Whether you're a brand new Reunion Coordinator or you've been organizing reunions for your group for decades, this is your resource source! Here you'll find ideas, templates, tools, and answers to questions large and small. But most importantly, you'll learn how to contact the Reunions Team - the friendly folks within Queen's Alumni Relations who are dedicated to making the planning and execution of your reunion smooth, enjoyable, and successful!
Those of you who have been Reunion Coordinators in previous years will already be familiar with Carey Morrison, Alumni Officer, Reunions. As of July 7, Carey has returned to the position after a year of maternity leave, and will be the main point of contact for all Reunion Volunteers moving forward. Carey can be reached by emailor by phone at 613-533-6000 ext. 74599.
Kathryn Vilela is moving to a new position as Alumni Relations Coordinator, and is happy to report that Homecoming will still be a big part of her portfolio.
As of March 18, 2014, all the hotel blocks that had been held by Alumni Relations have been booked by reunioning classes and groups. However, if you're a Reunion Coordinator still on the hunt for rooms for your class or group, don't despair! Check this search link for potential options for hotels, motels, and inns in and around Kingston.
Be sure to read through your Volunteer Role Description, ask the Reunions Officer if you have any questions, and submit the signed form to the Reunions Team.
Forming a group of key reunion planning volunteers is a great way to get people involved, and to share responsibilities and tasks. These general Volunteer Role Descriptions describe positions that are often incorporated into Reunion Planning Committees, but if they don't quite fit your particular group's needs, feel free to talk to the Reunions Officer about tweaking them. If you are coordinating your reunion as a "one-person committee" that is fine as well - many wonderful reunions are organized by a single Reunion Coordinator.
If you're looking for a particular document or form that you don't see linked here, contact the Reunions Officer for the solution.
Together, we can adapt the following communication templates to suit your group's plans and your own personal style.
For Tricolour Guard classes (50th reunion or greater), ONE communication piece (any of the three) can be sent out by both email and "snail-mail" to classmates who do not have an active email address.
The Reunions Team can create and maintain a class webpage for your group, which will exist as part of the main Queen's Alumni website. Many groups choose to use their webpage as a central hub of reunion information, including: event dates, details, and costs; reminders for RSVP deadlines; contact information for the Reunion Coordinator; updates on the group's philanthropic activity with a link to donate online; and a current list of classmates for whom Queen's does not have contact data. Some classes even choose to use their page to have photos, bios, and memorials posted. Contact the Reunions Officer to ask about how your class webpage could function best to keep your class connected.
You are also welcome to use external networks such as Facebook or LinkedIn to keep everyone updated and in touch, and we can use your Queen's class webpage to link to these pages if desired. You can determine what methods you think would be most effective for reaching out to your group. As always, the Reunions Officer can advise you on what has worked well for other similar groups in the past.
Queen's offers custom packages for the 5th anniversary (as the first official reunion for a class or group), the 25th (known as the Cha Gheill Anniversary), and 50th+. When a class or group reaches their 50th anniversary, they become part of a specially honoured group called the Tricolour Guard. Members of the Tricolour Guard are welcomed to reunion every year if they wish.
If your class or group is celebrating one of these milestone anniversaries, the Reunions Officer can work with you to incorporate the custom package into your own overall reunion plans.
Alumni Volunteer Summit (AVS) is a two day conference April 4 - 5 offering opportunities to connect, enrich, educate and celebrate Queen’s volunteers. Plenary and interactive sessions will feature inspirational Queen's world-class instructors from the Industrial Relations Centre and Queen's School of Business, as well as a renowned, award winning, volunteer leadership expert from United Way.
Learn more about this exciting (and at $60 for the whole weekend, very affordable) enrichment opportunity by visiting the AVS website. We were delighted to have Reunion Planning Committee members from a number of Queen's classes attend AVS 2014. In addition to the great speakers and sessions, your committee might even want to consider using the weekend as an opportunity to get together as a group and do some event brainstorming or logistics-planning in Kingston while you're here!
If your timing doesn't match this suggested outline, don't let this discourage you from making plans. The Reunions Team will work with you to set your event planning in motion on a schedule that works for you.