TIME FRAME – ONE YEAR PRIOR TO THE REUNION

• Make your key contacts…
  The alumni relations office is able to assist with classmate lists; posting reunion information on the JTHS web site, and provide help and/or suggestions with the many facets of reunion planning activities, i.e., choosing a venue, media contacts, DJs, photographers, types of reunion events, etc.

• Set up reunion committee
• Contact local Chambers of Commerce for maps, brochures, motel and restaurant listing, community attractions, and calendar events:

http://www.jolietchamber.com
http://www.newlenoxchamber.com
http://www.frankfortchamber.com
http://www.plainfieldchamber.com
http://www.lockportchamber.com

• Arrange first reunion committee meeting
• Coordinate the search for former classmates
• Collect seed money - Note: Your class may have seed money held on account at JTHS. Be sure to check with the alumni relations office.
• Decide date(s) and desired activities
• Decide where to hold event(s) / make calls to secure venue(s)
• Tours of the high school campuses are available:

JT Central: Contact the office of Principal John Randich at (815) 727-6742
JT West: Contact Linda Evans at (815) 727-6943

• Set up budget estimating ticket price(s); attendance; expenses
• Miscellaneous expenses should include postage for mailings, printing charges for announcements/flyers/envelopes/postcards, address labels, venue rental costs, entertainment, etc.

TIME FRAME – NINE MONTHS PRIOR TO THE REUNION It’s time to make your plans known….

• Prepare the first announcement and reservation forms. Be sure to mail copies to the JTHS Alumni Relations Office for posting on the web site
• Plan the committee’s “mailing meeting” and send out the first reunion notice to classmates
• Send information to media sources: newspapers, radio stations, cable access channels
• Reserve photographer’s services.
• Consider opening a class bank account or contact the alumni relations office for a possible class account with funds held in the JTHS business office
• Organize all paperwork into files
• Divide duties/responsibilities among committee members
• Check various web sites for locating “missing” classmates

TIME FRAME – SIX MONTHS PRIOR TO THE REUNION

• Update class list
• Consider second mailing
• Prepare list of “missing” classmates to share with class members in the second mailing
• Plan “mailing meeting” and send out second announcement with the “missing classmate” list included
• Plan and design other components that you want to include in the reunion activities such as tickets, nametags, memory album, class year display/nostalgia area, banners, video and/or slide show
• Begin preparation of a memory album

TIME FRAME – THREE MONTHS PRIOR TO THE REUNION

• Another update of class list
• Forward a second announcement with updated information to local newspapers, radio stations, cable televisions, and JTHS web site.
• Consider phone calls to class members that have not responded to mailings
• Consider gift for each class member attending reunion
• Consider spirit items for prizes

TIME FRAME – ONE MONTH TO THE BIG CELEBRATION!

• Continue phone drive
• Update class list
• Send reminder notices
• Edit alumni histories for memory album
• Make nametags
• Create printed program
• Prepare verbal program notes
• Prepare special announcements
• Buy awards and/or door prizes
• Prepare photo collage, signs, displays 
   

TIME FRAME – TWO WEEKS BEFORE THE BIG CELEBRATION!!

• Verify attendance information and print list of paid guests
• Verify those volunteers who will man the “welcome home” tables
• Order and/or prepare table decorations
• Confirm attendance of DJ/entertainer, videographer, photographer, etc.
• Finalize program announcements
• Verify the delivery/collection of prizes/door prizes/awards
• Proof memory album draft and any other handouts/take to printer
• Mail tickets to reunion vent(s)

TIME FRAME – KEEP CALM! DON’T PANIC! ONE WEEK TO GO!!!

• Prepare final list of attendees
• Prepare packets_____Will call      _____Pre-paid ticket holders
• Make any other necessary signs, etc.
• Give meal count and balance due to restaurant/venue
• Confirm with venue manager that all requested items would be available including registration tables, easels, bulletin boards, microphone, lectern
• Have a contingency plan regarding final arrangements and committee responsibilities
• Prepare reunion day checklist

THE REUNION’S OVER AND YOU ARE ALREADY LOOKING FORWARD TO THE NEXT ONE!!!!

• Prepare photo album and send to photographer
• Send thank you notes
• Send out memory albums and photo books to those classmates who were unable to attend
• Final accounting of reunion revenue/expenses
• Contact JTHS Alumni Office for posting reunion photos on the web site’s “Class Pages”
• Forward updated class list to the JTHS Director of Alumni Relations for updating the JTHS Alumni Online Directory

Lynne Lichtenauer
Director of Alumni Relations & Development
Office hours: Monday – Friday 9AM-5PM
Phone: (815) 727-6763
E-mail: llichtenauer@jths.org