HAA Best Practices Wiki - User contributions [en]

Class Talent Show

2008-02-05T21:42:46Z

Whbean:

==Talent Show==

I've been asked to discuss our Talent Show, what we call the Cabaret. We in '68 did our first Cabaret at our 15th Reunion and have done one every reunion since then. Presently, we are well under way towards our sixth Cabaret for our 40th Reunion (October 11, 2008).

Several points of advice.

*The key person is someone musical, in our case, Peter Larson, who can play the piano very well, indeed.
*Then, it is nice to have an organizing team, which might be one, two, or three other people to set it all up.
*It is essential to reserve a performance space ASAP. We reserved our performance space two years in advance.
*It is also essential to recruit the performers starting two years in advance.
*The final key piece is a technical director. Tom Morgan, Technical Director of College Theater at Harvard, can help you find that person.

With that basis, you are ready to roll. Plan on three hours to rehearse. And make certain that each set is short, 5-10 minutes ideally. That allows for more performers and if someone is having a bad night, well, it's over soon. And never, ever run more than two hours. After two hours, you are virtually guaranteed to lose your audience. Above all, have fun. The Cabaret has brought classmates back to the reunion who wouldn't otherwise have come, has been a joy to participate in and to share with the class, and has been pivotal in building the class into a vibrant community.

Enjoy! Ed Kovachy '68 EdKovachy@aol.com

Feature List for Outstanding Class Web Sites

2007-07-27T20:38:42Z

Whbean:

This page is a list of features that we'd like to have readily available for all class web sites. Please ad/edit features. Comments/questions go on the 'discussion' page.

* List of individuals planing to attend upcoming reunions. With an indication of which ones have registered.

* Schedule for upcoming reunon.

* Ability for classmates to upload photographs, and gallery software to display them. (They will probably need to be moderated before display.)

* Log in facility to protect certain pages. Some classes have done this in a way that also captures email addresses. Ideally we should be able to log in through post.harvard.edu and have access to classmates email addresses separately. The log in through post.harvard.edu is available if you have access to server-side scripting.

* Ability to survey classmates. '71 has used [http://www.surveymonkey.com/ Survey Monkey] for this.

* Ability to sell merchandise. If we got several classes together then we might find a supplier to handle fulfillment/credit-card processing for us.

* List of classmates web sites (business and personal) and a way for classmates to add their sites themselves.

Webmasters' Corner

2007-07-27T20:37:21Z

Whbean:

Here's a good place to share information with other Webmasters, or to poke around if you are just getting started. The list of other class Web sites is a useful resource since you can see what others have done. Some particularly interesting sites are the classes of 1971, 1972, 1977 (please add your own favorites to this list!)

* [http://post.harvard.edu/class/html/jclass_sites.html List of class pages]
* [[How to Organize a Class Web page]]
* [[Class Web Sites|Class of '65 case study]]
* [[Securing Pages Behind post.harvard.edu]]
* [[Feature List for Outstanding Class Web Sites]]

Main Page

2007-07-27T19:54:30Z

Whbean:

Practical Hints & Case Studies

2007-07-27T19:53:55Z

Whbean: New page: * Symposia * Reunion Favors * Memorial Services * Museum Tours * Raising Funds to Subsidize Reunions

* [[Symposia]]
* [[Reunion Favors]]
* [[Memorial Services]]
* [[Museum Tours]]
* [[Raising Funds to Subsidize Reunions]]

Main Page

2007-07-27T19:53:42Z

Whbean:

Vendors

2007-07-27T19:53:09Z

Whbean: New page: * Caterers * Reunion Venues * Entertainers * Boston-Area Child Care Services * Hotels in the Boston/Cambridge Area * Miscellaneous Suppliers

* [[Caterers]]
* [[Reunion Venues]]
* [[Entertainers]]
* [[Boston-Area Child Care Services]]
* [[Hotels in the Boston/Cambridge Area]]
* [[Miscellaneous Suppliers]]

Main Page

2007-07-27T19:52:57Z

Whbean:

Class Communications

2007-07-27T19:52:23Z

Whbean: New page: * Electronic Communications * How to Start a Class Newsletter * How to Coordinate a Reunion Survey * How to Organize a Class E-Mail List * [[How to Organize a Class Web pag...

* [[Electronic Communications]]
* [[How to Start a Class Newsletter]]
* [[How to Coordinate a Reunion Survey]]
* [[How to Organize a Class E-Mail List]]
* [[How to Organize a Class Web page]]
* [[Improving Classmate Communications...]]
* [[How to Plan an "All Cities Simultaneous" Gathering]]
* [[How to Plan a Class Dinner]]

Main Page

2007-07-27T19:52:11Z

Whbean:

Reunion and Class Report Planning Guides

2007-07-27T19:51:37Z

Whbean: New page: * Senior Class Committee * "Junior" Reunion (5th, 10th, 15th, 20th) * 25th Major Reunion * 35th Major Reunion * 50th Major Reunion * [[Fall Reunions (30th, 40th, 45th)]...

* [[Senior Class Committee]]
* [["Junior" Reunion (5th, 10th, 15th, 20th)]]
* [[25th Major Reunion]]
* [[35th Major Reunion]]
* [[50th Major Reunion]]
* [[Fall Reunions (30th, 40th, 45th)]]
* [["Senior" Reunion (55th, 60th, 65th)]]

Main Page

2007-07-27T19:51:25Z

Whbean:

Feature List for Outstanding Class Web Sites

2007-07-27T19:50:11Z

Whbean: New page: This page is a list of features that we'd like to have readily available for all class web sites. Please ad/edit features. Comments/questions go on the 'discussion' page. * List of indi...

This page is a list of features that we'd like to have readily available for all class web sites. Please ad/edit features. Comments/questions go on the 'discussion' page.

* List of individuals planing to attend upcoming reunions. With an indication of which ones have registered.

* Ability for classmates to upload photographs, and gallery software to display them. (They will probably need to be moderated before display.)

* Log in facility to protect certain pages. Some classes have done this in a way that also captures email addresses. Ideally we should be able to log in through post.harvard.edu and have access to classmates email addresses separately. The log in through post.harvard.edu is available if you have access to server-side scripting.

* Ability to survey classmates. '71 has used [http://www.surveymonkey.com/ Survey Monkey] for this.

* Ability to sell merchandise. If we got several classes together then we might find a supplier to handle fulfillment/credit-card processing for us.

* List of classmates web sites (business and personal) and a way for classmates to add their sites themselves.

Webmasters' Corner

2007-07-27T19:40:53Z

Whbean:

Here's a good place to share information with other Webmasters, or to poke around if you are just getting started. The list of other class Web sites is a useful resource since you can see what others have done. Some particularly interesting sites are the classes of 1972, 1977 (please add your own favorites to this list!)

* [http://post.harvard.edu/class/html/jclass_sites.html List of class pages]
* [[How to Organize a Class Web page]]
* [[Class Web Sites|Class of '65 case study]]
* [[Securing Pages Behind post.harvard.edu]]
* [[Feature List for Outstanding Class Web Sites]]

WikiChair guide

2007-07-27T19:39:10Z

Whbean:

The WikiChair’s job is to facilitate use of the HAABestPractices wiki. Since this is a new job, we need to work out how best to do this. Please add your experience to this page. Here are some suggestions to get us started:

* Make sure that the members of your committee know about the wiki and how to access it. Be sure to tell them that they are free to contribute new material or to edit existing material.
* Give a quick tour of the wiki and what’s available. (Perhaps your HAA staff contact could arrange for a computer and projector at the meetings?}
* Wiki editing can look intimidating. Give people a short demo and hand out a “how to get started” page.
* Point out that the pages can be used to communicate within the committee.
* Make sure the meeting schedule is posted. Also post the agenda for each meeting prior to the meeting.
* At the wrap-up meeting after the reunion encourage people to add their experience and tips to the site.

===Security===

At the moment anyone can create an account on the HAA Best Practices wiki and, once they have an account they can create or edit articles. If we run into problems with unwanted edits then we may move the site behind the post.harvard.edu login.

Symposia Topics

2007-07-24T19:34:46Z

Whbean:

* [[Counter-Terrorism(National Security) and Civil Liberties]]
* [[Career Changes - "And for my next act"]]
* [[Why is it so difficult to protect the environment]]
* [[Medical Advances or Retreats]]
* [[Technology]]
* [[Devolution of Mass Media - what's happening to Print Media, what does it mean]]
* [[Globalization]]
* [[Different Career Paths]]
* [[Careers in Service to Humanity]]
* [[talking with Rob Fox]]
[[talk: 6740 symposia comments | Comments]]

Main Page

2007-05-23T16:00:17Z

Whbean:

Fall Promotion and Marketing

2007-05-15T16:49:39Z

Whbean: Removed link to Fall Reunions, this page is shared, we don't know where they came from.

==Mailings==
The reunion co-chairs are responsible for authoring at least two or three mailings to classmates prior to the reunion. The letters should include a balance of nostalgia about the past with a hint of the new to arouse classmate's curiosity about returning to Cambridge. The three mailings should include the following information:

===Fall/Winter mailing===
(Combine this with the initial Class Report mailing and save $$$)
#Announce "Save the dates" for reunion week.
#Announce fall pre-reunion events (area luncheons, local events).
#Include the first class report questionnaire and information regarding the cost of the book. In order to do this the mailing must be coordinated with the Class Report Office.
#Ask for volunteers to help with planning the reunion.
#Mention the role of long-distance classmates: a) planning regional pre-reunion events, or; b) serving as members of the national class network.
#Include a return card with intent to attend the reunion.

===April/May letter===
#Present a draft schedule of reunion events, including locations and times.
#List names of classmates who plan to attend the reunion (if available).
#Include a reminder about the class report questionnaire for those classmates who have not responded and thank-you to those who have.
#Make a strong pitch to attend the reunion.
#Include a "Lifestyle" questionnaire if it is something the committee decides to undertake.
#If possible, design and include a carefully thought out reunion registration form that outlines costs.

===August/September mailing===
#Has a carefully written letter that makes a final appeal for attendance and presents the final schedule.
#If it was not in the May mailing, design and include a carefully thought out reunion registration form that outlines costs.
#States strongly the deadline for the return of the reunion registration form.

==Make Everyone Feel Welcome==

Why do many classmates fail to attend reunions? A late 1980's survey showed that financial considerations and the distance to travel were cited as reasons for not attending by 21%, followed closely by "couldn't get away" by 15%. A spouse not wanting to attend was a factor for 5%. The other reasons mentioned more than once were: "I didn't know if I would know anyone"; "I'm afraid everyone else is more successful"; "I'm just not the reunion type."

These statistics and comments show us that a reunion organizer has to make sure that: Everyone feels comfortable about returning; that many different circles of friends are involved in the reunion planning; and that different kinds of events are offered, so that each classmate can find some part of the reunion that appeals.

Here are some promotional hints:

#Be mindful of unmarried classmates, 10% - 15% of the class may be unmarried. This means many may feel uncomfortable at a dinner/dance without a partner. It is better to downplay the dancing and stress chatting, mingling, and the chance to meet new and old friends. Some classes have arranged pre-event gatherings for single classmates.
#Avoid language that makes everything sound family or couple oriented. If possible, make it easy for classmates to hire baby-sitters (see Appendix iii).
#A veteran reunion pro once said that the way to get lots of classmates to come is to state in every mailing "that I have no idea who is coming, and I am sure I won't know anyone either!" Others suggest including the names of those who say they hope to or plan to attend in at least one mailing. Inviting or assigning classmates to call their own friends works well, but also be sure to have them call people they have never met. A friendly caller can make a big difference convincing the reluctant classmate to come. Many people cite new friendships as one of the lasting benefits of reunions.
#Organize Reunion Committee members as a hospitality committee for each event. This small group can watch for people standing alone or looking overwhelmed. If five people are assigned to make a point of going up to newcomers and introducing themselves it makes it a lot easier for the newcomer.
#It is wise to try to avoid time conflicts for events. Make the seminars consecutive -- even if you feel that a symposium on lifestyles will interest a different group from a panel on international economics. It is not worth appointing the organizers of either event to set up a popularity contest.
#Local organizers sometimes forget that out-of-towners come to reunions partly to see old and new Harvard and Radcliffe buildings. A little nostalgia is nice and can be lost if too many events are held away from Cambridge. Try to set up events that use some old buildings, some new, some Harvard, and some Radcliffe.
#Make the nametags with BIG LETTERS, so they can be easily read from a distance, and try to somehow distinguish classmates from Harvard wives and Radcliffe husbands.
==National Class Network==
It is important to develop a nationwide network to contact classmates in person or by telephone to encourage them to attend the reunion.

The chairs of the national network should meet or speak with the co-chairs of the reunion in January or before to discuss strategy. A Harvard and Radcliffe class printout in zip code order should be requested from the HAA office early in preparation for this meeting. The class will not be charged for this service. One or two classmates should be identified in each metropolitan area of the country to whom a copy of the class printout can be sent. In larger metropolitan areas, more than two classmates may participate in the network. These classmates could be those who are working on fundraising for the colleges. Encouraging reunion attendance will give them something to say in addition to a request for a donation. The phone calls should take place immediately after the final reunion letter and registration form have been sent in early April. At this point in time it will be important to have up-to-date registration information handy so that those who have already agreed to come to the reunion will not be asked again.

Reunion Treasurer and Registration Chair

2007-05-15T16:48:06Z

Whbean:

==Reunion Treasurer and Registration Chair==

After the reunion co-chairs, the reunion treasurer and registration chair are two of the most important positions on the reunion committee. These positions are critical to the success of the reunion. The duties are not easily divisible, so one Harvard or Radcliffe classmate should serve as the reunion treasurer and/or registration chair. The Harvard or Radcliffe class treasurer may be appointed to fill this role, or the reunion co-chairs may choose another classmate. The reunion treasurer and registration chair must be available in the two months prior to the June reunion to receive the registration forms and checks as they are returned by classmates, record this data accurately, deposit the checks, and pay reunion bills as they become due. However, with the advent of on-line registration, much of the manual labor previously required of the registration chair has been removed.

Specific duties of the reunion treasurer and registration chair include the following:

#The reunion treasurer opens a bank/checking account for the reunion using the tax I. D. number of the class. If you do not know what that number is, the HAA keeps a list on file. Funds to open this account can come from the regular class account. Although some classes have handled reunion financial activity through their regular class account, it is recommended that a separate reunion account be established in the name of the Harvard and Radcliffe Class reunion. After the reunion, any surplus in this account should then be returned to the Harvard and Radcliffe class treasury. Joint reunion classes that are separate Harvard and Radcliffe classes may wish to leave the joint account open between reunions to fund joint activities and to have funds available at the start of planning for the next reunion. In addition to the reunion treasurer, the reunion co-chairs and a regular Harvard and/or Radcliffe class officer should have access to the reunion account. It is also a good idea to have an administrator from the HAA as co-signature.
#The reunion treasurer works closely with the reunion co-chairs, the individual event chairs, and the HAA and RA staffs to develop the reunion budget with all expenses and contingencies included. After the budget is completed, the treasurer and reunion co-chairs decide on the pricing strategy for the registration mailing. See Section VI on the reunion budget for more on this subject and see Appendix iv for a worksheet.
#The reunion treasurer works with HAA staff to make sure all reunion bills are paid as they become due. Payments can be made directly from the class account or by the HAA using the receipts from the on-line registration form. If deposits are required prior to the reunion in amounts that exceed available funds, the treasurer may ask the HAA for advances to cover these deposits.
#The reunion treasurer receives all “paper” registration returns and checks from classmates as they sign up for the reunion, deposits the checks, and turns the registration forms over to the registration chair. It is also possible for the registration chair to receive the “paper” returns and submit the checks to the reunion treasurer. The reunion replies can be directed to an office or home address, whichever is most convenient for the designated recipient. Most registration chairs create reunion databases on their computers to simplify the registration and record keeping process. Important information to keep updated includes the following:
##An alphabetical list of all that have returned registration forms, including the events for which they are registered.
##A detailed count for each event so accurate guarantees may be given to purveyors at the appropriate deadlines.
##The database used should be compatible with the one generated by the on-line registration form.
#As the reunion draws near, the registration chair should plan for an organized registration process from the beginning of the reunion and at each event to follow. The registration chair should enlist the help of classmates to prepare packets for each reunion participant including badges, event tickets, up-to-date schedule, maps, and any other information deemed appropriate. The more complete these packets are prior to the reunion, the simpler and faster registration will proceed at the early events. In addition to the registration packets, separate lists of classmates attending by event should be available as a cross-reference. All should be planned so that someone other than the registration chair can understand and oversee the registration process when the registration chair is not available. This gives the treasurer and/or registration chair an opportunity to enjoy the reunion.
#For registration itself, the treasurer and/or registration chair should recruit several committee members to cover registration at each event. Four or more should staff the registration desk for early events. The HAA will assign two students, at no cost to the class, to help you throughout the reunion. A classmate to assist the student help and greet classmates as they arrive, however, should always oversee the registration desk. The registration chair (not the student help) is responsible for making sure the registration materials get moved from one event to the next. Event chairs and registration chairs should arrive early at each location.
#At the end of the reunion, the treasurer's responsibilities continue until the reunion accounts are closed, all bills are paid, and a final report has been submitted to reunion officers and the HAA.

It should be clear from the foregoing job description that the reunion treasurer and registration chair must be highly organized and disciplined people with the time necessary to manage the financial and registration details of the reunion. In order to keep the job from becoming too great a burden for one person, as the reunion approaches, it is a good idea to recruit classmates to help prepare registration materials and to staff each registration table with committee members during the reunion. Computer assistance and the treasurer's or registration chair's own office help, if available, can also lighten the workload.

Printable Senior Reunion Guide

2007-05-15T16:44:47Z

Whbean:

{{:Senior Reunion Format and Schedule}}

{{:Reunion Organization}}

{{:Reunion Co-Chairs}}

{{:Senior Promotion and Marketing}}

{{:Reunion Treasurer and Registration Chair}}

{{:The Reunion Budget}}

{{:Police, Security, Medical Emergencies, & Insurance}}

{{:Senior Reunion Housing}}

{{:Senior Children at Reunions}}

{{:The Class Report and Class Report Chair(s)}}

{{:Individual Event Planning}}

{{:Pre-Reunion Events and Return to Harvard Day}}

{{:Catering and Beverage Service}}

{{:Symposia and Seminars}}

{{:Reunion Memorabilia}}

{{:Senior Services of Harvard Alumni and Radcliffe Alumnae Offices}}

{{:Senior Who's Who & Some of the Things They Do}}

{{:Caterers}}

{{:Entertainers}}

{{:Boston Area Child Care Services }}

{{:Budget Worksheet}}

Printable Senior Reunion Guide

2007-05-15T16:43:19Z

Whbean:

{{:Senior Reunion Format and Schedule}}

{{:Reunion Organization}}

{{:Reunion Co-Chairs}}

{{:Promotion and Marketing}}

{{:Reunion Treasurer and Registration Chair}}

{{:The Reunion Budget}}

{{:Police, Security, Medical Emergencies, & Insurance}}

{{:Senior Reunion Housing}}

{{:Senior Children at Reunions}}

{{:The Class Report and Class Report Chair(s)}}

{{:Individual Event Planning}}

{{:Pre-Reunion Events and Return to Harvard Day}}

{{:Catering and Beverage Service}}

{{:Symposia and Seminars}}

{{:Reunion Memorabilia}}

{{:Senior Services of Harvard Alumni and Radcliffe Alumnae Offices}}

{{:Senior Who's Who & Some of the Things They Do}}

{{:Caterers}}

{{:Entertainers}}

{{:Boston Area Child Care Services }}

{{:Budget Worksheet}}

Printable Senior Reunion Guide

2007-05-15T16:40:55Z

Whbean: New page: {{:Senior Reunion Overview }} {{:Senior Reunion Format and Schedule}} {{:Reunion Organization}} {{:Reunion Co-Chairs}} {{:Promotion and Marketing}} {{:Reunion Treasurer and Regi...

{{:Senior Reunion Overview }}

{{:Senior Reunion Format and Schedule}}

{{:Reunion Organization}}

{{:Reunion Co-Chairs}}

{{:Promotion and Marketing}}

{{:Reunion Treasurer and Registration Chair}}

{{:The Reunion Budget}}

{{:Police, Security, Medical Emergencies, & Insurance}}

{{:Senior Reunion Housing}}

{{:Senior Children at Reunions}}

{{:The Class Report and Class Report Chair(s)}}

{{:Individual Event Planning}}

{{:Pre-Reunion Events and Return to Harvard Day}}

{{:Catering and Beverage Service}}

{{:Symposia and Seminars}}

{{:Reunion Memorabilia}}

{{:Senior Services of Harvard Alumni and Radcliffe Alumnae Offices}}

{{:Senior Who's Who & Some of the Things They Do}}

{{:Caterers}}

{{:Entertainers}}

{{:Boston Area Child Care Services }}

{{:Budget Worksheet}}

Main Page

2007-05-15T01:03:36Z

Whbean: Class dinner appeared twice!

<big>'''HAA Best Practices Wiki'''</big>

Here you will find information on other classes' experiences with reunions and other events; what worked, what didn't work, which suppliers were good, where there were problems.

Please feel free to add your own experience or comment on what others have written. If you need help with editing Wiki pages consult the [http://meta.wikimedia.org/wiki/Help:Contents User's Guide.]


'''Reunion and Class Report Planning Guides'''

* [[Senior Class Committee]]
* [["Junior" Reunion (5th, 10th, 15th, 20th)]]
* [[25th Major Reunion]]
* [[35th Major Reunion]]
* [[50th Major Reunion]]
* [[Fall Reunions (30th, 40th, 45th)]]
* [["Senior" Reunion (55th, 60th, 65th)]]

'''Class Communications'''

* [[Electronic Communications]]
* [[How to Start a Class Newsletter]]
* [[How to Coordinate a Reunion Survey]]
* [[How to Organize a Class E-Mail List]]
* [[How to Organize a Class Web page]]
* [[Improving Classmate Communications...]]
* [[How to Plan an "All Cities Simultaneous" Gathering]]
* [[How to Plan a Class Dinner]]

'''Vendors'''
* [[Caterers]]
* [[Reunion Venues]]
* [[Entertainers]]
* [[Boston-Area Child Care Services]]
* [[Hotels in the Boston/Cambridge Area]]
* [[Miscellaneous Suppliers]]

'''Practical Hints & Case Studies'''

* [[Symposia]]
* [[Reunion Favors]]
* [[Memorial Services]]
* [[Museum Tours]]
* [[Class Web Sites]]
* [[Raising Funds to Subsidize Reunions]]

'''Reunion Committee Pages'''
* 2007 - Fall
** [[1967 - 40th]]

File:HAASeniorBudget.doc

2007-05-15T00:44:29Z

Whbean:

File:HAASeniorBudget.DOC

2007-05-15T00:43:57Z

Whbean: HAA Senior Reunion Sample Budget

HAA Senior Reunion Sample Budget

Senior Budget Worksheet

2007-05-15T00:42:21Z

Whbean: New page: The following link will allow you to access a Microsoft Word file with a sample budget for a Senior Reunion. {{doc|HAASeniorBudget.doc|Sample budget for a Senior Reunion}} To modify this...

The following link will allow you to access a Microsoft Word file with a sample budget for a Senior Reunion.

{{doc|HAASeniorBudget.doc|Sample budget for a Senior Reunion}}

To modify this document:

*Open the link and edit the file on your computer;
*Save the file on your computer with the ''same name'' (HAASeniorBudget.doc);
*Use the 'Upload file' link in the toolbox to the left to upload your edited version.

"Senior" Reunion (55th, 60th, 65th)

2007-05-15T00:41:13Z

Whbean:

__NOTOC__
===[[Printable Senior Reunion Guide|Printable Version of the entire Fall Reunion Guide]]===

[[Senior Reunion Format and Schedule|Reunion Format and Schedule]]

[[Senior Reunion Organization|Reunion Organization]]

[[Reunion Co-Chairs]]

[[Senior Promotion and Marketing|Promotion and Marketing]]

[[Reunion Treasurer and Registration Chair]]

[[Senior The Reunion Budget|The Reunion Budget]]

[[Police, Security, Medical Emergencies, & Insurance]]

[[Non-Junior Reunion Housing|Reunion Housing]]

[[Senior Children at Reunions|Children at Reunions]]

[[The Class Report and Class Report Chair(s)]]

[[Individual Event Planning]]

[[Pre-Reunion Events and Return to Harvard Day]]

[[Catering and Beverage Service]]

[[Symposia and Seminars]]

[[Reunion Memorabilia]]

[[Senior Services of Harvard Alumni and Radcliffe Alumnae Offices|Services of Harvard Alumni and Radcliffe Alumnae Offices]]

[[Senior Who's Who & Some of the Things They Do|Who's Who & Some of the Things They Do]]

[[Caterers]]

[[Entertainers]]

[[Boston Area Child Care Services]]

[[Senior Budget Worksheet]]

Senior Who's Who & Some of the Things They Do

2007-05-15T00:40:40Z

Whbean: New page: '''Hoopes Wampler''' Director of College Alumni Programs Classes & Reunions Harvard Alumni Association 124 Mount Auburn Street, 6th floor Cambridge, MA 02138 617-495-2555<...

'''Hoopes Wampler'''
Director of College Alumni Programs Classes & Reunions 
Harvard Alumni Association 
124 Mount Auburn Street, 6th floor 
Cambridge, MA 02138 
617-495-2555 
Fax: 617-495-0434 
Assistant: '''Blake Walsh'''

* Oversees all Harvard Reunion programs and progress.

'''Justin Micomonaco''' 
Assistant Director for Classes & Reunions 
45th, 50th, & 55th Reunion Coordinator 
PHONE: 617-495-5301 
FAX: 617-496-0338 

* Oversee reunion programs and progress;
* Reserves Harvard buildings and makes arrangements pertaining to their use;
* Coordinates, prepares and proofreads reunion mailings;
* Handles some beverage service arrangements;
* Works with Reunion Treasurer administrating reunion bills;
* Hires, trains, supervises, and assigns student help;
* Attends Reunion committee meetings and events;
* Distributes minutes of meetings;
* Knows the answer to all of your routine questions with regard to your reunion and past reunions.

'''Michelle Grdina''' 
Assistant Director for Classes & Reunions 
35th, 40th, 60th & 65th Reunion Coordinator 
PHONE: 617-495-5301 
FAX: 617-496-0338 

* Oversee reunion programs and progress;
* Reserves Harvard buildings and makes arrangements pertaining to their use;
* Coordinates, prepares and proofreads reunion mailings;
* Handles some beverage service arrangements;
* Works with Reunion Treasurer administrating reunion bills;
* Hires, trains, supervises, and assigns student help;
* Attends Reunion committee meetings and events;
* Distributes minutes of meetings;
* Knows the answer to all of your routine questions with regard to your reunion and past reunions.

'''Kate Moynihan''' 
Coordinator for Classes & Reunions 
Radcliffe College Alumnae Assoc. 
79 Brattle StreetCambridge, MA 02138 
617-495-8641 
FAX: 617-496-5940

* Oversees all Radcliffe reunion programs;
* Reserves Radcliffe Buildings and makes arrangements pertaining to their use;
* Attends Reunion Committee meetings and events;
* Knows the answer to all of your routine questions with regard to your reunion and past reunions and how it all relates to Radcliffe.

'''Diane MacDonald''' 
Director, Class Report Office 
124 Mount Auburn Street, 6th floor 
Cambridge, MA 02138 
617-495-2696 
FAX: 617-496-0338 

* Manages production of all Class Reports.

Senior Services of Harvard Alumni and Radcliffe Alumnae Offices

2007-05-15T00:33:27Z

Whbean: New page: ===HAA Services=== The following is a partial list of services provided by the HAA: #Assists the reunion committee in developing the overall reunion program and helps to coordinate and s...

===HAA Services===

The following is a partial list of services provided by the HAA:

#Assists the reunion committee in developing the overall reunion program and helps to coordinate and synchronize the program with Harvard sponsored events.

#Helps the reunion committee develop a reunion budget.

#Reserves University buildings and real estate for reunion events.

#Facilitates reunion mailings to classmates: You provide copy; we do the rest.

#Provides at least one staff member at every reunion committee meeting if it occurs Monday through Friday between the hours of 8:00 AM - 6:00 PM.

#Provide space for reunion committee meetings with validated parking.

#Maintains accurate reunion committee lists, reproduces minutes of meetings, and mails them to committee members prior to the next meeting.

#Hires, trains, supervises, and assigns two student helpers for each reunion.

#Handles some beverage, bar, and bartender arrangements.

#Serves as resource for suppliers such as caterers, entertainers, bands, DJs, and memorabilia companies.

#Coordinates and synchronizes all security, tent, table, and chair orders.

#The HAA will be present at each reunion event.

Senior Children at Reunions

2007-05-15T00:31:11Z

Whbean: New page: ===Senior Children at Reunions=== A Harvard reunion is a series of events for adults in an urban college environment. Most reunion events are not suitable for children nor of interest to...

===Senior Children at Reunions===

A Harvard reunion is a series of events for adults in an urban college environment. Most reunion events are not suitable for children nor of interest to them.

The HAA does not have the staff or resources available to implement child care programs for the senior reunions.

Senior The Reunion Budget

2007-05-15T00:30:20Z

Whbean: New page: ==The Reunion Budget== The class is responsible for all reunion expenses. It is imperative that enough income is received to meet all of these expenses. The reunion fee should be set hi...

==The Reunion Budget==

The class is responsible for all reunion expenses. It is imperative that enough income is received to meet all of these expenses. The reunion fee should be set high enough to generate a moderate surplus to enable the class to cover unanticipated expenses and to organize future annual events between reunions. If either the reunion itself or the Class Report runs a deficit, the class is liable and will have to find a way to pay off the deficit. Financing the Class Report is discussed under the Class Report section of this guide, but the class leadership must always bear in mind that a small surplus from the reunion can be wiped out by a whopping Class Report deficit and vice-versa.

===Reunion Expenses===

Reunion expenses fall into the following categories (see worksheet Appendix iii for more detail):

#Overhead expenses
##Publicity
###Printing
###Mailing
###Telephone
##Registration Supplies
###Printed materials: name tags, signs, registration forms, maps, programs, information sheets, and other literature
###Stationery supplies: pens, pencils, markers, note pads, masking tape, tacks, scissors, etc.
###Minimal First Aid Kit: aspirin, Band-Aids, antacid, etc.
##Transportation -- busing to and from events
##Insurance -- see section on security and liability
##Reunion memorabilia: T-shirts, ties, scarves, tote bags, etc.

#Event expenses
##Facility charges
##Rental equipment: tables, chairs, tents, dance floor, coat racks, etc.
##Audio-Visual costs: P.A. system, projection, operators
##Police, security, and entertainment and liquor permits
##Catering
###Food costs
###Service charge
###Extras (candles, china, flowers, menus, anything for which there is a surcharge)
##Bar service - (See section on Catering and Beverage)
##Set-up and clean-up.
##Music/Entertainment

#The Unknown, Uncertain, or Murphy's Law -- add at least 10%

===Reunion Income===

#Reunion fees
##Package charge
##Registration fee
##Individual event charges
#Income from beverage service if you choose to have cash bars.
#Reunion memorabilia sold at a profit.
#Subsidy from class treasury.
#Supplementary contributions (could be cash, memorabilia, give-aways, beverage, etc.) from committee members or classmates.

In planning the reunion budget, every reunion expense should be estimated and the reunion fee structure set to cover all expenses based on the minimum estimated attendance. Classmates should be able to buy the entire reunion package at a favorable price and to unbundle the package and purchase only individual events if that is their preference. The one-time registration fee would be charged in either case (see next paragraph).

===Registration and Event Fees===

A registration fee should be charged to all classmates sufficient to cover overhead expenses. This fee is charged to each classmate, but not to spouses or guests, regardless of whether they buy the package or pick from the "menu." Typically this charge has been $25-$35 per classmate, and it is our experience that it should be no less. An alternative is to charge a lower registration fee ($12-$15) from everyone, including spouses and guests. To set the registration fee the committee may wish to include some individual event costs such as police coverage, audio visual charges, some rental equipment, and/or entertainment costs, in the reunion overhead category since these costs are fixed regardless of attendance. The effect of this policy is to keep specific event fees lower.

An alternative is to charge no registration fee but to increase the cost of each specific event by a certain percentage or dollar amount to cover overhead. This method is not recommended because it generates less income than a fixed registration fee and makes the specific event charges high and consequently unattractive.

===Other Income===

The committee should not count on income from bar service, sale of reunion memorabilia, classmate contributions, or class treasury subsidies to cover a deficit due to a fee structure that is too low. There may be income from these sources, but it should be viewed as insurance and a welcome addition, not as a way to eliminate a deficit due to an artificially low fee structure. It is an inevitable permutation of Murphy's Law that a committee that is not fiscally conservative in its reunion budgeting will end up in deficit.

The HAA staff is available to work with your reunion committee to prepare the reunion budget. See Appendix iii for a budget worksheet.

===Reunion Contracts===

"Get it in writing" has never been more important than it is today. Whenever possible, a contract outlining all of the details should be secured from your suppliers. This is especially true with caterers and companies that supply reunion gift and memorabilia items. It is important that the agreement is clear and detailed and that "no stone is left unturned." This provides the reunion committee with back-up if it becomes necessary when the bills arrive. Contracts protect both suppliers and their clients from unnecessary misunderstandings.

Contracts for goods, facilities, and services may be signed by members of the reunion committee after first being authorized by the reunion chair and the HAA. '''''Alternatively, if you are not comfortable with this, a member of the HAA staff will sign contracts for the class if necessary.''''' If a deposit is required that is beyond the means of the class treasury prior to receiving income from reunion fees, the HAA will advance the deposit to the class. When such an advance is made a member of the HAA staff normally signs the contract. The reunion committee may wish to request certificates of adequate liability and Workman's Compensation insurance from contractors.

Senior Promotion and Marketing

2007-05-15T00:23:22Z

Whbean: New page: ==Reunion Mailings== The Reunion Chairman is responsible for authoring at least two, probably three, mailings to classmates prior to the reunion. The letters should include a balance of ...

==Reunion Mailings==

The Reunion Chairman is responsible for authoring at least two, probably three, mailings to classmates prior to the reunion. The letters should include a balance of nostalgia about the past with a hint of the new to arouse classmate's curiosity about returning to Cambridge. The three mailings should include the following information:

===Fall mailing===
(Combine this with the initial Class Report mailing and save $$$)

#Announce "Save the dates" for reunion week.
#Announce fall pre-reunion events (football parties, area luncheons, local events).
#Include the first class report questionnaire and information regarding the cost of the book. In order to do this, the mailing must be coordinated with the Class Report Office.
#Ask for volunteers to help with planning the reunion.
#Mention the role of long-distance classmates:
##planning regional pre-reunion events, or;
##serving as members of the national class network.
#Include a return card with intent to attend the reunion.

===January letter===
(Final text and all attachments must be at HAA by December 15)

#Present a draft schedule of reunion events, including locations and times.
#List names of classmates who plan to attend the reunion (if available).
#Include a reminder about the class report questionnaire for those classmates who have not responded and thank-you to those who have.
#Make a strong pitch to attend the reunion.
#Include a "Lifestyle" questionnaire if it is something the committee decides to undertake.
#If possible, design and include a carefully thought out reunion registration form that outlines costs.

===April mailing===
(Final text and all attachments must be at HAA by March 15)

#Has a carefully written letter which makes a final appeal for attendance and presents the final schedule.
#If it was not in the January mailing, design and include a carefully thought out reunion registration form that outlines costs.
#States strongly the mid- May deadline for the return of the reunion registration form.

==How to Make All Classmates Feel Welcome==

Why do many classmates fail to attend reunions? A late 1980's survey showed that financial considerations and the distance to travel were cited as reasons for not attending by 21%, followed closely by "couldn't get away" by 15%. A spouse not wanting to attend was a factor for 5%. The other reasons mentioned more than once were: "I didn't know if I would know anyone"; "I'm afraid everyone else is more successful"; "I'm just not the reunion type."

These statistics and comments show us that a reunion organizer has to make sure that everyone feels comfortable about returning, that many different circles of friends are involved in the reunion planning, and that different kinds of events are offered so that each classmate can find some part of the reunion that appeals.

Here are some promotional hints:

#A small % of the class may be unmarried. This means they may feel uncomfortable at a dinner/dance without a partner. It is better to down-play the dancing and stress chatting, mingling, and the chance to meet new and old friends.

#Avoid language that makes everything sound couple oriented.

#A veteran reunion pro once said that the way to get lots of classmates to come is to state in every mailing "that I have no idea who is coming, and I am sure I won't know anyone either!" Others suggest including the names of those who say they hope to or plan to attend in at least one mailing. Inviting or assigning classmates to call their own friends works well, but also be sure to have them call people they have never met. A friendly caller can make a big difference convincing the reluctant classmate to come. Many people cite new friendships as one of the lasting benefits of reunions.

#Organize Reunion Committee members as a hospitality committee for each event. This small group can watch for people standing alone or looking overwhelmed. If five people are assigned to make a point of going up to newcomers and introducing themselves it makes it a lot easier for the newcomer.

#It is wise to try to avoid time conflicts for events. Make the seminars consecutive — even if you feel that a symposium on lifestyles will interest a different group from a panel on international economics. It is not worth appointing the organizers of either event to set up a popularity contest.

#Local organizers sometimes forget that out-of-towners come to reunions partly to see old and new Harvard buildings. A little nostalgia is nice and can be lost if too many events are held away from Cambridge. Try to set up events that use some of the older and newer buildings.

#Make the name tags with BIG LETTERS, so they can be easily read from a distance.

#To create a good first impression, make sure the class headquarters room during commencement day is staffed at all times — with cold drinks and a list of who is coming. A friendly greeting can create a lasting favorable impression and make a reluctant classmate glad to have come.

==National Class Network==

It is important to develop a nationwide network to contact classmates in person or by telephone to encourage them to attend the reunion.

The chairs of the national network should meet or speak with the Chairs of the reunion in January or before to discuss strategy. A class printout in zip code order should be requested from the HAA office early in preparation for this meeting. The class will not be charged for this service. One or two classmates should be identified in each metropolitan area of the country to whom a copy of the class printout can be sent. In larger metropolitan areas, more than two classmates may participate in the network. These classmates could be those who are working on fundraising. Encouraging reunion attendance will give them something to say in addition to a request for a donation. The phone calls should take place immediately after the final reunion letter and registration form have been sent in early April. At this point in time it will be important to have up-to-date registration information handy so that those who have already agreed to come to the reunion will not be asked again.

Senior Reunion Organization

2007-05-15T00:18:49Z

Whbean: New page: ===Reunion Organization=== Class committees approach reunion organization in different ways, reflecting the variety of class committee structures and leadership models among the classes. ...

===Reunion Organization===

Class committees approach reunion organization in different ways, reflecting the variety of class committee structures and leadership models among the classes. The success of the reunion depends largely on the appointment of effective reunion chairs. It is expected that the reunion chair will be a strong executive and not merely coordinators of others' efforts. Once selected, the reunion chairs choose their own reunion committees.

There are basically two sizes of reunion committees. Small reunion committees, with five or fewer members, have the virtue of efficiency, but may be perceived by the class as elitist. Large committees with ten or more members may be unwieldy, but insure greater participation in the reunion process. A way to achieve the benefits of both models is to have a small executive committee (Reunion Chair, Reunion Treasurer, and Registration Chair, for example) guide the committee and make the major decisions. Five or six general planning meetings for the larger group may be arranged. For some committee members, especially those far from Cambridge, participation on the committee may involve only two basic functions — encouraging classmates to attend the reunion, and serving as hosts and hostesses at one or more reunion events.

Delegation of reunion responsibilities generally follows one of two patterns. In one model, usually associated with the small committee approach, general areas of responsibility are assigned — all symposia, all social events, all outside services, all menus/food and drink, and registration and alternate housing. The other model, usually associated with the larger committee approach, delegates responsibility for each specific event and many of the details to individual committee members. In this model, the chair must control and coordinate the committee's actions carefully to avoid confusion. In practice, most reunion committees incorporate elements of both models.

An important part of the reunion year is the Class Report effort. This usually is separated from the reunion committee's responsibilities, and the Class Secretary, or a separate Class Report Chair, works with the Class Report Office to produce the report. Section X talks about this in more detail.

Also during the reunion year, the class' fund raising organizations will be in full swing. During the year classmates will be asked to increase giving to the College, to contribute to the Class Report, and to attend and pay for the reunion. The Reunion-Chairs, Class Report Chairs, and Gift Chairs should try to coordinate and synchronize their efforts. Keeping the HAA office informed of all committee activity helps to keep things running smoothly.

With the foregoing introduction, it is possible to suggest a reunion organization chart that is typical of Harvard reunions.

* CLASS COMMITTEE
* CLASS FUND-RAISING COMMITTEE
* REPORT CHAIRS CHAIR
* CLASS REUNION COMMITTEE CHAIR
* SOCIAL EVENTS CHAIR
* EVENT CHAIR(OPTIONAL)
* EVENT CHAIR(OPTIONAL)
* EVENT CHAIR(OPTIONAL)
* REUNION TREASURER, REGISTRATION & HOUSING/HOSPITALITY
* SERVICES CHAIR FOOD, DRINK, FAVORS, TRANSPORTATION
* SYMPOSIA CHAIR
* SYMPOSIUM CHAIR
* SYMPOSIUM CHAIR
* SYMPOSIUM CHAIR

Senior Reunion Format and Schedule

2007-05-15T00:15:34Z

Whbean: New page: The 55th - 70th reunions usually occur during Commencement Week with Commencement Day being the last event of the festivities. Some reunion groups are beginning to break from tradition an...

The 55th - 70th reunions usually occur during Commencement Week with Commencement Day being the last event of the festivities. Some reunion groups are beginning to break from tradition and are beginning to look at a weekend in the fall as an attractive alternative. A reunion is a combination of social and intellectual events. Free time should be included in the schedule for classmates to meet informally.

On Thursday, classmates can participate in the HAA annual Tree Spread luncheon and the annual meeting of the Harvard Alumni Association that same afternoon. You should consider beginning by scheduling a low-key opening event on the first evening of your reunion program for those classmates who wish to arrive early or live nearby. Following that, the entire reunion schedule is flexible and usually reaches a crescendo during the second or third evening (depending on how many days you decide to celebrate).

Because of travel uncertainties, the first evening social event is usually an open-ended buffet lasting a few hours, rather than a sit-down dinner at a set time. This gives classmates time to meet and talk informally.

The daily schedules could include a morning class meeting and/or symposium. Lunch can be a picnic followed by other activities such as tours or more seminars. You might even consider holding a picnic/field day at a non-Harvard location — a classmate's private home on the North or South shore, for example.

The evenings are a time when classes can have dinner at either on-campus or off-campus sites, usually followed by entertainment and dancing.

Your reunion offers considerable room for flexibility and a variety of events and depends heavily on the number of days the reunion committee sets aside to celebrate and the energy and willingness of the committee to do the work. There are samples of a variety of schedules in the ''Sample Mailing'' section of this notebook.

"Senior" Reunion (55th, 60th, 65th)

2007-05-15T00:14:47Z

Whbean:

"Senior" Reunion (55th, 60th, 65th)

2007-05-15T00:13:03Z

Whbean: New page: __NOTOC__ ===Printable Version of the entire Fall Reunion Guide=== Senior Reunion Overview [[Senior Reunion Format and Schedule|Reunion Format and ...

__NOTOC__
===[[Printable Senior Reunion Guide|Printable Version of the entire Fall Reunion Guide]]===

[[Senior Reunion Overview]]

[[Senior Reunion Format and Schedule|Reunion Format and Schedule]]

[[Senior Reunion Organization|Reunion Organization]]

[[Reunion Co-Chairs]]

[[Senior Promotion and Marketing|Promotion and Marketing]]

[[Reunion Treasurer and Registration Chair]]

[[Senior The Reunion Budget|The Reunion Budget]]

[[Police, Security, Medical Emergencies, & Insurance]]

[[Non-Junior Reunion Housing|Reunion Housing]]

[[Senior Children at Reunions|Children at Reunions]]

[[The Class Report and Class Report Chair(s)]]

[[Individual Event Planning]]

[[Pre-Reunion Events and Return to Harvard Day]]

[[Catering and Beverage Service]]

[[Symposia and Seminars]]

[[Reunion Memorabilia]]

[[Senior Services of Harvard Alumni and Radcliffe Alumnae Offices|Services of Harvard Alumni and Radcliffe Alumnae Offices]]

[[Senior Who's Who & Some of the Things They Do|Who's Who & Some of the Things They Do]]

[[Caterers]]

[[Entertainers]]

[[Boston Area Child Care Services]]

[[Budget Worksheet]]

Class Web Sites

2007-05-15T00:04:55Z

Whbean:

This page is a record of the class of '65's experience with the class Web site in the period leading up to our 40th reunion. Please edit it to add your own experience or suggestions.

=== Description of the site ===

The site has two major sections. The first section consists of the standard pages that HAA makes available to all classes through a database-driven template system. You can see our pages [http://classes.harvard.edu/olc/pub/HAA/college/class/home.jsp?shortname=1965 here.]
These pages are pretty but not particularly flexible. You have to live with a standard set of pages dictated by the “Class Navigation” links on the left. You cannot change these links, nor can you modify the “Other Links” below them.
The content of the pages we used was as follows:

* Class home—Welcome message and a note that most of the content was on the reunions page. We also have information about submitting class notes.
* Reunions—Basically a list of links to reunion-related content. In the period leading up to the reunion we also had messages at the bottom of the page.
* Class Officers—A list of officers
* Contact Us—Directions for contacting the Webmaster. It would be nice to add more contact information but, because this is a public page, it attracts spam to any email address posted on it.
In order to get around the limitations of the HAA site we created a second site at www.harvard65.org. This site is hosted on a server belonging to me, although you could do the same thing with space rented from an ISP. (Note that this page is redirected to the HAA class reunions page. We did this to provide a simpler URL for people to key in and still arrive at the HAA page.)
On the www.harvard65.org site we had a number of pages/features:
* In the early part of the cycle we had information and photographs from pre-reunion events around the country.
* Schedule of events and activities—We had to spend some time and effort to keep this up to date as things changed. It would be helpful if there was some way to automate the posting of revised schedules from the master copy.
* Who’s planning to attend—This was a major feature of the site. Originally we posted the names of classmates who returned a postcard indicating that they “hoped to/planned to” attend. We also had an email link that allowed people to ask to be added to the list. Once we started to accept registrations (at the HAA site) we added a feature that allowed us to display the classmates who had registered in green. This was the most popular page on the site.
* Reunion survey—We collected data for the reunion survey on line. Due to avoidable technical problems his was a mixed blessing; we’ll discuss this further below. (Feel free to go to the site and create a user and experiment with the form.)
* Home for Little Wanderers—Information and, at one point, a sign-up sheet for a program at the Home for Little Wanderers.
* Reunion Paraphernalia—Information about stuff available at the reunion.

=== How it worked out ===

The site was up from March ’05 through the reunion at the end of October. The basic statistics are as follows:

{|
| Hits:
| class="wikitable" style="text-align:right" | 19,434
|-
| Unique IP’s:
| class="wikitable" style="text-align:right" | 1,479
|-
| Total page views:  
| class="wikitable" style="text-align:right" | 11,359
|}

As you can see from the following chart, most of the traffic was generated around the reunion:
 

[[Image:Traffic65.gif]]

The following chart shows the level of interest in various pages:
 

[[Image:Usage65.gif]]

Note that the chart underestimates the importance of the schedule page because we changed its name part way through. If you add together the visits to schedule.htm and schedule.asp, you will find that if is only a little ways behind the attendees.

=== What worked ===

Clearly the attendees page and the event schedule were the big successes. I would regard these as fundamental to a good reunion site.

The online survey was a mixed bag. The big problem was that I was careless when I programmed the survey form. Normally, you would set up extensive error checking and reporting with that sort of a project. I was overconfident and in a hurry so I left that out and paid the price. Specifically, certain kinds of data entry caused the user to fail to record their responses without being aware of it. Even rudimentary error checking would have prevented this. Beware!

It’s clear that there were some classmates who would have preferred a paper form—although only eleven people asked for the paper form, which was offered in the registration materials. On the other hand, having all the data in a database without any keying (other than the eleven paper forms) made the analysis much easier. I’d do it again next time.

===What went wrong===

The sign-up page for the Home for Little Wanders program was a failure. Only two people signed up using it and we ended up taking the page down because we thought that the low numbers were discouraging people from signing up. On the whole, I think that it is probably a mistake to have alternative means for signing up for something. The HLW was on the registration materials. That was sufficient as a signup sheet. The page was an unnecessary and confusing extra.

The problems with the class survey were a major headache (and heartache). As discussed above, the lesson is to provide error checking so you can catch problems early and fix them.

===Suggestions for improvements===

One of the best sources for ideas is to look at what other classes have done. You can see a list of class Web sites at:

[http://post.harvard.edu/class/html/jclass_sites.html List of class pages]

Among the nice ideas that I found on other classes sites but didn’t manage to implement are:

* A list of classmate’s Web pages. There were a number of different ways of handling this. Some simply pulled the data off the Web. Some asked classmates to submit pages. Some included work sites and some only personal sites. My own approach would be to include (mostly personal) sites submitted by classmates.
* A list of books written by classmates. One had a link to Amazon. Don’t know if they’d set themselves up as Amazon associates so the class could collect some money from the sales but they ought to.
* Several classes had links indicating that they were posting class survey results but in all cases the links were broken. I take this to mean that the results were posted and that people complained that they were too freely available. (See suggestion below concerning log in to post.harvard.edu.)

It would be very helpful if there was some way for the class site to insist that certain pages could only be accessed by people who are logged in to post.harvard.edu. This would allow us to be rather freer about posting email addresses and information that we don’t want widely disseminated—like the class survey results.

We used a url of [http://www.harvard65.org Harvard65.org]. Other classes used url’s such as hr1964.org, hr73.org and even hrreunion.org. I’d suggest the hr19xx.org format, since it’s more inclusive. (Although nobody complained about our url :)

The standard HAA class page has a link to the Crimson. I think that it would be nice to have a page with links to stories from our time at college. It’s hard work to dig these out yourself.

===Summary===

Clearly these Web sites are works in progress. There is lots of experimentation going on; the technology is changing rapidly and the Harvard sites are also changing. I believe that in the future, as more ideas are implemented these sites will become more interesting and more useful. These are early days.

Also, if other Web masters would like to ask questions or share ideas, I’m happy to talk.

[[User:Whbean|Whbean]] 20:04, 14 May 2007 (EDT)

Raising Funds to Subsidize Reunions

2007-05-14T21:46:37Z

Whbean:

==The Case For Reducing The Cost of Reunions==

===Introduction===

One of the greatest strengths of the Alumni effort at Harvard is it's reunions. Few institutions have been able to match Harvard's success in that area, as at each five year interval, 25-40% of graduates return to reconnect with friends and with the University. Reunions are the primary engine of "Friend Raising" which greatly enhances the mother of all Harvard engines, the Harvard College Fund. Over the years, the organization and events of reunions have been closely scrutinized and improved. HAA supports the reunion activity with staff, and for major reunions, a subsidy. Harvard has actually studied the correlation between classes with strong reunion activity and fund raising and, not surprisingly, there is a very strong relationship between the two. Strong classes have successful reunions and successful reunions promote increased giving.

In spite of this success, in any given year more than half of those graduates whose class is celebrating a reunion do not return to Harvard. The reasons are many and varied; personal conflicts, long distance, children's activities, other graduations and just plain lack of interest. But one area with which class organizers have become concerned is the cost of reunions and the lack of affordability for many members of the broad group of alumni. While a scholarship is offered for those who are truly in need, for those classmates on a tight budget, reunions can be seen as an unaffordable luxury. There is a concern that reunions are being attended by those who are well off, thus leaving out a substantial number of Classmates and weakening the overall experience for everyone.

===The Class of 1971-35th Reunion Case History===

The class of 1971 has had a long and successful history of organizing reunions. In spite of its storied history of attending Harvard during the difficulties of the Vietnam era and being dubbed by Nathan Pusey as "the worst clan ever", the Class of '71 has seen strong attendance at reunions and very strong giving to the Harvard College Fund. While many members of the class were alienated by events during their undergraduate years, a large number of classmates return to reunions to see their friends and rekindle the spirit of the day. From a statistical perspective, reunion attendance figures were numerically in the middle of other Harvard classes and seemed to lag behind the attendance benchmark of the Class of 1970 at each reunion. So while the Class of 1971 has been OK statistically, it was felt that it could be better.

===Planning for the 35th===

As the class began preparations for their 35th Reunion, the reunion co-chairs contacted a few friends from the reunion committee of the Class of 1970 to see if they experienced any setbacks that might be avoided. According to organizers from 1970, attendance at their 35th had been disappointing. Organizers felt that the format was tired and needed tweaking but more importantly they believed that the cost of the reunion was a significant deterrent to attendance.

===Cost Explanation===

The organizers of the class of 1971 were determined to change the model of reunion finances by lowering the cost and raising the subsidy. At first they approached the Class Fund Committee with the idea of earmarking a small portion of the Class Gift to subsidize a greater portion of the reunion. It was felt that by offering a free reunion, every possible classmate would return and thus enhance fund raising. It was figured that an entirely "free" reunion (at a cost of $300,000) could be offered to classmates for around 2% of the total class gift which was expected to be $15,000,000. While some members of the 1971 Fund Committee supported some form of increased subsidy, it became clear that the Fund Office was not in support of this change. They viewed it as a source of lost revenue and a risky precedent.

Not to be deterred, one of the class leaders, Paul Goodof, decided to take the issue directly to the class at large. Long ago the class had applied for status as a 501(c)3 charity which allowed for any gifts to the class to be tax deductible. Paul wrote a letter to the entire class seeking donations for the purpose of subsidizing reunion costs and making the 35th more affordable. Within 30 days a total of $43,000 was raised, plus the class received a gift from a classmate whose company donated $8,000 worth of reunion hats and tee shirts.

In addition to this fund raising effort, the reunion committee set out to improve the format while reducing costs. Each function was scrutinized and one major change was made when The Boston Pops Night was deleted. In its place was an exclusive concert with Tom Rush, a very popular folk/rocker from the 60's/70's who was available to play for slightly less than The Pops cost. By doing this, the reunion schedule was shifted to allow a major function on Thursday (Dinner Dance) a quiet function on Friday (Class Talent Showcase) and a major function on Saturday Night (Sit Down Dinner followed by Tom Rush). In addition, our Symposia effort was enhanced and the Talent Showcase was radically overhauled and improved.

===The Metrics===

In formulating the pricing strategy for the reunion, the committee began with the prior years price of $650.00 per classmate and $600 per guest. In setting the new price we assumed that attendance would be similar to the Class of '70. With cost cuts and the new revenue of $51,000 it was determined that we could reduce prices by 21%. So a full reunion package was offered at $495 per classmate and $450 per guest. Then we sent out the mailing with the expectation that attendance would improve over the prior year. If attendance improved, more contribution to overhead would take place and the subsidy would stretch even further.

===The Results===

The results of their effort were outstanding. In spite of four days of torrential rain which hurt our "walk in" volume, attendance increased by 104 people and the reunion had the highest attendance of any recent 35th. Revenue increased substantially which allowed Harvard to recover some of it's subsidy ($15,000) which had rarely occurred in the past. And because the increase in attendance drove registration fees and other contribution to overhead, the Class was able to bank the approximately $40,000 it raised and it will use it to subsidize the 40th reunion costs. (See attached financial report for details).

===Summary and Recommendations===

While Harvard is famous for being "need blind", the reunions have not been. Many classmates cannot afford to attend, especially if airfare, childcare and hotel costs are involved. Classmates greatly appreciated the effort made by the '71 reunion committee and some rising sentiment that "reunions are for the rich" was eliminated.

It is strongly recommended that some form of increased subsidy be adopted for reunion activity. This could be in the form of HAA subsidies being increased or individual classes initiating fund raising activities such as the Class of 1971 effort. In order to do this, each class would need to apply for 501(c)3 status with the IRS. Such status needs to be maintained over the years with some activity and reports, but it is the basis upon which funds can be raised. I will leave the pros and cons of each subsidy mechanism to the HAA and the Classes to decide. The bottom line is that there seemed to exist a return on investment that was proven by the Class of 1971 for some form of increased subsidy.

The Class of 1971 intends to raise funds for each reunion in the future. It is our hope that we are able to run an entirely "free" reunion before our class joins those whose memories are confined to the Red Books in the Widener Stacks!

The reunion committee members are available to discuss this case with any reunion committees that have interest.

Chip O'Hare, 35th Reunion Co-Chair, 1971

{{xls|HAA71_35thSummaryFinancials.xls|Summary Financial Report}}

File:HAA71 35thSummaryFinancials.xls

2007-05-14T21:44:57Z

Whbean: Financial report to accompany case study on raising money to subsidize reunions.

Financial report to accompany case study on raising money to subsidize reunions.

Raising Funds to Subsidize Reunions

2007-05-14T21:43:11Z

Whbean: New page: ==The Case For Reducing The Cost of Reunions== ===Introduction=== One of the greatest strengths of the Alumni effort at Harvard is it's reunions. Few institutions have been able to matc...

Main Page

2007-05-14T21:30:39Z

Whbean:

<big>'''HAA Best Practices Wiki'''</big>

Here you will find information on other classes' experiences with reunions and other events; what worked, what didn't work, which suppliers were good, where there were problems.

Please feel free to add your own experience or comment on what others have written. If you need help with editing Wiki pages consult the [http://meta.wikimedia.org/wiki/Help:Contents User's Guide.]


'''Reunion and Class Report Planning Guides'''

* [[Senior Class Committee]]
* [["Junior" Reunion (5th, 10th, 15th, 20th)]]
* [[25th Major Reunion]]
* [[35th Major Reunion]]
* [[50th Major Reunion]]
* [[Fall Reunions (30th, 40th, 45th)]]
* [["Senior" Reunion (55th, 60th, 65th)]]

'''Class Communications'''

* [[Electronic Communications]]
* [[How to Start a Class Newsletter]]
* [[How to Coordinate a Reunion Survey]]
* [[How to Organize a Class E-Mail List]]
* [[How to Organize a Class Web page]]
* [[Improving Classmate Communications...]]
* [[How to Plan an "All Cities Simultaneous" Gathering]]
* [[How to Plan a Class Dinner]]

'''Vendors'''
* [[Caterers]]
* [[Reunion Venues]]
* [[Entertainers]]
* [[Boston-Area Child Care Services]]
* [[Hotels in the Boston/Cambridge Area]]
* [[Miscellaneous Suppliers]]

'''Practical Hints & Case Studies'''

* [[Symposia]]
* [[Reunion Favors]]
* [[Memorial Services]]
* [[Museum Tours]]
* [[Class Diners]]
* [[Class Web Sites]]
* [[Raising Funds to Subsidize Reunions]]

'''Reunion Committee Pages'''
* 2007 - Fall
** [[1967 - 40th]]

Reunion Treasurer and Registration Chair

2007-05-14T16:04:59Z

Whbean: Removed link back to fall reunions, page is shared between several guides. We don't know where they came from

After the reunion co-chairs, the reunion treasurer and registration chair are two of the most important positions on the reunion committee. These positions are critical to the success of the reunion. The duties are not easily divisible, so one Harvard or Radcliffe classmate should serve as the reunion treasurer and/or registration chair. The Harvard or Radcliffe class treasurer may be appointed to fill this role, or the reunion co-chairs may choose another classmate. The reunion treasurer and registration chair must be available in the two months prior to the June reunion to receive the registration forms and checks as they are returned by classmates, record this data accurately, deposit the checks, and pay reunion bills as they become due. However, with the advent of on-line registration, much of the manual labor previously required of the registration chair has been removed.

Specific duties of the reunion treasurer and registration chair include the following:

#The reunion treasurer opens a bank/checking account for the reunion using the tax I. D. number of the class. If you do not know what that number is, the HAA keeps a list on file. Funds to open this account can come from the regular class account. Although some classes have handled reunion financial activity through their regular class account, it is recommended that a separate reunion account be established in the name of the Harvard and Radcliffe Class reunion. After the reunion, any surplus in this account should then be returned to the Harvard and Radcliffe class treasury. Joint reunion classes that are separate Harvard and Radcliffe classes may wish to leave the joint account open between reunions to fund joint activities and to have funds available at the start of planning for the next reunion. In addition to the reunion treasurer, the reunion co-chairs and a regular Harvard and/or Radcliffe class officer should have access to the reunion account. It is also a good idea to have an administrator from the HAA as co-signature.
#The reunion treasurer works closely with the reunion co-chairs, the individual event chairs, and the HAA and RA staffs to develop the reunion budget with all expenses and contingencies included. After the budget is completed, the treasurer and reunion co-chairs decide on the pricing strategy for the registration mailing. See Section VI on the reunion budget for more on this subject and see Appendix iv for a worksheet.
#The reunion treasurer works with HAA staff to make sure all reunion bills are paid as they become due. Payments can be made directly from the class account or by the HAA using the receipts from the on-line registration form. If deposits are required prior to the reunion in amounts that exceed available funds, the treasurer may ask the HAA for advances to cover these deposits.
#The reunion treasurer receives all “paper” registration returns and checks from classmates as they sign up for the reunion, deposits the checks, and turns the registration forms over to the registration chair. It is also possible for the registration chair to receive the “paper” returns and submit the checks to the reunion treasurer. The reunion replies can be directed to an office or home address, whichever is most convenient for the designated recipient. Most registration chairs create reunion databases on their computers to simplify the registration and record keeping process. Important information to keep updated includes the following:
##An alphabetical list of all that have returned registration forms, including the events for which they are registered.
##A detailed count for each event so accurate guarantees may be given to purveyors at the appropriate deadlines.
##The database used should be compatible with the one generated by the on-line registration form.
#As the reunion draws near, the registration chair should plan for an organized registration process from the beginning of the reunion and at each event to follow. The registration chair should enlist the help of classmates to prepare packets for each reunion participant including badges, event tickets, up-to-date schedule, maps, and any other information deemed appropriate. The more complete these packets are prior to the reunion, the simpler and faster registration will proceed at the early events. In addition to the registration packets, separate lists of classmates attending by event should be available as a cross-reference. All should be planned so that someone other than the registration chair can understand and oversee the registration process when the registration chair is not available. This gives the treasurer and/or registration chair an opportunity to enjoy the reunion.
#For registration itself, the treasurer and/or registration chair should recruit several committee members to cover registration at each event. Four or more should staff the registration desk for early events. The HAA will assign two students, at no cost to the class, to help you throughout the reunion. A classmate to assist the student help and greet classmates as they arrive, however, should always oversee the registration desk. The registration chair (not the student help) is responsible for making sure the registration materials get moved from one event to the next. Event chairs and registration chairs should arrive early at each location.
#At the end of the reunion, the treasurer's responsibilities continue until the reunion accounts are closed, all bills are paid, and a final report has been submitted to reunion officers and the HAA.

It should be clear from the foregoing job description that the reunion treasurer and registration chair must be highly organized and disciplined people with the time necessary to manage the financial and registration details of the reunion. In order to keep the job from becoming too great a burden for one person, as the reunion approaches, it is a good idea to recruit classmates to help prepare registration materials and to staff each registration table with committee members during the reunion. Computer assistance and the treasurer's or registration chair's own office help, if available, can also lighten the workload.

Printable Junior Reunion Guide

2007-05-14T16:00:25Z

Whbean: New page: {{:Junior Reunion Overview }} {{:Junior Reunion Format and Schedule}} {{:Reunion Organization}} {{:Reunion Co-Chairs}} {{:Promotion and Marketing}} {{:Reunion Treasurer and Regi...

{{:Junior Reunion Overview }}

{{:Junior Reunion Format and Schedule}}

{{:Reunion Organization}}

{{:Reunion Co-Chairs}}

{{:Promotion and Marketing}}

{{:Reunion Treasurer and Registration Chair}}

{{:The Reunion Budget}}

{{:Police, Security, Medical Emergencies, & Insurance}}

{{:Junior Reunion Housing}}

{{:Junior Children at Reunions}}

{{:The Class Report and Class Report Chair(s)}}

{{:Individual Event Planning}}

{{:Pre-Reunion Events and Return to Harvard Day}}

{{:Catering and Beverage Service}}

{{:Symposia and Seminars}}

{{:Reunion Memorabilia}}

{{:Junior Services of Harvard Alumni and Radcliffe Alumnae Offices}}

{{:Junior Who's Who & Some of the Things They Do}}

{{:Caterers}}

{{:Entertainers}}

{{:Boston Area Child Care Services }}

{{:Budget Worksheet}}

Junior Budget Worksheet

2007-05-14T15:57:58Z

Whbean: New page: The following link will allow you to access a Microsoft Word file with a sample budget for a Fall Reunion. {{doc|HAAJuniorBudget.doc|Sample budget for a Junior Reunion}} To modify this d...

The following link will allow you to access a Microsoft Word file with a sample budget for a Fall Reunion.

{{doc|HAAJuniorBudget.doc|Sample budget for a Junior Reunion}}

To modify this document:

*Open the link and edit the file on your computer;
*Save the file on your computer with the ''same name'' (HAAFallBudget.doc);
*Use the 'Upload file' link in the toolbox to the left to upload your edited version.

File:HAAJuniorBudget.doc

2007-05-14T15:57:38Z

Whbean: Sample Junior Reunion Budget

Sample Junior Reunion Budget

"Junior" Reunion (5th, 10th, 15th, 20th)

2007-05-14T15:56:23Z

Whbean:

__NOTOC__
===[[Printable Junior Reunion Guide|Printable Version of the entire Junior Reunion Guide]]===

[[Junior Reunion Overview]]

[[Junior Reunion Format and Schedule|Reunion Format and Schedule]]

[[Junior Reunion Organization|Reunion Organization]]

[[Reunion Co-Chairs]]

[[Junior Promotion and Marketing|Promotion and Marketing]]

[[Reunion Treasurer and Registration Chair]]

[[Junior The Reunion Budget|The Reunion Budget]]

[[Police, Security, Medical Emergencies, & Insurance]]

[[Junior Reunion Housing|Reunion Housing]]

[[Junior Children at Reunions|Children at Reunions]]

[[The Class Report and Class Report Chair(s)]]

[[Individual Event Planning]]

[[Pre-Reunion Events and Return to Harvard Day]]

[[Catering and Beverage Service]]

[[Symposia and Seminars]]

[[Reunion Memorabilia]]

[[Junior Services of Harvard Alumni and Radcliffe Alumnae Offices|Services of Harvard Alumni and Radcliffe Alumnae Offices]]

[[Junior Who's Who & Some of the Things They Do|Who's Who & Some of the Things They Do]]

[[Caterers]]

[[Entertainers]]

[[Boston Area Child Care Services]]

[[Junior Budget Worksheet]]

Fall Reunions (30th, 40th, 45th)

2007-05-14T15:55:51Z

Whbean:

__NOTOC__
===[[Printable Fall Reunion Guide|Printable Version of the entire Fall Reunion Guide]]===

[[Fall Reunion Overview]]

[[Fall Reunion Format and Schedule|Reunion Format and Schedule]]

[[Fall Reunion Organization|Reunion Organization]]

[[Reunion Co-Chairs]]

[[Fall Promotion and Marketing|Promotion and Marketing]]

[[Reunion Treasurer and Registration Chair]]

[[Fall The Reunion Budget|The Reunion Budget]]

[[Police, Security, Medical Emergencies, & Insurance]]

[[Non-Junior Reunion Housing|Reunion Housing]]

[[Fall Children at Reunions|Children at Reunions]]

[[The Class Report and Class Report Chair(s)]]

[[Individual Event Planning]]

[[Pre-Reunion Events and Return to Harvard Day]]

[[Catering and Beverage Service]]

[[Symposia and Seminars]]

[[Reunion Memorabilia]]

[[Fall Services of Harvard Alumni and Radcliffe Alumnae Offices|Services of Harvard Alumni and Radcliffe Alumnae Offices]]

[[Fall Who's Who & Some of the Things They Do|Who's Who & Some of the Things They Do]]

[[Caterers]]

[[Entertainers]]

[[Boston Area Child Care Services]]

[[Budget Worksheet]]

Fall Reunions (30th, 40th, 45th)

2007-05-14T15:55:21Z

Whbean:

Junior Who's Who & Some of the Things They Do

2007-05-14T15:53:37Z

Junior Services of Harvard Alumni and Radcliffe Alumnae Offices

2007-05-14T15:49:55Z

Whbean: New page: The following is a partial list of services provided by the HAA: #Assists the reunion committee in developing the overall reunion program and helps coordinate and synchronize the program ...

The following is a partial list of services provided by the HAA:

#Assists the reunion committee in developing the overall reunion program and helps coordinate and synchronize the program with Harvard and Radcliffe sponsored events.

#Helps the reunion committee develop a reunion budget.

#Reserves University buildings and real estate for reunion events.

#Facilitates reunion mailings and emails to classmates: You provide some copy; we do the rest.

#Administers campus housing program and breakfasts:
##Process campus housing reservation forms.
##Handles all room assignments.
##Provide around-the-clock student help at the Currier Bell Desk during reunion week.
##Provide student help to serve as porters and messengers.
#Provides at least one staff member at every reunion committee meeting if it occurs Monday through Friday between the hours of 8:00 AM - 6:00 PM.
#Provide space for reunion committee meetings with validated parking.
#Maintains accurate reunion committee lists, reproduces minutes of meetings, and mails them to committee members prior to the next meeting.
#Provides a childcare program for Friday and Saturday nights.
#Hires, trains, supervise, and assign two student helpers to each reunion.
#Handles most beverage, bar, and bartender arrangements.
#Edits and produces piece that includes Harvard and Radcliffe events open to all reunions.
#Serves as resource for suppliers such as caterers, entertainers, bands, DJs, and memorabilia companies.
#Coordinates and synchronizes all security, tent, table, and chair orders.
#The HAA will be present at each reunion event.