Event Planning Guide

When you plan to hold a reunion where you can reconnect with others who shared in your service or mission experience, here are some guidelines and suggested time frames.

Planning group
A host group close to the meeting location should arrange lodging, meals, hospitality, etc. For large reunions separate planning groups can work with program planning and local arrangements. Mix formal and informal times; consider having a reunion theme; include guest speakers or resource people of interest from the staff of Mennonite Mission Network, and focus the event on the activity of God in people's lives then and now.

First mailing with proposed date
The first mailing, information and invitation, should go out nine months to a year before the intended reunion. Smaller groups often test dates to assure maximum participation. Include a list of the names for whom there are no current addresses as networking will allow many updates and reunions should be as inclusive as possible.

Projected attendance
Ask invitees to indicate whether they definitely plan to attend, have made tentative plans, or definitely cannot attend. This will help your planning group to arrange for an appropriate number of people.

Budget
Develop a reunion budget and determine how to divide costs between participants. Inflate your budget by 15-20% as reunions typically encounter unanticipated expenses. Large reunions have opened reunion checking accounts to make handling finances easier. Groups who meet on a regular basis may wish to do this too.

Special project
Some reunion groups enjoy adopting a special ministry project as the focus for their reunion. Consult with the alumni office for more information.

Registration mailing
A mailing with complete registration and cost information should go out three to four months before the event. Give a clear registration deadline. Request a down payment to provide operating funds for the reunion planners if necessary.

Confirmation mailing
For those who have registered, send directions, schedule, and program if available. For smaller events, this may all be included in the registration mailing.

Program booklet
Reunion attendees want to know as much as they can about acquaintances, how to be in touch with them, and what they are doing. Sometimes a handout can provide these.