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What are some of the best and most innovative ways to promote a reunion (for a high school, university, summer camp, etc.)?
Hello! Thanks for your question about innovative ways in which to promote a reunion. The short version is that early planning and formation of a committee helps to ensure a successful reunion, but the key component is the fostering of an atmosphere of collegiality among the guests. Usage of digital media to keep the guests informed of any event changes while also providing "flashbacks" to nostalgic times helps tremendously. Below you will find a deep dive of my findings.
METHODOLOGY AND FINDINGS
In researching this issue, I reviewed numerous internet trade sites hosted by companies that specialize in planning reunions of various types. I also endeavored to find examples of reunions that are viewed as having been particularly successful. Unfortunately, there does not appear to be a site that ranks reunions in terms of their success, largely I suspect because these issues are relatively subjective in nature. However, I did find examples of reunions from a site dedicated to such and have included some of those below.
COMMON ASPECTS OF REUNIONS
Even a cursory review of websites on this subject demonstrates the need to begin the planning of a reunion by forming a committee that can then divide up the multiple tasks that will be involved. And if the event is to be successful it is important that the planning begin early, i.e. months before the event is to take place. For example, the University of Delaware is currently holding its reunion in June 2017, but it is already notifying its alumni. This is a very popular reunion that has grown in size to the point that in 2015 it was necessary to obtain a waiver of the noise ordinance from the City of Newark.
In today's environment, arguably almost all meetings of individuals, for whatever reason, begin with invitations. And it is not surprising that nowadays those invitations are typically digital in nature. Emailed invitations that include registration forms are typically used today. Informative notices can also be posted on established websites such as the YMCA website advertising its 60th Anniversary Celebration. Registration forms need to be viewable on multiple platforms if they are to be successful. Examples of registration forms can be seen on Pinterest. But just sending out emails is rarely sufficient. Instead, it is typically recommended that organizers also call would-be attendees and seek their participation.
Sending emails may be a good place to begin, but as is often the case, we don't always know the contact information of all would-be guests. One site recommends solving this problem by holding a competition in order to locate every potential attendee. The idea is that the entry fee, or other costs would be waived for the individual who finds the most classmates on a list of classmates whose contact information is not current.
It is highly beneficial to create a class reunion website that not only gives people all pertinent information, but also includes nostalgic pictures and/or information that helps to spark a desire among people to attend. The website not only affords people the opportunity to learn about event activities, but also gives them a way to stay connected after the reunion is over. Along the same line, it is highly recommended to have a Facebook page as a means of bringing people together and sending updates to attendees. These pages can solicit advice from attendees as well. For example, Varsity Reunion Services includes examples of questions to bolster interest in advance of a high school reunion. Such questions provide ideas that could be tailored to a camp reunion.
Cost is often an overlooked issue that can make or break any reunion. Therefore, it is important to do things such as obtaining group discounts for lodging in the area. Reserving things such as the event location in advance also helps to control costs.
There are some rather universal tips, i.e. dos and don'ts, that apply to most types of reunions. As was highlighted in the New York Times, the Peters family held a reunion at Smith Mountain Lake, VA in 2013. Their advice was to 1) appoint a good-will ambassador who can make sure that everyone feels included, 2) leave naysayers behind, 3) require payment in advance and don't allow gate-crashers to have access to everything on the same level as those who paid in advance, 4) keep politics out of the mix and 5) make the event children/family friendly.
The Garland High School 40th reunion is also seen as an example of how to do things right. The event planners formed a committee of almost 100 members. The committee also made a point to send out weekly email newsletters that not only updated alumni about schedule changes, but also posted nostalgic stories and games designed to highlight interest. 75% of the people who received the newsletters attended the reunion. Transportation was provided for elderly attendees.
The Lawrence High School 50th reunion endeavored to use a fun approach of holding the reunion as a costume ball. The ball was themed so that the participants dressed as their parents did when they graduated.
The Hobart High School found that its 30th reunion was very poorly attended. After that reunion members accumulated news about alumni and began sending out newsletters in an effort to gain momentum for future reunions. They found that attendance increased dramatically as a result and that donations from alumni also rose.
Beardstown, IL holds an alumni reunion every year that is made up of alumni from up to 14 classes. The alumni association works hard to ensure that all alumni are identified and invited. One thing that this town does differently is that it holds a banquet during the event. At the banquet the previous attendees "welcomes and congratulates new seniors," thereby helping to build future attendees and foster a collegial atmosphere.
Naturally the promotion of each reunion will in many respects be unique to the organization. Themes will logically center around the organization's unique history. There is no "cookie-cutter" theme that works for every organization, except that all of them draw on their past and use that past to create the structure around which the reunion is built. Beyond that, the common thread to each of these events is that to be successful there needs to be a diligent effort to locate and invite everyone who is qualified to be in attendance. Highlighting events of the past through newsletters helps to ensure buy-in and can also help to generate needed funding for the final event. And these efforts also seem to pay off in helping to gain a start on future events.
CONCLUSION
To wrap it up, the best way to promote any reunion is to begin early and form a committee to handle the task, use digital media to notify guests and then to draw heavily from nostalgia to foster an atmosphere of togetherness both before and after the event. Successful reunions also endeavor to be all inclusive to the extent possible.
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