account the flow of foot traffic. This process may reveal problems you can solve before reunion members begin arriving.
Effective communication with volunteers is critical. Explain everything in detail so that everyone is on the same page about how to handle issues and situations that are their responsibility.
VOLUNTEER HELPERS
Have a pre-reunion run-through with your volunteer team to make sure everyone knows what is expected of them. Review everything that is required to make your reunion a success.
THINK LIKE AN ATTENDEE
Put yourself in your members’ shoes and consider the whole reunion from their perspective. Have you covered everything to make their experience smooth and seamless? Is anything potentially confusing? Are there last-minute gaps in your planning?
Be sure to have clear signage. Display adequately sized, easy-to-read and easy-to-understand signs. Better to go overboard than have your members lost, bewildered and asking for directions.
Happy Reunion Day!
Fill out as much of this form as possible before the reunion to remind people what they’ve volunteered to do. Fill in names of persons in charge and contact info/cell phone. Leave a copy at the registration table for everyone to see volunteers and to recruit reunion day clean up volunteers!
Libation at Banks Hill Outlaw Family Reunion
VOLUNTEERS CAN MAKE A REUNION
VOLUNTEERS WILL GET IT DONE
10.3 Reunion Day Volunteer List
10.4 Reunion Day Check-In Attendance Roster
10.5 Reunion banquet program
A reunion banquet is a formal gathering, usually in the evening — an opportunity for everyone to dress to impress! It’s rarely a time for t-shirts. Banquet activities lean toward the nostalgic, a time for honoring and remembering, but mostly for celebrating.
A printed program should be available at the banquet, either individual copies or one for each table. It should include a list of banquet activities, indicating assigned times and who is responsible. A banquet program helps ensure everything planned is delivered. Program activities might include speeches about the group history, remembering members, poetry readings and musical performances, slideshow, talent show, a dance, worship, induction of new members, even karaoke.
Banquet programs are, of course, personalized for each reunion. Every program will be unique, but the example included here features items you might want to consider.
USS Sellers Reunion
Sample reunion banquet program
Name of reunion ____________________________________
Date _____________________ Time __________________
Location ___________________________________________
Program Time Activity 5:30 PM Cocktails/reception 6:30 PM Welcome
Introductions: planner, committee, special guests 6:45 PM Blessing/grace 7:00 PM Dinner
7:15 PM Music during dinner 8:15 PM Program Speech, performance, slideshow 9:30 PM Thanks/Benediction
10:00 PM to … Music, dancing, visiting Speaker/performer
10.6 Reunion business meeting
Spaulding Family Reunion
A (formal) business meeting can be a very useful part of your reunion program. Gather everyone while they’re together to make decisions such as when and where to have your next reunion. Recruit the chairperson and volunteers right on the spot!
Reunions who are incorporated are required to hold annual meetings, and reunions are the perfect opportunity to do so, with the largest number of members present. If you have a suggestion box, check it before the meeting for discussion possibilities.
SAMPLE REUNION BUSINESS MEETING AGENDA
Reunion name
Date
Time:
Location:
AGENDA
• Call to order • Minutes from previous meeting • Treasurer’s report • Recognize and publicly thank committee members and others who helped with the reunion. • Discuss date(s), location(s) and frequency of future reunions. • Enlist volunteers to work on upcoming reunion committees. • Discuss/decide other family business.
OPTIONAL
The business meeting also can be a time for speakers, awards and presentations, and announcements (births, graduations, honors, marriages, milestones, promotions and retirements). It is also a time to memorialize those who have passed away since the last reunion.
Include time for taking suggestions from the group regarding ideas to incorporate into the next and/or future reunions. Ideas you have never thought of may arise that can enhance your reunion and increase attendance. Or discuss ideas for reunion projects: repair ancestral grave sites and headstones, establish a scholarship fund, create an investment club, make an heirloom quilt, or produce a cookbook.
EVALUATIONS
The business meeting is also a great time to distribute and collect evaluations. Ask members to complete them while the information is fresh in their minds and submit them before leaving the reunion! These will be the most valuable evaluations you will receive.
10.7 Worship or Memorial Service program
USS Hopewell Memorial
A Worship or Memorial Service is the solemn part of any reunion. It is a time for reflection, remembering, giving thanks and praise.
SAMPLE ORDER OF SERVICE
Time Presentation Presenter
Greetings Spokesperson or Clergy person
Blessing Special words of thanks Special message, purpose of celebration and gathering Optional prayer, scripture or poem Musical selection: vocal or instrumental
Special Remembrances for those lost since the last reunion At a military ceremony, after reading names of the deceased from the unit an Honor Guard can post Colors and a bugler can play Taps. Special prayer or verse Recognition: new members, elder birthdays, special significances Benediction / Conclusion
OPTIONAL
Presentation of Family Tree and/or Family Bible
Agenda for Family Dedication Celebration (also for Baby Dedication)
Join hands
Candle Lighting Ceremony
MILITARY MEMORIALS
BOARD: REUNION MEMORIALS
A crucial step at the end of all reunions is an honest, objective evaluation of the entire reunion. Present and explain the evaluation to your members and stress that opinions and ideas are important to help plan future reunions. Ask members to be candid. Stress that responses can be confidential. Tell them where to return completed evaluations.
It is wise to conduct the evaluation while you’re still at the reunion, when observations and ideas are still fresh. If, on the other hand, you send evaluations after the reunion, do so right away and expect fewer responses. Stress the importance of learning how members feel about the reunion and their suggestions for future reunions.
We are sharing three evaluation examples. The first, pictured here, is a very simple questionnaire for members. An alternative, more detailed evaluation for members to complete will be with the downloadable forms. Finally, there is an evaluation of the reunion to be filled out by committee members as well.
Member Long form evaluation 11.3 Member Long Form
1. Is this the first time you attended the _______________ Reunion? ___yes ___no11.2 Committee Form 2. How did you get to the reunion? __Car ___Plane ___Train ___Bus ___Other 3. Were INSTRUCTIONS clear for getting to the: A. City/location ___yes ___no11.1 Member Evaluation Form
B. Hotel/lodging ___yes ___no
C. Reunion activities ___yes ___no
If not, please explain problems you had.
4. How convenient was the LOCATION? Circle one:
Not at all Okay Very convenient 1 2 3 4 5
5. How convenient was the DATE for you? Circle one: Not at all Okay Very convenient 1 2 3 4 5
6. Were fees for reunion registration and events affordable? Circle one: A. Registration fees were: Not at all affordable Okay Very affordable 1 2 3 4 5
B. Reunion activity fees were: Not at all affordable Okay Very affordable 1 2 3 4 5
WRAPPING UP YOUR REUNION
11.3-1
