How to Organize a High School Reunion

Start planning at least one year ahead. Organizing a high school reunion requires a lot of coordination. You'll need to secure a venue, arrange catering, and finalize dates. To ensure everything runs smoothly and you don’t rush through the process, start organizing your team at least 12 months before the reunion. A last-minute rush is never ideal.

• Consider that your classmates may have dispersed widely. Some of your committee members might live in different states or even countries, and some alumni may have changed their names. Starting early will give you more time to contact the right people.

Get in touch with your high school's alumni office. Many high schools have an alumni office that may assist with organizing reunions. If they don't directly handle reunions, they might still be able to help in other ways, such as providing contact details for your classmates or recommending local venues. Before making any decisions, it’s wise to consult with your high school administrators to learn how previous reunions were managed and to check if there are any class gifts available to help fund the event.

Contact the designated committee members. Some high schools assign a reunion committee before graduation, often including the Class President or Student Council Members. If your high school already has a designated reunion committee, your task will simply be to reach out to the right individuals. You can send them an email or start a phone chain to kick off the planning process.

• If you’ve lost contact with other members, you can ask an administrator at your school. Many high schools maintain an alumni contact list.

Form a reunion planning committee. If your high school doesn’t have a pre-appointed reunion committee or if the designated members are unavailable, you’ll need to create your own. Send an email to your class or post in your school’s Facebook group to gather volunteers for this important task. Keep in mind that the best committee members will have the following characteristics:

• They should be able to dedicate at least 5-10 hours per month to planning in the year leading up to the reunion.
• They should expect to devote more time during the final 4-6 weeks before the event.
• The committee should be inclusive and representative of all student interests—reunions are for everyone!
• The ideal committee size is 3-12 members, depending on your class size. A good rule of thumb is one committee member per 25 class members.
• Members should be well-organized, capable of multitasking, and dedicated to their roles.

Delegate responsibilities. A high school reunion is a big event with many moving parts, and no single person can manage everything alone. It’s essential to distribute tasks among committee members to ensure the workload is shared. Aim to divide the work fairly, but stay flexible in case certain tasks require more time than anticipated. Some of the key roles that need to be assigned include:

• A chairperson to lead meetings and keep everything on track.
• A secretary to take notes, keep track of meeting schedules, and maintain communication.
• A communications team responsible for gathering contact info, setting up online platforms like a website or Facebook group, and sending out reunion notifications.
• An events team to research venues, caterers, DJs, photographers, and other vendors.
• A finance subcommittee to manage the budget and handle ticket sales and donations.
• A decorating team to manage the setup, decoration, and cleanup of the reunion space.
• A welcome committee to greet attendees, manage volunteers, and ensure everything runs smoothly during the event.
• An activities coordinator to organize fun activities like a softball game or other entertainment during the reunion.

Create a tentative meeting schedule. One committee member should take charge of scheduling regular meetings to keep everyone on track. Aim to meet every two weeks during the first stages of planning (2-12 months before the reunion) and transition to weekly meetings in the final two months. If some committee members are in different cities or states, set up video chats or conference calls to ensure effective communication and progress updates.

Develop a provisional timeline. Certain tasks take priority over others, and some steps need to be completed before others can begin. Therefore, it’s essential for your planning committee to create a reasonable timeline that ensures everything runs smoothly. While every reunion is unique, the following is a suggested timeline to get you started:

• 12+ months ahead: Assemble your planning committee, draft a preliminary budget, set up a bank account, collect contact details of classmates, start narrowing down potential reunion dates, reach out to your high school, and propose a list of venue options.
• 6-12 months ahead: Finalize the event date, lock in your budget, secure the venue and key vendors (caterer, photographer, etc.), begin promoting the event, decide on ticket pricing, and track down any missing contact details for classmates.
• 2-6 months ahead: Sell tickets and gather RSVPs, continue promoting the event, order special decorations or memorabilia, gather necessary supplies, and recruit volunteers for event assistance.
• Final 2 months: Confirm the guest list, provide final numbers to your vendors, assemble decorations and supplies (like name tags), finalize vendor details, send reminder emails to guests, establish a registration process, decorate the venue, and provide a reunion schedule to volunteers and guests.

Build a master list of class members. You will be collecting a substantial amount of information from a variety of people, so keeping everything organized is key. Create a spreadsheet that you can regularly update with names, addresses, and email contacts. Your spreadsheet should include these categories:

• Classmate’s current name
• Classmate’s former name (if applicable)
• Spouse or partner’s name
• Classmate’s physical address
• Classmate’s email address
• Classmate’s phone number
• Classmate’s social media details

Contact your high school’s alumni office. Most high schools keep detailed records of their graduates, including name changes and updated contact information. To start building your invite list, request a list of all class members from your high school. This will likely provide the majority of the names, email addresses, and physical addresses you'll need.

Review your yearbooks. There’s a chance that the alumni office may have missed some names or updates. Compare the list you receive from the school with the names in your old yearbook. Identify any discrepancies and add the missing names to your contact list.

Set up a Facebook reunion group. Facebook is an excellent platform for staying connected with former classmates, especially as they relocate or change their names. Create a Facebook group early in the planning process and invite as many classmates as you can find. Encourage members to invite their friends and share the group with others. This will help spread the word that a reunion is coming.

• The Facebook group serves as both an invitation list and a space to keep classmates updated on the reunion progress. Be sure to share important updates to generate excitement.

Verify contact details for everyone on your list. At this stage, you might have an incomplete or inconsistent contact list, with some classmates' addresses and others only reachable via Facebook. Take the time to fill in the missing information by directly contacting classmates: call those whose phone numbers you have, email those whose addresses are available, message Facebook group members, and send letters to those with a known physical address. Ask each classmate to confirm their contact details and note their preferred communication method in your spreadsheet.

Create an email listserv after finalizing your contact list. Once you have completed your contact list, have your communications team set up an email listserv for your high school class. Use this list to send important updates about the reunion and gather any necessary information from classmates.

Track down missing classmates. There will likely be a few classmates who are hard to find. They may have moved abroad, changed names, or lost touch with the group. Make a list of these ‘missing’ classmates and reach out via the Facebook group and email listserv to see if anyone knows how to get in touch with them. Another classmate might have the information you need.

Keep promoting the event through your contact lists. Keep the buzz going for the reunion by regularly posting to the email listserv and Facebook group. Update everyone when the venue is finalized and remind them of why they should be excited to attend.

Create an "In Memoriam" list if needed. Sadly, some high school classmates may have passed away over time. If you learn that one of your classmates has died, create an "In Memoriam" list to honor their memory during the reunion. You could also reach out to their loved ones to see if they would be willing to share a photo or other keepsake to remember them by at the event.

Open a reunion bank account. Reunions are typically funded through donations from alumni, class gifts, alumni association dues, or ticket sales. Regardless of how you decide to fund the event, it’s crucial to keep accurate financial records. This responsibility will likely fall to your Class Treasurer or another member of your reunion committee who handles ticket sales. Ensure that all funds are being spent wisely and in line with your established budget.

Set a reunion budget. You may already have funds available through alumni donations or class gifts, or the entire event may need to be funded through ticket sales. Either way, you must establish a clear budget for the reunion. Be careful not to depend too heavily on ticket sales, as expensive tickets could discourage attendance. Make sure your budget accounts for:

• Catering and bartending services
• Venue rental
• Rental of party supplies (tables, chairs, audio/visual equipment, etc.)
• Decorations
• Souvenirs (gift bags, event T-shirts, etc.)
• Vendors (photographers, cleanup crews, DJs, etc.)

Choose a reunion date. Ideally, plan the reunion for a weekend during late spring or summer, when travel is easier for most people. Your reunion could span an entire weekend with various activities, or it could just be a simple evening event on a Friday or Saturday. If you're unsure about the best date, you can use tools like Doodle polls or Google surveys to let your classmates vote on the best option and boost attendance.

Choose the right venue for your reunion. Selecting the right venue is crucial to the success of the event. Ensure that the space is suitable for the number of guests you’re expecting, the atmosphere you want to create, and your available budget. Additionally, the venue should be located close to your former high school to make it easier for attendees to arrive. Some excellent venue options include:

• Your former high school gym or auditorium
• A local hotel ballroom
• A banquet hall or restaurant
• A community center
• A park picnic area

Send invitations at least 3 months in advance. Use your contact list to send out invitations to your classmates, including their spouses or significant others. If the reunion is a family-friendly event, let attendees know that children are welcome. (However, if it’s an evening event, it might not be ideal for kids.) You can send digital invites via email or traditional paper invites through the mail. Regardless of the method, your invitation should include:

• The date and time of the event
• Who is invited, including whether plus-ones, children, or friends are welcome
• The venue details
• Dress code, if applicable (e.g., formal or casual attire)
• The cost to attend, if any. Specify payment methods (e.g., check, PayPal, etc.)
• Activities to expect, such as games, dancing, sports, or a meal. Make sure attendees know what to expect
• Additional logistical details, like available hotel accommodations or transportation options
• Clear instructions on how to RSVP and the deadline for responses. Indicate whether to RSVP via email, Google form, or mail-in reply card

Book your event vendors. Depending on the type of reunion you’re planning, you’ll need to hire various vendors. Whether it's a casual cocktail gathering or a formal dinner, you’ll require help with certain tasks. You won’t be able to manage everything alone, especially with a large group. Here are some vendor options to consider:

• A licensed bartender
• A professional caterer
• A DJ
• A photographer
• A bus driver (if the event is spread across multiple locations)

Decide on a theme or overall vibe. Do you envision your reunion being a formal, elegant affair or a more relaxed and casual gathering? Consider whether you want to incorporate a theme, like one related to your school mascot or something that evokes the spirit of a high school dance. This decision should be made early in the planning stages, as it will shape many other choices about the event.

• Think about including personal touches that reflect the unique characteristics of your class, like memorable events or trends from your graduation year.

Incorporate nostalgic touches. Many reunion guests will appreciate the chance to relive their high school memories. By adding nostalgic elements, you can make the event feel more personal and help your guests connect with one another. Some great ideas include:

• Ask your DJ to play music from your high school years
• Create a photo display (either as a digital slideshow or on bulletin boards) featuring memorable moments from high school, like sports games, extracurricular activities, and dances
• Print copies of old yearbooks and newspapers to scatter around the venue for guests to flip through
• Host a trivia game focused on key events and pop culture from your high school era

Consider creating a reunion book or souvenir. For milestone reunions, such as a 25th or 50th, a reunion book or commemorative souvenir could be a meaningful addition. A reunion book typically includes short bios of alumni, as well as updates on their lives since graduation. While not every reunion requires something so detailed, it can serve as a special keepsake for your guests.

Plan activities for guests and plus-ones. Not all reunion attendees will be alumni; many will bring spouses, friends, or even children who might not be familiar with your school. Make sure to include some general activities that everyone can enjoy, such as:

• Dancing
• Great food and drinks
• Athletic games like a softball match, three-legged race, or kickball
• Classic party games such as Charades, Twister, or cornhole

• Keep in mind that not all classmates may attend. A turnout of just one-third of the class can still be considered a success. Don't feel disheartened if attendance is lower than expected; life happens, people move, and everyone has busy schedules. However, be mindful not to book a venue that's too costly, as a smaller turnout could strain your budget.
• If alcohol is being served, ensure that the bartender is both licensed and insured. It's crucial to check IDs to avoid serving alcohol to underage guests. To promote safety, consider offering transportation options like a party bus, taxi service, or nearby hotel accommodations. You might also want to stop alcohol service an hour before the event concludes to give guests time to sober up before heading home.