reunion planning kit

reunion planning kit
1-800-423-5648
[email protected]
www.visitbeloit.com
it’s fun to plan a
reunion
Special points of
interest
• Angel Museum
• Historic Auto Attraction
• Beckman Mill
• Welty Environmental
Center
• Beloit Snapper Baseball
• American Industrial Art
• and much more
Inside this issue:
Selecting a Date
2
Start taking steps
2
What type of reunion
2
How much work
3
How payments are made
3
Signing In
3
Budget reminder
4
Website
4
Reunions are a wonderful way to keep in
touch. Visit Beloit
realizes that planning
one can be both exciting and challenging.
We are pleased to provide this reunion
planning kit to make
the planning process
fun and easy. The
greater Beloit area is
a great place for your
reunion, whether it is
for family, schools,
fraternity or sorority,
military groups, or
other organizations.
The Visit Beloit staff
is eager to assist you
with your planning.
We can provide you
with names and telephone numbers to our
hotels, restaurants,
and parks as well as
suggestions for entertainment, tours, and
caterers. We have
included different
ideas and web sites
that will make your
planning easier. Remember to have fun
and if you need more
help we are just an
email or phone call
away. So come on ,
start planning and
making new memories
for your group. Reunions are a wonderful
way to reflect, create,
or re-establish tradi-
tions and renew relationships.
history of group is important
History is also memories. Here are some
ideas that you could use
to collect that wonderful
history.
•
•
Have members bring old
photos, documents, and
family heirlooms to show
and tell. Great opportunity to bring mystery
photos and see if anyone
knows them
Recognize member’s accomplishments, births,
marriages, and deaths.
•
Everyone is fascinated by
family trees, it generates
questions. Display descendent charts. Great
way to update your data
base.
•
Take all kinds of group
pictures. Consider hiring
a professional photographer or videographer.
Have one big group shot
and then give everyone
the opportunity to purchase it.
PAGE 2
R E U NI O N P LA NNI NG K I T
Complete one year before your reunion
selecting a date for your
reunion
How long should the reunion
be?
one. Just try your hardest and get
as many people as you can to come.
It really varies depending on where
the attendees are coming from. If
most of the people must travel a
significant distance to get to the
reunion they’ll most likely find it
difficult to justify the expense for a
one day reunion!
While most people think of summer
as the time to hold reunions, don’t
limit yourself to just that. Long
weekends during other parts of the
year can also be a good time for a
reunion. Think of the activities you
want to do at your reunion, if they
tend to be outdoors then warm
weather would be important. Use
your judgement. Don’t hold reunions on short notice on a long holiday weekend. Most people will already have plans and will be upset
that they can’t attend.
Once you have decided on the type
and length of your reunion, it’s time
to pick a date. Make sure you leave
enough lead time to do the proper
amount of planning. Keep in mind
while you are choosing a date—no
matter how hard you try, you can’t
find a date that is perfect for every-
1-800-423-5648
Remember, late September thru
March is off season for most hotels.
Room rates may be lower but outdoor attractions and activities may
be closed.
Selected a date, now
what?
You need help!
Don’t try to take on all the planning
yourself. Find a committee to help
you plan this fun event. The more
the merrier. Break the planning
down into different committee’s. All
committee members do not have to
live in your area. Thank goodness
for emails and chat rooms. Planning a fun filled reunion takes a lot
of energy. Share the responsibilities and you can have fun too!
start taking the steps to plan a success
Complete one year before your
reunion.
Using the Activities Planning
Chart, make a list of the kinds of
activities your group enjoys. Consider meals, sightseeing, entertainment and other popular activities.
The Beloit area has many beautiful
parks for picnics or other outings!
Remember to include a number of
activities for all types of people.
Here are a few suggestions:
•
Arrival/Get Acquainted Reception
•
Reunion Banquet
•
Picnic
•
Theater Outing
•
Ballgame
•
City Tour
•
Group Picture
•
Talent Show
•
Planning meeting for the next
reunion
•
Visit Beloit has information about
all the attractions in the Greater
Beloit area and are happy to help
you set up tours and packets of
information for your group. Give
us a call 1-800-423-5648
what type of reunion should we have?
The simplest reunion would be a
picnic or barbecue at a home or
nearby park. If you are new to this
planning,it would be the way to go.
It takes less time to plan and doesn’t cost a whole lot. Just make sure
there is plenty of shade to sit under
so everyone can enjoy the day if it’s
hot! Another easy reunion to plan
would be to include a nice dinner
and reception at one of our great
local restaurants. These don’t require a large amount of planning on
your part. All you need to do is
make a reservation, plan activities
for people to enjoy then notify your
group of the address of restaurant.
Big reunions need to be announced
far in advance to give everyone
enough time to make arrangements
to attend. Most of these larger reun-
ions will require a significant
amount of planning by those in
charge—and can demand quite a
significant outlay of money for those
attending.
Helpful hint:: If this is your first
attempt at planning a reunion, send
out a survey asking the group what
they would like to do!
1-800-423-5648
R E U NI O N P LA NNI NG K I T
how much work
are we talking
about...and more
questions to
ask about
lodging
How much work are we talking
about? Do you have manpower
and facilities to: Provide housing for
out-of-towners, cook and serve
meals, provide transportation to
attractions and activities? If you
answered no to any part of the
question, please call Visit Beloit
and we can assist you with finding
the space you need.
This information needs to be
included with the first contact
you make with everyone because
there is a cost to it….and everyone
has a budget. Call Visit Beloit for
lodging information and other accommodations you would like to
know more about. When seeking
this information please keep the
following information and questions
in mind:
How much time are we talking
about? Where do attendees travel
from? Will out-of-towners spend
additional days in town before or
after the reunion?
•
•
What are the preferred dates
for you reunion?
How will the attendees pay for
rooms, as a group or with separate reservations?
now its time for you to decide how
people will make payments...
Some services charge a flat rate
that must be divided among the
family/group members, such as
chartering a bus, paying a band,
etc. You will probably have to pay
for those services in advance.
Some services, like accommodations, can be paid individually by
each group member as they use it.
You may need some money in ad-
vance for deposits.
If children are part of the event, you
may want to consider charging a
single rate per family. This way you
don’t exclude families with several
children.
This is very important! Confirm
all reservations, activities, payment
requirements, transportation, and
schedules.
PAGE 3
•
What is the breakdown of family units who use the same
room or suite, so the property
can provide rollaway beds.
•
What Activities have you
planned. Will you need meeting space, a hospitality room,
registration area or banquet
room?
•
What services does the property offer? How many paid
guest rooms before the property will provide a complimentary room?
•
Does the property require room
deposits or other deposits?
•
Deadline for reservations?
•
Attendees extend their stay
will they get the same room
rate?
establish traditions that
your group can look forward to…
Give everyone who registers a
souvenir bag. Call Visit Beloit for
brochures of area attractions.
Establish a family/group scholarship.
Provide t-shirts, hats or other
items that will identify the reunion participants.
Have a get acquainted game.
getting folks signed in
It’s always a wise idea to have everyone sign in as they arrive, especially if you are expecting a lot of
attendees
Give them printed name
tags or have blank name
tags for them to fill out. In
addition, you could add
the city and state they live
in. You could do these on
the computer but have some blank
ones on hand for any emergency.
Give them handouts which include
the schedule of the reunion and any other important information.
Have them fill out a registration form that includes
information that could be
used in the future.
If this is a family reunion you may
want to have blank family group
sheets for the families to fill out. It
works best if you have the form already filled out with the information
you know about the family, so that
they just have to change or add anything new.
1-800-423-5648
REUNION PLANNING KIT
PAGE 4
budgets are important..here’s a check List!
These are just a few items you might need to include •
in a budget . You probably won’t need to budget for
all of these items, since you may already own some
•
of them, and others may not be needed for your reunion.
•
Communications: envelopes, long distance phone •
charges, faxes, postage.
•
Equipment Rental or Purchase: tables, chairs,
shelters, grills, pa system, music equipment,
photo or video equipment, game equipment
•
Fees: Park or camping reservations
•
Food: Groceries (food and drink) remember all
events: welcome reception, etc. Table service
(plates, napkins, etc.) Table cloths, Restaurants,
caterers, banquet room rental
•
Taxes, Tips and Gratuities
•
Printing: Invitations, reminder mailers, surveys,
evaluation forms, name tags, printing software,
t-shirts, newsletters, certificates
Services: Professional photographer or videographer,
entertainers (magicians, singers)
Supplies: Film, blank video tapes, decorations, prizes or
awards
Tours: Bus rental, admission fees, tour guide
staying in touch with
your committee...
to decide how you’ll perform as the Reunion Host Committee?
When your group members arrive on reunion day, be sure the
Host Committee is ready and available to welcome all your
visitors.
Consider having Host Committee members wear the
same t-shirt, button, etc. to make them easily identifiable.
a website could really make it easy…
Even if you don’t know how to design one….someone else on your
committee may know or if all else
fails...call the local technical school
and see if they have a class that
would take it on as a class project.
page reminding everyone how much
fun they had at the last reunion.
what has been happening with your
committee.
Not everyone has or is able to use a
computer so you will still have to
mail to some attendees.
Your website could save you a lot of
paper and make things easy for
you….in fact you could sign up for
PayPal and have them make payments on-line.
Your first mailing could be a postcard with basic information and the
website along with your email address requesting everyone contact
you with their email addresses.
Again it’s a money saver if you can
email. It is suggested that you
keep a copy of who every email was
sent to….just incase someone did
not receive one...you will have a
record of what you sent out!
Remember: Planning a reunion
can be a lot of fun. The more people
you get involved the easier it is and
you will be rewarded by having a
successful reunion.
Your website should include a fun
design representing your reunion, a
location map, reunion information
for current year i.e. registration
forms, hotel information, surveys,
and link to Visit Beloit which would
have the attractions listed and information about Beloit.
If you have pictures from the last
reunion you could have a memory
Here’s another money saver….
If everyone is on AOL or Yahoo...get Help is just a “click”
your own chat room and you can
away...
have a meeting on the internet. Set
up times and share all the ideas and www.visitbeloit.com
Sample letter 4
Send 6 weeks before your
reunion
Date
Dear ________Member
It is almost time for the (name) reunion. If you have not taken care of your arrangements: hotel reservations, activity fee, meal payment, transportation,
please do so right away. We want every member of the member to be here.
This is our itinerary! (list by day what will take place-as in the following example)
Friday, June 12
Arrive at hotel, check-in time begins at noon
Sign in at the hospitality suite (hotel desk will direct you) from 2 p.m.-10 p.m.
snacks and beverages will be available so we can mingle.
Member meeting—8 p.m. in the hospitality suite.
Saturday, June 13
Breakfast - 9 a.m. to 10:30 a.m. (tell them if its continental, hot or cold)
Tour of city
Family picture - 7 p.m. dress up and meet in the hotel lobby
Dinner dance - 8 p.m. until ???? (location)
Sunday, June 14
Breakfast/farewell- 9 a.m. to 11 a.m., (location)
See you soon
Signature
[email protected]
1-800-423-5648
www.visitbeloit.com
accommodations
planning chart
Dates Needed:
From:________________________ to_________________________________
Alternate Dates:
From:________________________ to_________________________________
Price Range Desired: ______________________________________________
Banquet Facility / Hospitality Room
Date:
Event
#people
audio/visual
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
Call Visit Beloit or check our web site: www.visitbeloit.com to find accommodations that best meet your needs.
Name of Accommodation
Contact/Phone
Cost
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
[email protected]
1-800-423-5648
www.visitbeloit.com
activities planning
chart
Use the Visit Beloit calendar of
events and Visitors Guide for
information about activities,
attractions, and entertainment
Children
Activity
Location
Time Needed
Cost
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
Adults
Activity
Location
Time Needed
Cost
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
Everybody
Activity
Location
Time Needed
Cost
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
Transportation
Activity
Location
Time Needed
Cost
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
[email protected]
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www.visitbeloit.com
budget
planning log
Budgets are important section for
a check list!
Budget:
Accommodations
# rooms______________________________x # nights__________x $_________night=______
Activities: (list each one)
1.
2.
3.
4.
5.
6.
# participants
x cost/person =
Cost
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Miscellaneous
cost
Building/shelter rental___________________________________________________________
Communications:_______________________________________________________________
Equipment Rental or Purchase:____________________________________________________
Fees:_________________________________________________________________________
Food:________________________________________________________________________
Taxes, Tips Gratuities___________________________________________________________
Printing:______________________________________________________________________
Services______________________________________________________________________
Supplies:______________________________________________________________________
Tours:________________________________________________________________________
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reunion
evaluation form
Entering your personal information
is optional
Name_______________________________________________________________________
Address______________________________________________________________________
City_______________________________________State_____________ Zip_____________
New Address:
Yes
No
Phone:_____________________________________
Email Address:________________________________Web site:________________________
General feelings about this years reunion
Did you enjoy the reunion this year? ______yes______no______mixed feelings
Would you attend another reunion next year? ______yes______no______depends
What did you like or dislike about this years reunion?
Did you like where the reunion was held? _____yes_____no
Why or why not?
How was the reunion length? _____too long______too short_______just right
How was the number of activities? _____too many______too few______right amount
What was your favorite activity?
What was your least favorite activity?
Did you like the food? _____yes____no____some of it______most of it
Which food would you not have again?
What one thing should we definitely do again next year?
If you could change one thing about the reunion, what would it be?
Do you have any suggestions for the future reunions?
How long should the reunion be? ______1 afternoon_______1 weekend_____long weekend
Location ideas________________________________________________________________
Best time of year_____________________________________________________________
Food ideas___________________________________________________________________
Activity ideas_________________________________________________________________
Any additional ideas____________________________________________________________
[email protected]
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www.visitbeloit.com
reunion
planning log
Dates of reunion:
From:___________________________to_________________________________________
# Family Members Expected: Adults________________Children______________________
Accommodations
Name:____________________________________HomePhone:______________________
Address:__________________________________City:____________St________Zip____
Contact Person:____________________________Email Address:_____________________
# Rooms Blocked:_____________________Rate_________________________
Check In time:________________________Check out Time:______________
Activities/Entertainment
Type
Location
Date/Time
Cost
Adults_____________________________________________________________________
__________________________________________________________________________
Children___________________________________________________________________
__________________________________________________________________________
Everybody_________________________________________________________________
__________________________________________________________________________
Special Arrangements
Make notes on special needs, i.e. audio/visual, etc.
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Special Medical Needs
Name
Need
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
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reunion
questionnaire
Send out with letter sample #1
Please complete and return this brief questionnaire to the reunion planning committee as indicated. Thank you for your cooperation
1. Are you reasonably sure you will attend the ________(type of ) reunion in
_____________(city) in _______(year)? If no, why not?
2. Write the dates of at least two time periods when you can attend the reunion
in__________(year)
3. How many people will attend from your family?
4. List activities or entertainment you would like included in the reunion plans.
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www.visitbeloit.com
reunion registration
form
Thank you for helping us keep our
records up to date.
HAVE A GREAT TIME!
Name:
First___________________________________Last________________________________
Address________________________________Phone:______________________________
City_____________________________State_________________________Zip__________
Email____________________________________Website___________________________
Anniversary_______________________________Birthday__________________________
Members of Family
Name
Birth Date
1. _______________________________________________________________________
2. _______________________________________________________________________
3. _______________________________________________________________________
4. _______________________________________________________________________
5. _______________________________________________________________________
6. _______________________________________________________________________
_____Additional family members on back
Are you interested in?
Helping in planning a future reunion? ______yes_____no______depends
Having a reunion directory? _____yes_____no_____depends
Having a reunion cookbook?_____yes_____no____depends
Having a reunion newsletter? _____yes____no____depends
Would you help with putting together any of the above?_____yes______no_____depends
Which one(s) would you help with?_____________________________________________
Any additional comments____________________________________________________
_________________________________________________________________________
_________________________________________________________________________
__________________________________________________________________________
Do you have names and addresses of people we might be missing?
1. _______________________________________________________________________
2. _______________________________________________________________________
3. _______________________________________________________________________
Medical Information:
Do you or any of your family have any special medical needs?________________________
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Sample letter #1
Send 18 months before your
reunion
Date
Dear ________Member
The _________(class of, organization, family) has decided it’s time to have a
reunion. Some of us met recently to discuss the possibility of hosting that reunion. We want the _________(class of, organization, family) to spend a few
days together getting reacquainted and remembering the good things and good
people that have made us a group!
Before we make plans, we need to hear from you. So, please answer the questions on the next page and return it by ______(date) to:
Name:_____________________________
Address____________________________
City_____________St_______Zip_______
Phone:_____________________________
Email______________________________
Thank you for responding.
Sincerely,
Signature
[email protected]
1-800-423-5648
www.visitbeloit.com
Sample letter 2
Send 1 year before your
reunion
Date
Dear ________Member
The _________ reunion will be held from (date) to (date). Your planning committee has been busy making arrangements we know will be exciting and fun
for the entire family!
We have chosen the (Hotel Name) at_______________(address) as our reunion
headquarters. Accommodations include: (the hotel sales representative will
give you a list of information to include and any other details like parking. The
daily rate is ($$$) plus tax. You must make your reservations by (date, terms of
payment, restrictions will be supplied by the hotel). If you have questions
about the hotel, call (name/phone).
You’ll hear from us soon with details about meals, sightseeing, entertainment,
and more!! Please call ( name/phone number) or check out our reunion website
(www.xxxxx.com) if you have any questions.
Sincerely,
Signature
[email protected]
1-800-423-5648
www.visitbeloit.com
Sample letter 3
Send 3-4 months before your
reunion
Date
Dear ________Member
We hope you are anticipating the (Name) reunion as much as we are. This letter is to give you the details and costs of everything we have planned for you.
Meals
List each meal you have planned for the member: date, time, location, cost per
person/family. (If Applicable) All other meals will be at your own expense.
Activities
List each activity you have planned for the member/family: date, time, location, cost per person/family.
The deadline for payment is (date)
We’re looking forward to seeing you! Please call (name, phone) or check out
our website (www.xxxxx.com) if you have any questions at all
Sincerely
Signature
[email protected]
1-800-423-5648
www.visitbeloit.com