Organize a Reunion Committee

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Organize a Reunion Committee

Being involved in the planning of a reunion is the best way to ensure that you have an especially memorable experience. As a member of the committee, you will have a voice in the decisions of the various activities and other aspects that go into the planning of the event. You will also be privy to wonderful photographs, memorabilia, and interesting information that makes their way into the hands of the committee. These can be great perks. But be careful what you wish for, as organizing a great reunion takes time and commitment.

No matter the size of the event, you should have an Executive Committee that takes care of the basics-event organizing, managing committee meetings, accounting, invitations, communications, food, childrens activities, and record keeping.

If you are planning a small reunion (50 people or less?), then it can be one person. That is more than likely you! Larger reunions will require more people to coordinate projects such as a reunion memory book, entertainment, classmate/family outreach, videography, photography, memorabilia, decorations, music, website creation, etc. In addition to committee members, every reunion needs its share of volunteers and contributors, who are not members of the committee, but help from time to time as the planning and event progresses.

Choosing the leader is the first step. Every organization has to have a leader--someone that everyone respects and will listen to, and the reunion committee is no exception. The committee chairperson is responsible for:

Scheduling committee meetings and notifying the members of those meetings

Presiding over meetings and maintaining the peace

Making a list of volunteers and their job assignments

Keeping a calendar of finished tasks and unfinished business

Motivating people to follow through

Perhaps making an executive decision when one is necessary

Once the chairperson and the committee is determined, there needs to be some ground rules that all members must adhere to. Here are some examples:

Positive communication amongst the members

Attendance at meetings is pretty much mandatory-barring emergencies of course

Do not make promises you cannot keep

Follow through on assigned tasks

Be prepared to provide progress at each meeting

Understand that you are all working towards one common goal

Don't be afraid to ask for help

Do not create more work for someone else, and speak up if someone is creating more work for you

If something goes wrong, work towards a solution without blaming anyone

Do not let personality differences create problems

Communicate responsibly amongst members of the committee

When all is said and done, the importance of a finely tuned, hard working committee, with effective leadership cannot be overstated. Additionally, there is no doubt that group dynamics can affect any committee, but if your committee can establish its own set of ground rules and work towards productive meetings and effective communications, then more will be accomplished in shorter time, and the result will be a spectacular and memorable reunion event-with less gray hair and sleepless nights!

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