Reunion Committees
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EUNION COMMITTEES, as will soon become clear, take many forms according to the particular reunion group. Some form of governing group is a good idea for large reunions to decide what shape the event itself will take and who will be responsible for the details. For smaller groups, formal committees may not be necessary but in any case, large or small, someone must be in charge and able to delegate responsibilities for the many details that make up a successful reunion of any size. It is my firm belief that no one should plan a reunion alone, if for no other reason than that the more people involved in planning, the greater the commitment to the success of the endeavor. In fact, one of my cardinal rules of reunion organizing is that no one do the planning alone. One of my favorite reunion committee stories comes from a man, (alas, I do not remember who) that loved and so looked forward to committee meetings because the food was always so good! That does not mean that committee meetings require food but if that is a feature, it might be one way to recruit committee members. EW
Tips for effective committees
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eamwork is important for any successful committee. If the committee isn't organized, chances are the reunion won’t be either.
m Determine the committee’s purpose. Committees need to know where they’re headed. Encourage a sense of ownership by making sure every member is involved in planning goals and objectives. Clearly stated objectives give members confidence and a way to assess progress.
m Committees make the reunion more democratic, ensuring everyone has a stake.
m Set ground rules, goals and determine who calls the shots.
m Create a schedule, how often the committee will meet and whether in person, by conference call or ZOOM.
m Keep meeting minutes. Send copies to all parties, including those who weren’t able to attend.
m Make participation voluntary; ask members to send a representative if they can’t attend.
m Use committee members’ knowledge, expertise and experience.
SOME MAYBE NOT SO OBVIOUS REUNION COMMITTEE ASSIGNMENTS Obvious committee responsibilities include the chairperson, secretary, treasurer and someone in charge of the program. The chairperson oversees all aspects of the reunion, delegates subcommittees and is regularly in touch to make sure details are being done. The secretary records and reports meeting minutes, compiles lists, keeps track of attendees, sets up a website, 28 REUNIONS v www.reunionsmag.com
newsletter, facebook page or blog to stay in touch and sends invitations. The treasurer sets and monitors the budget, handles accounts, pays bills and makes financial reports to the committee and often at the reunion. The person in charge of the program has many helpers with any of the responsibilities listed below …
BEFORE THE REUNION Of course, the committee will have to schedule regular meetings to report and set deadlines, but there are also some details the committee may assign others to accomplish and report back. If yours is a traveling reunion, is someone willing to do site selection and visit hotels, venues or campsites to determine their suitability? Often retired members can take this opportunity for a short trip. Convention and visitors bureaus (CVB) will help with arrangements and may include complimentary hotel stays, if you are serious about choosing their area. Also while there, talk with the CVB about other services they offer and whether they have souvenirs for your reunion’s goodie/welcome bags.
depot when they arrive and return them when they leave.
AT THE REUNION The program/entertainment chairperson will need all kinds of assistants to help organize games, herd members on tours, provide story time, face painting, crafts and other activities for young children. Teenagers can be a great help in these areas. If the program includes contests, talent, style or fashion shows, someone must set the rules, organize, stage and provide judges. Someone must determine and collect prizes to entice participation. Also recruit a master/ mistress of ceremonies to ensure a successful show. If you have exhibits, someone must organize, set up and later clean and pack up the area. A historian or genealogist will want
ON THE WAY TO THE REUNION Some reunions with a large contingent coming from one place may hire a motor coach and driver to get to the reunion. That will require someone to explore transportation possibilities, make arrangements, collect fares and get everyone to the bus on time to take off! If members are flying, taking the train or bus to your reunion and there is no shuttle, you may need a transportation committee to meet members at the airport, bus or train
Covid prevented the Baldridge family from flying from Dallas to their reunion in Colorado. They hired a luxury coach with a driver and attendant to serve food and drinks for their 14-hour trip.
www.reunionsmag.com/podcast-leadership-part-2-emphasis-committees/
