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Everything You Ever Wanted To Know About Reunion

Everything You Ever Wanted To Know About Reunion. Heather MacLean & Cindy Tashjian. Introductions . Heather MacLean Director of Events Cindy Tashjian Assistant Director of Events. Agenda. Reunion Timeline Reunion Weekend Overview Roles and Responsibilities Class Locations Meals

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Everything You Ever Wanted To Know About Reunion

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  1. Everything You Ever Wanted To Know About Reunion Heather MacLean & Cindy Tashjian

  2. Introductions Heather MacLean Director of Events Cindy Tashjian Assistant Director of Events www.wellesley.edu/alum

  3. Agenda • Reunion Timeline • Reunion Weekend Overview • Roles and Responsibilities • Class Locations • Meals • Handicap Accessibility • Off-Campus Housing • Student Staff • Transportation • Financial Aid/Reunion Expenses • Promoting Reunion www.wellesley.edu/alum

  4. Fall 2011 Dec 2011 Spring 2012 May 25, 2012 June 1-3, 2012 ALC/Reunion Meeting Planning Class Event Form Due Reunion Planning Commencement REUNION! Reunion 2012 Timeline www.wellesley.edu/alum

  5. Friday, June 1 • Residence Hall Decoration/Welcome Table • Packet Distribution • Central Registration • Faculty Lectures/Tours • Social Hour • Stepsinging • Friday Night Class Dinner • All-Class Dance Party www.wellesley.edu/alum

  6. Saturday, June 2 • PERA-sponsored morning activities • Breakfast • Class Meeting • Class Programming (optional) • Children’s Activities • Faculty Lectures, Open Houses, Tours • Saturday Lunch • Social Hour • Saturday Dinner www.wellesley.edu/alum

  7. Sunday, June 3 • Breakfast • Multifaith Worship Service • Alumnae Parade • Annual Meeting of the Alumnae Association • Class Picnic • Reunion ends at 4 PM www.wellesley.edu/alum

  8. Roles and Responsibilities • Reunion Chair • Reunion Treasurer • Residence Hall Chair • Programming Chair • Social Hour Chair • Class Dinner Chair • Sunday Picnic Chair • Insignia Chair • Parade Marshal www.wellesley.edu/alum

  9. Assignment of Class Locations • Changes in class locations and challenges with space constraints • Headquarters and meal locations • Other campus spaces must be requested and approved by the WCAA www.wellesley.edu/alum

  10. Class Locations www.wellesley.edu/alum

  11. WCAA Sponsored Meals • Friday Dinner • Includes wine, linen, tables, chairs, and staff • Overnight accommodations in the residence halls include breakfast • Saturday Lunch www.wellesley.edu/alum

  12. Handicap Accessibility • Handicap Van • Wheelchairs available • Challenges on Campus • Alumnae needing full-time assistance www.wellesley.edu/alum

  13. Off-Campus Housing • Partnership with the Crowne Plaza • 2011 Rate: $117/night, plus taxes • Transportation • From College to Hotel • From Airport to Hotel www.wellesley.edu/alum

  14. Student Staffing • One student resident hostess is assigned to each class for the entire weekend • Additional student assignments are based on availability and class needs as determined by the student resident hostess • Class is not charged for students • Remember: students are helpers, not professional staff • Share stories with students! www.wellesley.edu/alum

  15. Transportation On-campus • Buses • Golf Carts • Handicap Van www.wellesley.edu/alum

  16. What can you do… • Find lost classmates. President has a lost list in her packet • Send newsletter this fall with reunion excitement. Check to make sure classmates received the email (double-checking contact info) • Return class event form to WCAA by the December 1st deadline • Meet deadlines… • Educate classmates on Financial Aid availability • Educate classmates on WCAA reunion expenses www.wellesley.edu/alum

  17. Financial Aid • Publicize, Publicize, Publicize!! • Broadcast emails • Newsletters • How to set up a financial aid fund • We are here to help • Sample financial aid budgets are in your packets www.wellesley.edu/alum

  18. Change in Registration Fee • Early registration: $40 • Late registration: $60 • The WCAA asks classes to include $15 in class fees to cover liquor, decorations, and miscellaneous class needs. • Suggest adding $10 to Saturday Dinner and $5 to Insignia www.wellesley.edu/alum

  19. Reunion Subsidization: by College and WCAA • WCAA does not make money on Reunion • Union Overtime: $40K • Tents: $25K • Transportation: $25K • Student Staffing $25K • Security/Parking: $13K • Reunion promotion: $20K • Table/Chair Rental: $10K • Sound/Lights: $10K • Other: $30K+ TOTAL $198K+++ www.wellesley.edu/alum

  20. Reunion Cash Flow WCAA collects all monies for reunion Early April – class sent first advance Mid May – class sent “rest of funds” Withholding: liquor, financial, misc. expenses Summer – final reconciliation

  21. Don’t Forget… • Registration packets include a WCAA reusable tote bag and a water bottle • Irons, clothes hangers, soap, shampoo • Your class banner will be in your headquarters box upon arrival • The WCAA also provides a corkscrew, bottle opener, scissors, tape, paper, and pens • Insignia can be mailed directly to the College (address is in your packet)

  22. Promoting Reunion WCAA Save-the-Date” postcard – Late Sept/early October Online Registration email – February 1 Reunion promotion mailing – March On-going emails – Feb-May Class Newsletters Emails Phone calls

  23. Questions? www.wellesley.edu/alum

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