A little structure now leaves more time to reconnect later. Use these windows as a starting point; venue availability and reunion size may change your schedule.
12–18 months before
Bring your committee together
- Form your committee and reconnect with classmates.
- Estimate how many people may attend.
- Compare possible dates and venues.
6–12 months before
Lock in the essentials
- Confirm the venue and budget.
- Divide responsibilities among your committee.
- Send save-the-dates.
3–6 months before
Invite your class
- Send invitations and open RSVPs.
- Set a clear payment deadline.
- Arrange food, music, and photography.
30 days before
Confirm the details
- Follow up with undecided guests.
- Check vendor deadlines and accessibility needs.
- Review the event schedule.
Final week
Get ready to welcome everyone
- Confirm counts and print the check-in list.
- Pack your supplies.
- Assign setup and cleanup roles.
After the reunion
Finish well
- Close out expenses.
- Thank your volunteers.
- Collect suggestions for next time.
Start with three decisions
Agree on who the event is for, roughly how many people may attend, and what kind of evening you want. A casual restaurant gathering and a catered ballroom reunion need different budgets and lead times. Ask about dates and price comfort before you put down a deposit.
Give every task an owner
- Committee lead: keeps the schedule and records decisions.
- Money lead: tracks quotes, commitments, payments, and receipts.
- Outreach lead: maintains the class contact list and follows up on responses.
- Event lead: coordinates the venue, suppliers, setup, and day-of schedule.
One person can cover more than one role. What matters is that each task has an owner and a due date.
Build a day-of run sheet
Write down arrival times, deliveries, room setup, check-in, food service, announcements, the group photo, and cleanup. Give each job a contact person. Leave breathing room between activities so guests can do what they came for: reconnect.
Planning with less than three months?
Choose a simpler event. Prioritize a workable date, a venue with clear terms, a payment method, and direct invitations. Use digital communications and avoid custom orders until quantities and delivery dates are confirmed. A well-organized gathering can be memorable without elaborate entertainment or decorations.
Before you commit
Check deposit and refund terms, minimum spending requirements, venue capacity, accessibility, final-count deadlines, and what is included in each quote. Keep important decisions in one shared document instead of scattering them across messages.