0 Evaluation/feedback ...................... 28

3.3 Committee notes/progress

Newton Family Reunion

GOVERNANCE

INCORPORATING

LEADERSHIP PART 1

LEADERSHIP PART 2

• Registration. Recruits welcoming committee and makes nametags before the reunion.

REUNION DAY(S) VOLUNTEERS

Opportunities for people who have had no other reunion planning responsibilities. • Set-up/decorations. Makes reunion site festive and welcoming. Sets up AV equipment, displays, decorations. Makes sure equipment and rentals are set up and functioning. • Registration/greeters. Checks in new arrivals, distributes nametags and gift bags, collects money from last minute arrivals. • Transportation. Does airport pickup and arranges to transport members during the reunion (hotel to picnic, tours, church). • Medic. Designating at least one person as a “medic” is wise, particularly for outdoor reunions. • Clean-up. Time for everybody to pitch in so the planners can finally relax!

Keep track of every penny … because someone at the reunion will ask how their money was spent. Try to arrange a separate checking account to keep a permanent, legal record of reunion income and expenses.

Do not underestimate expenses or you’ll find yourself with reunion bills and no way to pay them. Add at least 10% for unexpected expenses to whatever you decide to charge. If there is money left over, it can go to the committee planning the next reunion.

If you’re just starting, ask for donations to help cover expenses. Then consider additional ways — such as dues or fees — to offset pre-reunion expenses.

Dues or fees to cover your expenses can be set at several membership levels, including individual, young adult, family, sustaining, donating, and senior. The lowest covers essential administrative costs and a newsletter. Don’t price membership out of reach for those on fixed incomes.

Publicly recognize sustaining and donating members to encourage generous individuals. Mention their names in presentations at the reunion and publish their names in programs and newsletters. For family reunions, consider a complimentary membership to any member over 70 who requests it.

This budget, downloadable and fillable in Excel, does calculations for you, both for planning and for revising as you go. Use the spreadsheet to provide instant information and financial reports for committees and for members at the reunion. Excel allows you to track actual expenses to compare to your budget, and you also can generate income statements and final reports.

REUNION BUDGET

Reunion Name _____________________________________ 4.1 Reunion Budget Reunion Date _________________

Contact _________________________________________________________________________

INCOME In kind* estimate actual

Postage

Membership dues

Supplies

Fees

Other

Online registration (% of charge)

Tips/gratuities

Fundraising

Taxes Down payments /deposits Donations/contributions Other Accommodations Sales Post reunion expenses Venues T-shirts/caps/totesPrinting; reunion report/newsletter Picnic site rental Mementoes/keepsakesPostage Rentals; A/V, tents, bounce house Photos/videos/CDs Pictures, videosCaterer Cookbooks Other Food Food/beveragesTOTAL EXPENSESPhotographer/videographer $0.00 $0.00 $0.00 Tours NET INCOMEMotorcoach for tours $0.00 $0.00 $0.00Auction/raffle Mementoes, t-shirts Volunteers Printing (newsletters, program … ) Other Other *volunteer time, donated goods or services © 2016 Reunions magazine Purchases Name tagsTOTAL INCOME Decorations/signs/banners

EXPENSES

Games Activity expenses (crafts, Pre reunion expenses

Bank fees

Awards; plaques, certificates, trophies, prizes, other awards Communication Program and other special handouts Long distance/fax/email/web Picnic suppliesPromotion Other Online/web expenses Reunion day expensesPrinting; mailings, programs Venues (# of mailings x # on mail list) Meals (# days x # meals) Transportation: Rides to/from airport Motorcoach for touring Caterer Photographer/videographer DJ, band or professional story teller

$0.00 $0.00 $0.00

4.1 - 1

4.1 - 2

4.1 - 3

SAVING $$

HOW TO ASK FOR MONEY

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.”

5.1 Convention and Visitors Bureau

5.2 Request for Proposal

Whether you’re organizing a reunion to be held in your own area or elsewhere, once you’ve narrowed your destination choices your first contact must be the local convention and visitors bureau (CVB). They know the territory! They know what major events are coming up, what hotels are new or renovated, and the best value dates for your reunion. In fact, they may be your most helpful source of information during your reunion planning. Ask if there’s a reunion or small meeting specialist on staff.

CVBs provide a range of services. Most can help you develop a Request for Proposal (RFP) to obtain bids for accommodations and services. The information you supply about what your reunion needs is used to collect responses from vendors. The CVB is your ally and advocate, utilizing their extensive knowledge to help you and your reunion.

Ask if they can help you get discounts and group rates for housing, attractions, entertainment and transportation. Can the CVB provide a familiarization (FAM) tour or on-site inspection? Can they provide a video tour and an inspection report, if a reunion member is unable to personally inspect a property? Can the CVB provide referrals to local suppliers for A/V equipment, tours and special events, motorcoaches, caterers, restaurants, entertainment, florists, photographers/ videographers and speakers?

Ask whether the CVB can provide or help your reunion to obtain any of these: _ maps, brochures _ help with mailings _ registration assistance (for large reunions) _ official greetings (mayor, public officials) _ name badges _ banners _ children/spouse programs _ services for special needs _ sightseeing tours _ souvenirs, promotional giveaways, door prizes

5.3 Hotel negotiation

If you don’t negotiate, you will pay higher prices and receive very few extras.

Negotiating is complex. Do your homework. Know the facts to get the greatest value for your reunion dollars. Be realistic. Careful negotiating can get you the best and most economical reunion. Keep in mind: hotel sales persons negotiate every day and they want your business.

We use the word “hotel” but the following should be used for whatever venue/property you are trying to secure for your reunion. This could be for a resort, inn, ranch, bed&breakfast, condos, villas or vacation homes, campgrounds or even a cruise ship. When you are negotiating for your unique group, consider these steps.

YOUR REUNION STRENGTHS

Reunion size. For a first reunion, err on the side of caution. Do not oversell your reunion. If your reunion has history, you have the hotel’s attention. Provide proof that you can and do fill the number of rooms you are asking for. And vow to save all this information for the next reunion chair to use for the next reunion.

REUNION RECORDS

Demonstrate the economic impact of your reunion spending habits (rooms, food, beverages, meeting space, shopping patterns). And, if you really want to impress them, estimate total monetary impact of your reunion on their community.

UNDERSTAND SUPPLY AND DEMAND

Ask hotels for dates / seasons when rates are low

continued on page 14

CONVENTION AND VISITORS BUREAUS

REUNION HOTELS & LODGING

WHAT CONVENTIONS AND VISITORS BUREAUS CAN DO FOR YOU

continued from page 13 and business is needed. These are called low, off or soft periods; they vary from location to location and can occur throughout the year. If your dates and season are flexible, you may be able to save 50% or more off published rates.

LET THE HOTEL KNOW YOU’RE SHOPPING

Do not select a hotel just because it offers the lowest price which may result in a low level of service. If you really like a hotel but the price is out of your range, say so. Ask if there is any way they can work with you. They may try hard to make it work.

ASK FOR COMPLIMENTARY ITEMS

If you don’t ask, complimentary items will not be offered. These can include early check-in/late check-out, storage for supplies sent in advance of the reunion date, hotel shuttle, free parking, wifi or use of a business center, banners or signs, welcome reception, hospitality suite, recreational activities, special menu items, decorations and more. Some things may be free, others may be available at reduced rates.

If this is your first reunion, do not expect too much but later as you demonstrate the value of your reunion, you will get more.

And now, THE CONTRACT

YOUR NEGOTIATION WILL END IN A WRITTEN CONTRACT WHICH, ONCE SIGNED, IS LEGALLY BINDING ON BOTH THE HOTEL AND THE REUNION.

Get everything in writing—from the smallest promised service to the type and number of rooms you agreed to. Total price must be clear, as well as taxes and gratuities. Review the contract very carefully. Ask questions, change what you do not agree with. Once the contract is signed, you are bound to its every detail.

MAKE SURE THE FOLLOWING ARE INCLUDED IN THE CONTRACT.

_ Total number of rooms held for your reunion _ Attrition clause: percentage of number of rooms you book versus number you contract for to avoid penalty _ Types of rooms and beds _ Complimentary rooms, suites _ Smoke-free rooms _ Handicapped accessibility _ Meeting space _ Deposits _ Cut-off dates _ Cancellation clauses _ Reservation instructions _ Check in/out times/dates _ Taxes _ Transportation _ Master accounts _ Services and equipment _ What happens if hotel is overbooked? _ What ever else was negotiated.

Reunion Site Inspection Checklist 5.4 Reunion Site Inspection

Property name and address

_____________________________________________________________________________

Date of visit ___________________________ Contact person/info

Things to observe

❑ how you're treated ❑ appearance (interior and exterior) ❑ overall cleanliness

❑ security and safety systems, including fire exits and sprinkler systems in rooms ❑ condition of all rooms (sleeping, dining and meeting)

Yes / No

___/___ Do employees seem proud of their work? ___/___ Are they personable? helpful? ___/___ Are you comfortable with the hotel's decor? ___/___ Does the lobby have a welcoming appearance? ___/___ Are all areas wheelchair-accessible? ___/___ Is there sufficient, convenient parking? ___/___ Is there access to public transportation? ___/___ Are ice machines conveniently located and do they work?

5.3-1

Does the property have:

❑ elevators ❑ concierge ❑ gym/fitness room ❑ spa ❑ swimming poolHOTELS ARE LOOKING FOR YOUR REUNION ❑ wi-fi

BOARDS: REUNION DESTINATIONS, HOTELS & RESORTS, CRUISES, BED & BREAKFASTS, INNS, VACATION HOMES, RANCHES & CAMPING

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