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Reunion Planning and Budgeting

Creating Your Reunion Budget2013 Reunion Planning Workshop

Step 1: your reunion vision…

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What is your goal?• Keeping things as inexpensive as possible?• Getting as many people to come as possible?• Creating a memorable experience?

Your answers:• Will reflect the age of the alums• Will influence your budget

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..And keep in mind the Big Picture

You decide what to charge your classmates

for the:

• Class Fee

• Saturday Dinner

• Friday Dinner (optional charge)

The Alumnae Association and the College set the other fees

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Step 2: Can you use your class treasury?

• How much is in your class treasury? Ask your class treasurer and class president.

• Get guidance from your class board on how much money is available to offset reunion expenses.

• Remember that funds from your class treasury must benefit all class members.

• Keep your class treasurer involved in financial discussions.

Step 3: Information you need to start your budget…

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Available from the Alumnae Association:

• Number of active members in your class

• Reunion statistics: 5 year comparison 2009 – 2013 is in your packet

Step 4: Determine Class Fee

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Class fee is set by each class and covers:• Parade accessory • Decorations for dorm• Hospitality• Parade signs and balloons• Registration materials (name tags, etc.)• Booklet/special project (if you have one)• Reunion letters• Other expenses (ex: reunion committee, gifts, gratuities, etc.)

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Step 4: Determine Class FeeAll Class members will pay the same fee

Some costs are influenced by the number of attendees:• Parade accessory (alumnae only)• Registration materials:

• ex: name tags, schedules, list of attendees• Booklet (if you have one)• Receptions (usually about $5 per person per event)

Some costs are not calculated on a per person basis:• Decorations/flowers• Parade signs and balloons• Dinners for honorary members• Reunion letters (details on next slide)• Miscellaneous expenses: Ex: committee expenses and gifts

Reunion Letters

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• Reunion mailings are a class expense and therefore come out of the class treasury. To save money, opt to have them sent via email.

• Via email: The letter will be emailed to those with valid email addresses on file at the Alumnae Association; hard copies will be sent, and charged to the class, via first-class postal mail to those without email addresses.

• Via postal mail: An all-paper first class mailing can cost anywhere from $150-500.

• Two Reunion letters (one in the fall and one in the winter) are mandatory, but classes may opt to send more.

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Step 5: Keep the Association’s Charge in MindAlumna Registration Fee - $125

Young Alumnae Rates• 2nd Reunion - $50• 5th Reunion - $75

These fees are standard. They do not have to be calculated by the reunion committee.

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Guests

• Adult guests will each be charged a $35 guest fee. This money will go to your class to cover their share of your hospitality costs.

• There is no longer a registration fee associated with children or teens.

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Step 6: Standard Charges Collected by the Alumnae Association

These charges are approximate and subject to change; lower children and teen costs will also be available.

Currently:

On-campus housing• $40 per bed, per person, per night• Available Thursday, Friday and Saturday

All meals are optional selections • $10 Breakfast (available Saturday and Sunday)• $15 Lunch (available Saturday)• $21 Brunch (available Sunday)

These costs are not part of the class’s reunion budget.

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Saturday Dinner

• Alumna’s cost depends on which of 6 different set menus is chosen and is arranged through Willits

- Adult guests pay the same price as the Alumna

- Price includes: dinner, wine with dinner, tax and gratuity

- Special meals can be arranged for milestone reunions

• The cost of the pre-dinner reception can be covered in the class fee or added to the dinner charge

• Outside Caterers: while dorm kitchens and dining rooms are not available for use by outsiders, there are a few off-campus places available; consider the extra logistical planning and extra costs.

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Friday Dinner

Class members will be arriving at different times; they will want to dump stuff in their room and begin seeing each other

The cost of this meal will reflect how you want to handle it:• Have finger food or pizza and drinks available to graze on in the dorm

(remember dietary restrictions)• Have a sit-down dinner (informally at Blanchard, more formally at the

Golf Club)• Have a reception at a local place (one creative class used the Odyssey

Bookstore)• Exception: the 50th reunion class will be guests of the Association and

College for a social hour and dinner at the Willits-Hallowell Center.

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Putting it All Together

Alumna Estimated Total Cost:

Alumnae Association Fee: $125

Class Fee: you determine

Lodging (2 nights): $80

Meals:• Breakfast (Sat) $10• Lunch (Sat) $15• Friday Dinner/Reception (depends on your

choice)• Saturday Dinner (depends on your choice)

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Putting it All Together

Alumna & Adult Guest Estimated Total Cost:

Alumnae Association Fee: $125

Class Fee: you determine

Adult Guest Fee $35

Lodging (2 nights, 2 ppl): $160

Meals: • Breakfast (Sat, 2 ppl) $20• Lunch (Sat, 2 ppl) $30• Friday Dinner/Reception (depends on your

choice)• Saturday Dinner (depends on your choice)

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The Path of Least Resistance

Want to bypass the reunion budgeting process entirely? Adopt our suggested Standardized Reunion Fees:

Class Fee: $55

(= $15 parade accessory + $12 booklet + $28 misc.)

Saturday Dinner Fee: $45

(=$35 dinner + $10 social hour)

These standardized fees were derived from averages from the past several years; most classes have had fees within $5 of these averages.

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Sample Class Fee $55 Budget

• $12 Parade (accessory and signs)• $10 Dorm Hospitality• $ 2 Flowers for dinners• $ 2 Honoraries dinners, Saturday night• $ 5 Committee Expenses• $ 2 Name Tags• $ 1 Reception Expenses• $ 5 Mailings (if class treasury can’t cover)• $ 4 Gratuities• $12 Your choice (ex: Friday night reception, Saturday

cocktail party, etc.)

Sample Total Cost:Alumna

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Total Fee: $330

Alum Assn Reg Fee - $125

Class Reg Fee* - $55Lodging (2

nights) - $80

Breakfast (Sat) - $10

Lunch (Sat) - $15

Dinner (Sat) - $45

Alum Assn Reg Fee - $125

Class Reg Fee* - $55

Lodging (2 nights) - $80

Breakfast (Sat) - $10

Lunch (Sat) - $15

Dinner (Sat) - $45

*Class fee is set by class and in-cludes parade costume, hospital-ity fees, etc.

Sample Total Cost:Alumna plus Adult Guest

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*Class fee is set by class and includes parade costume, hospitality fees, etc.

Total Fee: $515

Alum Assn Reg Fee -

$125

Class Reg Fee* - $55

Adult Guest Fee - $35

Lodging (2 nights, 2

ppl) - $160

Breakfast (Sat, 2 ppl) - $20

Lunch (Sat, 2 ppl) - $30

Dinner (Sat, 2 ppl) - $90 Alum Assn Reg Fee - $125

Class Reg Fee* - $55Adult Guest Fee - $35Lodging (2 nights, 2 ppl) - $160Breakfast (Sat, 2 ppl) - $20Lunch (Sat, 2 ppl) - $30Dinner (Sat, 2 ppl) - $90

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Keep in mind…

• Your class• Your vision• Your budget

• Decide what you want to offer, then figure out how to pay for it!• There are many ways to get there –

we are here to help.