RW2015 Reunion Planning Guide FINAL

 VASSAR COLLEGE Office of Alumnae/i Affairs and Development R EUNION P LANNING G UIDE 2015
OFFICE OF ALUMNAE/I AFFAIRS AND DEVELOPMENT
2015 Reunion Planning Guide
Vassar College Office of Alumnae/i Affairs and Development Box 14 • 124 Raymond Avenue Poughkeepsie, NY 12604 Phone 800.443.8196 Rev. 8-­‐26-­‐14 Welcome Back! S alve! Thank you for your willingness to serve on the Reunion Event Committee. Reunion weekend is the culmination of many days, months, or in some cases years of work by alumnae/i volunteers. On behalf of your classmates, Vassar College, the Office of Alumnae/i Affairs and Development and AAVC we appreciate all of your work! As a Vassar volunteer you will have the opportunity to communicate what Vassar is today and help your classmates remember their Vassar experience. For every alumna/us with whom you speak, you are Vassar. Please share your enthusiasm and encourage attendance at reunion. Work with other class volunteers in outreach to your classmates and discuss with them Class goals and College plans. Equally important, please reinforce with alumnae/i that their reunion gift to the Vassar Fund can help a student have a transformative experience at Vassar College, and changing the life of a student is one of the best investments they can make. This handbook has been designed to serve as a practical guide to assist Reunion Event Chairs in event planning and committee member recruitment. The information contained in this planning guide is designed for classes celebrating up to their 60th reunion. The 5oth Landmark Reunion Class will have a separate planning guide. Planning and activities for our earliest Vintage Classes celebrating 65th reunion and older will be done by reunion staff. We hope that you will find it both helpful and informative. Please feel free to contact us with any questions; a full staff contact list in provided on the back of this guide. We look forward to working with you. Sincerely, Your Reunion Event Team Table of Contents
1. Reunion Planning Calendar / Timeline ................................. 1 2. Reunion Overview ................................................................ 2 Reunion and Registration Dates ...................................................... 2 3. Class Officers and Reunion Planning................................... 3 Class President ................................................................................ 3 Vice-President .................................................................................. 3 Treasurer.......................................................................................... 3 Reunion Gift Chair (RGC) ................................................................ 3 Reunion Event Chair ........................................................................ 3 4. Reunion Event Chair - Responsibilities ................................ 4 5. Reunion Sub-Committees .................................................... 5 Favors .............................................................................................. 5 Hospitality or Welcoming Committee ............................................... 5 Saturday Evening Class Dinner Committee ..................................... 5 Program / Entertainment Committee................................................ 6 Program Committee Timeline .................................................................. 6 Book/Bulletin Committee .................................................................. 6 Book/Bulletin Committee Timeline ........................................................... 6 6. Reunion Planning ................................................................. 7 Anticipated Attendance .................................................................... 7 Budgeting and Accounting ............................................................... 8 7. Reunion Costs and Fees ...................................................... 8 Registration Fees ............................................................................. 9 Housing Fees ................................................................................. 10 Meals.............................................................................................. 10 Favors ............................................................................................ 11 Saturday Evening Class Reception and Dinner ............................. 12 Location ................................................................................................. 12 Caterer ................................................................................................... 12 Menus .................................................................................................... 13 Other Dinner Expenses.......................................................................... 13 Other Reunion Expenses to Consider............................................ 14 8. General Reunion Information ............................................. 15 Student Workers ............................................................................ 15 The Welcome Center Check-In ...................................................... 16 Arrival and Luggage Assistance..................................................... 16 Housing .......................................................................................... 16 On-Campus Residence Halls................................................................. 16 Family Housing ...................................................................................... 18 Off-Campus Hotels ................................................................................ 18 Guests with Special Needs ............................................................ 18 Children at Reunion ....................................................................... 19 Transportation ................................................................................ 19 To Campus ............................................................................................ 19 NYC Bus ................................................................................................ 19 On Campus ............................................................................................ 19 Parking on Campus........................................................................ 19 Annual Alumnae/i Parade .............................................................. 20 Lost and Found .............................................................................. 20 9. Reference Materials ........................................................... 21 Mailings .......................................................................................... 21 Save the Date Card Text ....................................................................... 21 Reunion Chair Letter Templates ............................................................ 21 Reunion Past Attendance Figures – Alums ................................... 23 Authorized Vendor List ................................................................... 25 Caterers for on-campus events.............................................................. 25 DJ’s / Karaoke........................................................................................ 25 Favors .................................................................................................... 25 Florists ................................................................................................... 26 Photo Booth Rental ................................................................................ 26 Piano Rental .......................................................................................... 26 Printing Services .................................................................................... 26 Spirits ..................................................................................................... 26 Saturday Dinner Worksheet ........................................................... 27 Favors Worksheet .......................................................................... 29 Reunion Committee Structure ........................................................ 30 Vassar Staff Contact List................................................................ 31 Future Reunion Dates .................................................................... 31 1. Reunion Planning Calendar / Timeline
2014 Sept. Oct. 1st 15th Save the Date card sent to all reunion classes to indicate interest to attend Begin conference calls with reunion committee volunteers and staff Vassar Fund 1st Appeal 2nd 15th 16th Nov. Dec. 2015 Jan. Feb. March April May June 15th Committee suggests venues for dinners, dorms, programming, survey, etc. Volunteers begin discussing dinner plans with caterers Vassar Fund Gift, Announce participation & put on Facebook Vassar Fund 2nd Appeal th
20 DEADLINE -­‐ First reunion chair letter and surveys to the class due 1st 23rd Mailing of first reunion chair letter and surveys to classmates (if any) Holiday break begins on campus; offices closed College offices re-­‐open Final dinner venues confirmed by staff DEADLINE-­‐ to request college speaker through reunion staff DEADLINE -­‐ to request A/V media equipment and purchase orders Conference calls to finalize costs and finalize pricing for registration forms 6th DEADLINE-­‐ Final costs and fees for dinners, favors, etc. for registration forms Vassar Fund 3rd Appeal th
10 DEADLINE-­‐ Chair letter for registration form due (NOTE: maximum: 250 words) 15th Final Dorm Headquarters assigned by staff 23rd Preliminary class schedule due 1st 1st 27th 7th 30th 5th DEADLINE -­‐ registration forms to printer to meet April 1st deadline Reunion registration forms mailed/online registration opens Finalize Welcome Packet materials: welcome letter, directory, etc. Conference calls continue Final conference calls with committees Vassar Fund 4th Appeal Registration closes (no more registration, on-­‐campus housing or meals) Last day to receive favors at Alumnae House REUNION WEEKEND Fri. 12th Reunion Officially BEGINS – 9am Check-­‐in at Welcome Center in Ely/AULA Reunion Chair Lunch, reunion chair (or delegate) & class assistants – 11:30am th
Sat. 13 Alumnae/i Parade steps off at 10am and culminates in the Reunion Celebration Sun. 14th Reunion Ends -­‐ 1pm Check-­‐out June 15th DEADLINE -­‐ to submit for all purchase orders, invoices, and/or valid original receipts for reimbursement. 2. Reunion Overview
Vassar College Reunion Weekend is celebrated annually, generally two weeks after Commencement. Classes return to campus on five-­‐year cycles beginning with their 5th reunion and ending when their members are no longer physically able to return. At Reunion 2011, while celebrating Vassar’s 150th Sesquicentennial year, we had the College’s first-­‐
ever 80th reunion attendee, and in 2014 a member of the Class of 1934 joined the Alumnae/i Parade! Vintage Classes celebrating 65th reunion and higher will be guests of the College; staff will make all arrangements for their weekend activities and programs. Reunion and Registration Dates
Reunion Weekend June 12 – 14, 2015 Exception: Only the 50th Landmark Reunion Class may arrive prior to Friday. Registration will open early April and will close May 30, 2015 – Deadline is FIRM èNOTE: Several key logistical components have specific deadlines that affect the event planning timeline (i.e.: final meal counts for caterers; rental and set-­‐up of tents, delivery of sufficient quantities of tables and chairs; limitations in on-­‐campus dorm housing). For these reasons the deadline for registration is two weeks before reunion and we regret we are no longer able to accommodate or provide on campus housing and/or meals alumnae/i who make a last minute decision to attend reunion. We ask all alum to try and plan accordingly as they will not be able to register for meals or programs at the door. We do recognize this is a shift from past practices, but must be firm with deadlines to ensure that those alumnae/i who register in advance have the satisfying experience they have paid for. 2
3. Class Officers and Reunion Planning
Class President
With regard to reunion, the class president is primarily responsible for working with, and supporting the efforts and goals of both the reunion event and reunion gift chairs. If no volunteer has come forward, the class president also has right of first refusal to step in as reunion event chair. The class president is encouraged to be an active volunteer during reunion planning and fundraising and to offer support to the reunion committee wherever needed. The class president, along with the reunion event chair and treasurer (if the class has one) should also have input on if, and how much, of the class treasury (if available) will be used to offset or support reunion expenses. The class president may also be asked to assist the College in identifying and/or recruiting new class officers to serve the next five years until the next reunion. èNOTE: Many classes schedule a formal class meeting over Reunion Weekend. The College suggests a brief program at the Saturday class dinner. The basic agenda proposed is having the class president acknowledge and thank the reunion event and gift chairs, who will thank their committees. The nominating chair or designated speaker will then present the slate of incoming class officers, the incoming president may thank the outgoing president and officers. Vice-President
Leading up to the five-­‐year reunion, the vice-­‐president has been the liaison between classmates and the College for class mini-­‐reunions, and may have information on key classmates who have organized gatherings in regions across the country, from large groups and tours, to informal meetings at restaurants or bars, or even private homes. Treasurer
Along with the class president, reunion event chair, and College reunion staff, the treasurer (for classes who have one) should be involved in discussions concerning class funds and their use for reunion, and if and how much of the class treasury (if any) they may use for reunion. The treasurer should be made aware of all financial decisions. After the final accounting is completed in preparation for the June 30th close of the fiscal year, the College will provide a copy of the final reunion budget to the reunion event chair, class president and treasurer for review. Reunion Gift Chair (RGC)
Gift Chairs are responsible for organizing and maintaining all solicitation efforts for your class during the reunion cycle. The Reunion Gift Chair (RGC) in coordination with Vassar Fund staff recruits and manages committees, supporting and encouraging their activities to further increase participation levels and the number of dollars raised. For Landmark Reunion classes (50th, 40th, 25th, and 10th) the Reunion Gift Chair serves for three years culminating at Reunion. Reunion Event Chair
The overall planning for your class’ reunion is the responsibility of the Reunion Event Chair or Co-­‐
Chairs who may recruit volunteers and create as many committees as necessary to effectively plan and manage your particular class reunion. Classes not in a landmark reunion cycle may choose to handle most of the planning with a smaller committee, or recruit class officers as the committee, with the guidance and assistance of College reunion staff. Except for the 50th Landmark class reunion planning for reunion weekend generally begins in September of the year preceding reunion. 3
4. Reunion Event Chair - Responsibilities
The Reunion Event Chair is the primary contact between the class and the College who will recruit and guide an inclusive committee and create a team of classmates who will ensure all attendees feel welcome and involved. The Reunion Event Chair will delegate tasks, and support their team’s efforts. Among the duties that have proven to ensure a rewarding experience are: MANAGE THE CALENDAR
• Oversee all aspects of the class reunion planning, adhering to established deadlines. Understand that last minute or late requests and/or changes add unnecessary stress to the weekend, that may force a reaction to circumstances rather than planning for them, and leaving no guarantee the request(s) can be accommodated. BUDGET
• Work with College staff to establish and follow a budget for reunion; consult with class president and treasurer to determine use of class treasury (if any); and ensure the committee follows proper policies and procedures for finance and accounting. RECRUIT
• Consider selecting a reunion co-­‐chair to complement your interests and abilities and to provide assistance and support through the planning process. • Recruit committee members well in advance, appoint sub-­‐committee chairs, outline their duties, share established deadlines, consult with them frequently, and follow up on progress. • With reunion staff review the suggested reunion committee structure chart on Page 30. COMMUNICATE
• With help from staff, write and submit letters for the December mailing and the April registration mailing (see examples on Page 22 of this guide). • Channel all information between committee chairs (if appointed) and College reunion staff. COORDINATE
• With College reunion staff ultimately make all decisions about reunion plans for the class. • Ensure all requests for speakers, equipment and program space are submitted in a timely manner according to reunion planning calendar. • Ensure class favors are selected, ordered, and there is a plan to distribute to attendees. • Oversee reunion schedule for the class and approve all changes and additions. • Be the on-­‐site “go-­‐to” point person for reunion staff, and provide guidance and instruction to the student workers/class assistants assigned to your class during reunion. PARTICIPATE
• Attend the Reunion Event Chair Orientation Lunch on Friday of reunion weekend and meet with the student workers assigned to your class, share expectations, and coordinate schedules. • Personally attend and encourage class participation and attendance in the Saturday Parade and Reunion Celebration at the Athletic and Fitness Center, and the Inter-­‐religious College Memorial Service on Sunday morning. 4
5. Reunion Sub-Committees
Involving many classmates in reunion planning helps build enthusiasm, shares responsibilities, and offers classmates a unique opportunity to connect and network before reunion weekend. Serving on the reunion committee provides an excellent opportunity for developing interest in both the class and general reunion programs. The following are brief descriptions for the various sub-­‐
committees that have been shown to be the most successful in past reunions. The use of some committees may be discretionary and are here for reference. The suggested reunion committee structure chart is found on page 30. Favors
Classmates look forward to receiving a favor, especially one to be displayed proudly in the parade and taken home as a souvenir of a great weekend. They are often in your class color and show your class year, College logo, or original artwork. The committee selects the favor, and work with reunion staff to determine and order appropriate quantities. The committee will also oversee the distribution of favors to ensure all proper attendees receive them, with assistance from the welcome committee and your student class assistants. Complete info on favors is on Page 12. Hospitality or Welcoming Committee
The power of a welcoming smile from a classmate should not be underestimated, and the hospitality or welcoming committee serves a very important role in reunion by making sure that every classmate arriving at your dorm headquarters is greeted personally, feels welcome, and receives any favors or gifts. The sub-­‐committee chair may recruit volunteers to: • Assist on-­‐site in the dorm headquarters in welcoming classmates to reunion weekend. • With class assistants hang class banner in dorm, decorate with memorabilia if desired, and clearly instruct student workers on how to best distribute favors to classmates when they arrive. Saturday Evening Class Dinner Committee
The one special event that most alumnae/i attend over reunion weekend is the Saturday evening class dinner. (See more info on page 13.) Working with reunion staff you can create a memorable evening. With reunion event chair make venue requests for Saturday night reception and dinner. Select caterer, menu for dinner and reception hors d'oeuvres, including vegetarian/vegan options. Plan table decorations, entertainment and seating arrangements if needed. Decide whether dinner will be child friendly and whether to offer children’s meals. Working with reunion staff calculate and confirm pricing for Saturday dinner (including costs for hors d’oeuvres, dinner wine/beverages, and entertainment costs including media resources); provide final pricing by February 1st to be included on the reunion registration forms • May also plan a class after-­‐party, if desired. •
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èNOTE: As an alternative to planning a class after-­‐party, there is now a popular All-­‐Class After-­‐Party Tent on Noyes field from 10pm-­‐1am with a DJ, dance floor, and cash bar. 5
Program / Entertainment Committee
The College plans many activities and events throughout reunion weekend for all participants to enjoy including Alumnae/i College Programs. While not necessary, some classes (especially landmark reunion) may choose to schedule a program or event exclusive to that class such as a panel discussion, faculty lecture/presentation, informal chat, poetry reading, or even family-­‐friendly lawn games. Attractive programs can also be built around classmates, many of who are doing some interesting things post-­‐graduation. (Keep an eye on Class Notes for recent news and ideas.) èNOTE: Our office asks approximately ten faculty members to participate in Alumnae/i College programs over reunion weekend, therefore we politely ask reunion classes NOT to approach faculty members directly, but first inform reunion staff of your interest. Once confirmed, the program chair will be placed in contact with the professor to discuss details. Reunion staff will help your committee select the best location for your class event based on the type of program, estimated attendance, room availability, and other programs that may be scheduled concurrently. If audio-­‐visual equipment is needed reunion staff can help make those arrangements either with campus media resources or our outside vendor and include these costs in reunion planning/budgeting expenses that may be passed on to the class either through individual registration or, if acceptable, paid out of the class treasury. PROGRAM COMMITTEE TIMELINE
• Dec. 10th Work with reunion chair to plan class events for the preliminary weekend schedule and provide an outline for any class program(s). Make final request for audio/visual equipment. Confirm faculty speakers, discuss mutual expectations, and confirm media resources. Finalize class program, coordinate materials for welcome packet if necessary. • Jan. 16th • Feb. 1st • Mar. 2nd Book/Bulletin Committee
Upon request, the College is able to provide each class with a basic class directory and/or necrology that can be distributed in the Welcome Packet for each classmate attending reunion. During landmark reunion years, classes may wish to organize a bulletin or booklet that may also include a survey or personal pages completed by each class member. The book/bulletin committee will usually design a survey, questionnaire or biography to be sent to classmates in December. BOOK/BULLETIN COMMITTEE TIMELINE
• Sept. Recruit volunteers to assist in the design and/or format of the publication. • Oct. Work with reunion staff to schedule compilation to meet final print deadlines. • Nov. If desired, draft a survey (questionnaire, bio sheet, or similar item) requesting classmate feedback/contributions to be distributed with the December chair letter mailing. Request all responses be returned in time to compile and print.) • Jan. Determine the proper distribution and format of the materials, i.e. either to reunion attendees on-­‐site, or post-­‐event to all classmates; hard copy or electronic (on a flash-­‐drive as a reunion favor.) 6
6. Reunion Planning
The complexity or simplicity of your reunion planning committee will be determined by a number of factors. If you are celebrating a landmark reunion (10th, 25th, 40th, or 50th), a more complex and class oriented program may be desired. More volunteers may be needed to staff reunion weekend, and a more comprehensive bulletin or class memory book may be expected. When planning the schedule, remember all reunion classes may appreciate more free time to relax, wander, mingle, and enjoy spontaneous conversation and discussion among the group. èNOTE: 50th Landmark Reunion Class is given first priority in their requests for reunion housing, dining, and programming space. The other landmark reunion classes follow (40th, 25th, and 10th reunions) and then all other class requests on a first come/first served basis. When assigning program and dining spaces on campus reunion staff will consider the appropriateness and capacity based upon anticipated class attendance. Anticipated Attendance
There are two major factors to consider when planning a successful reunion: anticipated attendance and budgeting. One of the most frequently asked reunion questions is, “How many classmates typically attend reunion?” The answer: reunion attendance can be influenced by many factors, some that can be controlled (such as depth of program), and some that cannot (such as family or work obligations.) We do know that when asked why they attend reunion the answer most frequently given by alumnae/i are to see friends, reconnect with classmates and see the campus. Every committee member is charged with encouraging classmates to attend reunion. Contact classmates, and encourage them to indicate early their interest to attend online, and encourage them to register early. The following chart shows the high, low and average reunion attendance figures for the past twelve years, and may be used as a guide to attendance, but it is only a guide. For a more comprehensive spreadsheet please see the chart included in the back of the guide to see where your class falls historically, whether on the high, mid or low side of average. While these figures in no way guarantee the attendance for your next reunion, they (along with the preliminary numbers of classmates who have expressed interest to attend) can be used to best estimate the total number of favors, meal attendance, Saturday evening class dinner venue, and dorm assignments. Generally, purchases made in large quantities may be less expensive per piece; and shared expenses may be spread out over more attendees. Having the best possible preliminary numbers is essential for effective reunion planning. Reunion alum attendance figures for the most recent 12 years 5th 10th 15th 20th 25th 30th 35th 40th 45th 50th 55th 60th High 270 153 85 124 166 102 93 135 98 169 80 74 Avg 215 123 56 109 127 74 65 101 69 136 45 49 Low 166 94 24 91 87 45 45 61 48 106 20 33 Landmark Classes are in BOLD. Refer to the complete chart in the back of this guide. 7
Alms attending reunion as a percentage of the total number with valid addresses** Year Avg. 2014 2013 2012 2011 2010 2009 2008 60th 15% 13% 17% 15% 24% 19% 17% n/a 55th 13% 12% 10% 11% 16% 12% 14% 19% 50th 38% 38% 37% 43% 43% 35% 35% 37% 45th 18% 24% 14% 12% 17% 24% 18% 18% 40th 22% 18% 13% 25% 18% 21% 28% 33% 35th 12% 13% 14% 12% 11% 10% 11% 12% 30th 14% 17% 15% 14% 13% 11% 15% 11% 25th 23% 20% 18% 25% 23% 21% 28% 26% 20th 19% 19% 20% 18% 19% 20% 18% 19% 15th 7% 10% 7% 7% 8% 4% 7% 8% 10th 20% 20% 21% 22% 20% 16% 22% 21% 5th 36% 42% 38% 34% 33% 36% 35% 35% Avg. 2014 2013 2012 2011 2010 2009 2008 TOTAL 20% 20% 19% 19% 19% 19% 21% 21% ** For 2010 and earlier "mailable" figures as of 2012 were used. Budgeting and Accounting
Generally registration and fees paid by attendees absorb most of the class-­‐specific expenses of the weekend, and when available class treasuries may be used to offset or underwrite programs/events, favors, media resources, etc. As previously stated the reunion event chair, working with the class president, treasurer (if this class position is filled), and staff should determine how much of the class treasury, if any, will be used toward reunion expenses. All expenses must be pre-­‐authorized by the College. Reunion staff will secure purchase orders for all approved expenses, and all expenses will require original invoices for payment. To meet the end of fiscal year deadline of June 30 for the College, any and all purchase orders, invoices, and pre-­‐
authorized requests for reimbursement MUST be submitted no later than the Monday immediately following reunion. èNOTE: Individual purchases are strongly discouraged. If payment receipts are not submitted through proper channels, classmates/volunteers run the risk of not being reimbursed. All expenses must be pre-­‐approved, and only valid original receipts must be submitted. 7. Reunion Costs and Fees
The cost of reunion varies from class to class, so fees are charged accordingly. The cost for class-­‐
specific items such as favors/class gifts, decorations, printing costs, audio visual equipment, and menu selections, to mention a few, can impact expenses and the per-­‐person cost to attend reunion. Expenses such as class favors, programming, and speakers fees may be passed on to classmates through the class assessment portion of your reunion registration fees or, with agreement of the class president and treasurer, may be paid by the class treasury (if available). Therefore, after planning 8
programs and meals, estimating the cost for favors, books/bulletins, a/v equipment, flowers/plants, centerpieces, and Saturday dinner we will calculate the registration fees for your classmates then determine if, and how much money the class will use from its treasury if available. To help with budgeting we have included the list of average costs from recent reunions. The breakdown of line items, such as registration fees, housing costs, meal pricing, and transportation (bus) costs, are explained in more detail in the following sections. Registration Fees
The registration fee may be very different for every class and is generally calculated on several factors including class assessments to cover additional class-­‐specific expenses such as, but not limited to: Saturday dinner, favors, music, program expenses, etc. All adults attending 18 +, even those coming for a single day, are expected to pay registration fees. The basic registration fee charged by the College includes the beverage/hospitality fee charged to each adult guest to provide soda and non-­‐alcoholic beverages during specified times in the dorm headquarters (generally Friday afternoon from 4-­‐6pm and 10pm–Midnight; and Saturday afternoon from 4-­‐6pm.) The fee also includes $15 to be used towards the reception before the Saturday class dinner. (Water coolers are available in the class headquarters all day and evening.) èNOTE: Beverages for hospitality bars are supplied in quantities appropriate to the number of attendees in your class and consumed during those times. They are not to be considered “mixers” for your reunion events. Student workers are NOT allowed to serve alcohol. Registration and Total Reunion Costs – Five-­‐Year Average The costs below are for registration fees, inclusive of the College basic fee and any individual class assessments for favors and additional costs shared by all adult attendees. Amounts reflect the cost for one registered adult, with on-­‐campus housing, and attending all optional meals and class events. These figures are provided as a reference, and are not an exact guideline you are expected to follow. Reunion 5th 10th 15th 20th 25th 30th 35th 40th 45th 50th 55th 60th Avg. Reg. Fee $88.40 $84.60 $72.80 $65.80 $60.00 $59.20 $68.20 $61.00 $45.00 $61.00 $42.20 $41.00 Avg. Total Cost per person $260.70 $281.70 $295.30 $313.30 $305.30 $313.30 $320.30 $318.50 $296.90 $450.70 $308.10 $264.50 èNOTE: Starting in 2011, 5th and 10th reunion classes included the cost of Saturday dinner in the registration fee. Landmark reunion classes will frequently supplement registration and/or attendee fees from class treasury (if available). 9
Housing Fees
The on-­‐campus housing rate per twin bed for the entire weekend is $100 ($75 for the 5th reunion class). Only twin beds are available on campus and there is no partial housing fee. Children with sleeping bags in a parent's room are not charged. Family Housing – Due to the limited number of units available ONLY registered families of four or more may request Family Housing in the Terrace Apartments (TAs) for $400 for the weekend. èNOTE: Please refer to the housing section in General Information for what is provided in on-­‐campus housing. IMPORTANT: Dorms facilities are very much the same as when you were students and are NOT even remotely comparable to hotel facilities. Please help communicate this to your classmates so their expectations will be realistic (see Page 17). Meals
Meals during reunion weekend are a unique mix of festive all-­‐class-­‐get-­‐togethers and private events for individual classes. Registration offers returning alums flexibility to order “a la carte”, therefore each meal is calculated and priced individually so guests have the option to purchase them or not. To relieve you and your class reunion committee of the cumbersome task of planning every meal for the weekend, with the exception of the Saturday evening dinner the College plans several all-­‐class, fixed-­‐price meals throughout reunion weekend. These meals, included on the registration form and billed directly to the College, require advanced payment. The planned meal schedule for reunion weekend: Friday Saturday Sunday Dinner -­‐ All-­‐Class Dinner/BBQ at Walker Field or Students’ Building (ACDC) (ACDC is closed, so breakfast & lunch are on your own. Visit our local restaurants and eateries in the Arlington Business District – a few short steps from campus.) Breakfast -­‐ Students’ Building (ACDC) Boxed lunch – Tents at Walker Field Reception/Dinner – Each class plans its own dinner either on-­‐ or off-­‐campus (See section on “Saturday Evening Class Reception and Dinner”) Breakfast/Brunch -­‐ All Classes – Students’ Building (ACDC) MEAL TICKETS
Meal tickets are required for all meals planned by the College and the reunion committee, including your Saturday class dinner, and will be included in each guest’s name badge distributed with the individual registration packets handed out at the Welcome Center according to the meals purchased through registration. Student workers and/or Vassar Staff will be provided an updated list of paid guests and will be responsible for collecting tickets at the door for each meal. 10
Favors
Returning alums look forward to receiving a favor, perhaps to be worn proudly in the parade and taken home as a souvenir of a great weekend. Favors may proudly show your class color and class year, college logo, or original artwork. Among the most popular favors are T-­‐shirts, umbrellas, hats, visors, sunglasses, bandanas, and tote bags. Among the most original are boas, tiaras, bubbles, top hats, temporary tattoos, tie-­‐dyed umbrellas, and noisemakers. When ordering class favors, quantities are generally needed before the actual and final registration numbers are received, so counts will have to be estimated. Good preliminary response indicating attendance as well as past reunion attendance figures will be considered and used as a guide. The committee selects the class parade favor or other gift items that registered classmates/guests will receive at reunion. There are many promotional marketing companies available. -­‐ please see the list of approved vendors in the back of this guide. You may use outside vendors, but all new vendors to Vassar MUST provide a signed W-­‐9 and complete a vendor application prior to any purchases. Vassar uses purchase orders (POs) to secure your order and pays invoices in full after your merchandise has been received. At our discretion for purchases under $2,000 the College may use our corporate purchasing card if the vendor can accept this form of payment. All bills/invoices must be paid through Vassar. èNOTE: To allow sufficient time to request a PO, please communicate any and all anticipated purchases to reunion staff PRIOR to making any financial commitment. Due to new accounting regulations regrettably it is not possible for the College to reimburse volunteers for unauthorized, undocumented expenditures. All deliveries and invoicing for reunion should be sent to: Reunion 2015 -­‐ Class of _____ Alumnae House 161 College Avenue Poughkeepsie NY 12603-­‐2804 èNOTE: All reunion merchandise is to be shipped to Alumnae House for storage and will be transported to residence halls/headquarters for reunion. To guarantee delivery to your residence hall/dorm headquarters before you arrive, all merchandise must be received at Alumnae House the Friday one week prior to reunion weekend. Staff move operations to the Welcome Center beginning the Monday prior to reunion, therefore we cannot guarantee that packages sent to our office after that date will be received. CLASS FAVOR DISTRIBUTION
To ensure proper distribution of class favors/gifts it is strongly suggested the committee or designated class volunteer(s) provide specific instructions to the student workers assigned to you as your class assistants in your dorm headquarters. Attendance sheets will be available for tracking purposes. Student workers assigned to your class will also be available to stuff goody bags and decorate the dorm on Thursday evening before reunion, so the class headquarters and favors are all ready when you arrive at the dorm on Friday morning. 11
Saturday Evening Class Reception and Dinner
With the assistance of reunion staff all classes are asked to plan their Saturday night reception and dinner, which for many is a high point of reunion and highly anticipated by your classmates. Next to on-­‐campus housing, the Saturday evening dinner is also generally your classmates’ largest weekend expense. College staff works closely with you and makes planning less complicated by breaking it down into the following few manageable components: LOCATION
Many locations on campus suitable for class receptions and dinners, though not all are indoors. (Remember, landmark reunions have first rights on all venues.) Rooms large enough to hold 100+ people at tables of 8 or 10 are in short supply, so tents are commonly used to accommodate larger groups. If needed for your Saturday evening dinner on campus, a lighted tent with tables and chairs will be provided at no cost. Expenses for additional items will be charged to the class. Some possible indoor or outdoor locations and estimated capacities include: ACDC – Students’ Building Art Center Sculpture Garden West Side 348 Powerhouse Theater East side 178 Villard Room Dining Room A 80 Vogelstein Lobby Dodge Room 64 Terrace 2nd Floor (UpCDC) 150 Alumnae House Dining Room Athletic Fitness Lobby 180 (Reserved for Vintage Classes) 75 100 225 70 100 80 èNOTE: All of Alumnae House is reserved from Friday through Sunday morning for the exclusive use of the Vintage Classes celebrating their 65th, 70th, 75th and 80th reunions. The reunion committee will determine the overall Saturday class dinner atmosphere. Successful past events have included casual dinners (BBQ, buffet, expanded cocktail hour), up to formal served seated dinners. Some classes (especially 50th Reunion and Landmark classes) may wish to plan their dinner or other meals off-­‐site at a private home or local venue. Reunion staff are available to suggest options. CATERER
The College has several caterers with whom we have worked; so please refer to the Approved Vendor List in the back of this guide. When selecting a caterer be mindful of expenses that may not be included in the price of the dinner. Consider that your caterer will be responsible for obtaining a special events liquor license to serve wine, beer, and must also serve hors d’oeuvres or some food with these adult beverages. While the College provides tables and chairs for on-­‐campus meals, and if necessary, a tent for Saturday evening dinner, your caterer must provide all tableware, service ware, glassware and linens, as well as all equipment necessary to prepare and serve your dinner. Your caterer is responsible for renting, receiving, and removing these items, including trash. Ask the caterer about cocktail hour bar, hors d’oeuvres, salad, entrée selections (including vegetarian and gluten free), dessert & coffee, flowers and/or centerpieces, candles, service fees and gratuities. All these expenses should be discussed, agreed upon, and reflected in the vendor’s final contract that will also be reviewed, approved, and ultimately signed by College reunion staff. 12
MENUS
The reunion and/or dinner committee will work closely with College reunion staff and caterer to plan a complete event on Saturday evening, and will decide the format and menu of the meal. Planning the menu also includes establishing the budget for the dinner. Many of our preferred caterers can provide a general menu with course selections for your review and may be open to your suggestions. Reminder: when selecting a menu you should always consider including vegetarian, vegan, and gluten-­‐free options. Reunion staff is available to assist. OTHER DINNER EXPENSES
In addition to the meal and beverages you may wish to consider other items to enhance the evening and the event. A few other items and considerations follow: ENTERTAINMENT/MUSIC
In addition to the meal, the dinner committee may also select other potential enhancements to the event and budget for those additional expenses. For entertainment some classes have invited paid or volunteer guest speakers or performers; some have had live music such as artists or DJ and Karaoke during and/or after dinner. (See the Approved Vendor List in the back of this guide.) To save on expenses some classes bring an iPod and/or portable sound system preloaded with appropriate music. With advance notice the College can make arrangements with Media Resources for a sound system for your music device at a nominal charge. DECORATIONS
While many locations are attractive as they are, some classes choose to decorate the space. These added expenses for balloons, flowers, lights, etc. need to be included in the final budget numbers. GATE (WALK-IN CONTROL)
Your class will be charged for every meal served, therefore the Saturday night dinner is one event that could cost your class a considerable amount of money if care is not taken to avoid walk-­‐ins. It is crucial to be certain that attendees have paid for every meal served. èNOTE: To help stay within budget, the College has adopted the policy that no requests for meals or housing can be accepted after the published registration deadline. In order to better plan for the comfort of attendees, and to provide ample time to purchase food and supplies, caterers must be given accurate dinner counts several days in advance of each meal, therefore no one is allowed to purchase meals at the door. Meal Tickets -­‐ The College prints meal tickets that are included in each attendees’ welcome packet according to the meals purchased through registration. If deemed necessary, staff and/or student workers will be responsible for collecting the tickets at the door for each meal and may be provided with an updated list of paid guests. 13
TYPICAL SATURDAY DINNER PRICES
The price per person for a Saturday night dinner, based on the past three-­‐year average, is below. This price generally includes cost of reception bar (full, beer/wine), hors d’oeuvres, meal, dinner beverages, dessert, coffee/tea, linens and rentals (dishes. silverware,, glassware), and service charges. Gratuities, while not expected, are appreciated and need to be incorporated into the catering contract. 5th Reunion $47 25th Reunion $77 45th Reunion $86 10th Reunion $61 30th Reunion $83 50th Reunion N/A 15th Reunion $69 35th Reunion $80 55th Reunion $84 20th Reunion $80 40th Reunion $88 60th Reunion $86 èNOTE: This reflects the average of the actual per person cost for Saturday dinner. Remember, prices will vary for specific choices: beverage selection for cocktail hour and/or dinner (full bar, beer/wine only) and meal format (BBQ, expanded cocktail hour, buffet, served). The cost for dinner may be reduced for attendees supplementing from the class treasury (if any). Other Reunion Expenses to Consider
EQUIPMENT RENTAL AND
PROFESSIONAL SERVICES
Keep in mind other expenses that may be incurred by your class in planning reunion. With advanced notice College staff can make arrangements for special equipment for your class's use during reunion weekend. These expenses may include, but are not limited to: audio-­‐visual set ups, special tents, tables, electrical hookups, stages, dance floors, piano tuning/moving/rental, as well as other items. It may also include: gifts; speaker fees/honoraria*; meals for speakers and guests; printing and postage costs for reunion bulletins/booklets or additional class mailings in excess of the three scheduled (see Planning Calendar/Timeline). *For Vassar faculty members, honoraria in the form of cash are no longer allowed, however non-­‐monetary gifts are appropriate. Staff can help with ideas and suggestions. Please remember that there are limits to what the College can reasonably plan for and supply, and unusual requests may take longer to. Many of these items must often be rented from outside vendors and in most cases the expense will be passed on to your class. We ask that all requests for special equipment be forwarded to us no later than February 1st. èNOTE: It is very important to accurately budget for all reunion expenses. Unanticipated expenses may affect the class treasury if extra funds are not left in the balance. 14
8. General Reunion Information
Student Workers
To attend to the various tasks and services required to create a memorable experience for all returning alumnae/i, the College hires student workers over reunion weekend. Each class will be assigned a set number of class reunion assistants depending upon confirmed attendance numbers, who will work exclusively with them. Other students will be available in the dorms as concierges, and can help answer general questions, for earlier classes they can call for golf carts for transportation, and will be in the dorm from 7am until 10pm each day. Reunion chairs will meet their class assistants on Friday of reunion weekend at a Reunion Chair Orientation Lunch (50th Landmark Class will meet their class assistants on Thursday afternoon). The student workers' schedules for the weekend should be discussed at that time, as well as favor distribution and any other specific, reasonable assistance requested by the class reunion organizers. On Thursday evening before reunion your assigned class student workers will be available to help decorate your dorm headquarters or organize class favors so they are all ready when you arrive at the dorm on Friday morning. They can also be instructed to distribute favors so you can spend time welcoming back classmates. REMINDER: While you may plan to arrive early to help set up your dorm headquarters, no one except for the 50th reunion class is allowed to stay in the dorms prior to Friday. On Saturday morning your class assistants play an important role preparing your class for the alumnae/i parade. They must report to the Reunion student headquarters to pick up the class banners that will indicate the proper starting point for your class along the parade route. • Over reunion weekend the College schedules each class assistant to work an average of 32 hours each; they should not be scheduled for more than 39 hours. • The suggested schedule for class assistants is: Thursday 1pm -­‐ 10pm (50th reunion assistants only) Friday 10am -­‐ 10pm Saturday 9am -­‐ to 11pm Sunday 9am -­‐ to 3pm • Students are not permitted to drink while they are working, and many are not old enough to drink legally. Please be cognizant of this during your social hours, and report any student drinking to College staff. • The College provides meals and beverages for the students, but it is your responsibility to ensure that the students are able to leave during the scheduled mealtimes. • It is not appropriate to ask or expect students to help with either the personal care for yourself, a guest, or classmate. Students cannot be used for babysitting or childcare. 15
• We also provide student concierges in the residence halls who will work in tandem with your designated class assistants. In this way students will be available to help your class in the dorm from morning until evening to make your reunion experience a good one. èNOTES on Tipping: Student Workers-­‐ While in past years student workers only received a modest stipend for their time and efforts, the College now hires and provides them with a fair wage, all their meals during reunion weekend, and in most cases housing during their employment. Tipping student workers therefore is no longer necessary, and under current finance policy such cash exchanges without an original receipt are not a reimbursable expense. Service: (i.e. wait staff, bus drivers, bartenders, etc.) Since current finance policy requires valid original receipts for all expenses any tips/gratuities for service MUST be included in contracts prior to reunion weekend otherwise they are not a reimbursable expense. The Welcome Center Check-In
All registered alums and guests including those registered for family housing (with exceptions noted below) will check in at the Welcome Center to pick up their reunion packets, schedule of events, building access swipe card(s), and, if staying on campus, their room key(s). College staff and student workers handle check-­‐in at the Welcome Center. After checking in at the Welcome Center your classmates will be directed to the residence hall of your dorm headquarters to be welcomed by you and your team to receive any favors. èNOTE: Due to limited space, class favors cannot be distributed at the Welcome Center. All class favors and goodie bags must be distributed at the class headquarters/residence hall. EXCEPTIONS for check-­‐in at the Welcome Center: 50th Reunion Class will report to their designated dorm; Vintage Classes to Alumnae House and/or designated off-­‐campus local hotels; the class staying at the Town Houses (THs) reports to the designated THs. The Welcome Center is open Friday 9am–10pm & Saturday 9am–7pm of Reunion Weekend. Registered guests staying on campus, and arriving after hours will report to the Campus Response Center (CRC) in the lobby of first floor in Main Building. Campus Security will let them into their assigned room. Their packet may be picked up at the Welcome Center the next day during regular hours. Arrival and Luggage Assistance
After first stopping at the Welcome Center to pick up their room keys, nametags, meal tickets and access cards for the weekend, classmates will eventually arrive at the residence hall. Unloading should be handled promptly to avoid blocking the fire lanes. Your classmates should then be directed to the nearest available (and legal!) parking lot as indicated by signs on campus. Student workers will be available to assist with luggage beginning Friday morning at 9am. Students are available to assist the 50th Reunion class beginning Thursday. Housing
ON-CAMPUS RESIDENCE HALLS
16
Reunion attendees and guests staying on campus are housed in residence halls designated as class headquarters. The rate is $100 per twin bed for the weekend except for the 5th reunion class who will receive a discounted rate of $75 per twin bed. There are no double beds; there is no partial housing fee. For registered families of four or more, please see “Family Housing”. Staff will make all room assignments prior to reunion weekend; special requests will be honored only if practical and possible. Every attempt will be made to house classmates in the same residence halls, but room availability and special requests may dictate that some alumnae/i be placed in overflow housing. As residence halls may undergo renovation and summer student housing demands have increased, fewer beds on campus may be available. As a result, housing will be on a first come -­‐ first served basis. Again, rooming and special requests will be honored only if practical and possible. èNOTE: Requests for housing, registration and Saturday evening meals cannot be accommodated after registration closes two weeks prior to reunion weekend. Classes sharing residence halls with other reunion classes (or possibly summer students) must be mindful when designing programs and events in the residence hall. Common areas must be shared and include: hallways, kitchens, lounges, parlors, and pianos. Lobby space will also be shared. If sharing dorms, reunion chairs of those classes must coordinate with each other the equitable use of space and/or cooperative programs for the classes. IMPORTANT:
ON CAMPUS HOUSING = RESIDENCE HALLS.
These facilities are very much the same as when you were students and are NOT even remotely comparable to hotel facilities. Please remember: the dorm rooms are used (hard) all year by current students. While every effort has been made to clean and perform maintenance repairs prior to your arrival in the short time between commencement and reunion, they are still dorm rooms. Please help us by communicating this to your classmates so their expectations will be realistic! þ Residence halls DO have: •
•
•
•
•
Single beds (includes a pillow & pillowcase, 2 sheets, light blanket, towel and washcloth) Community (unisex) bathrooms Stairs (lots and lots of stairs) A limited number of first floor rooms Very few double rooms or "suites" ý Residence halls DO NOT have: •
•
•
•
•
•
•
17
Air conditioning, fans, or hangers Passenger elevators (except Davison, Jewett, Lathrop, and Main Building) Wheelchair accessible bathrooms (except Davison, Jewett, Lathrop, and Main Building) Double beds or extra mattresses Private bathrooms or hair dryers Bedside lamps or alarm clocks Public telephones for outside calls èNOTE: If anyone has special housing or privacy needs, requires a guarantee of those needs, or has simply become accustomed to a certain level of comfort, we strongly suggest they consider off-­‐campus arrangements at one of the local hotels, and reserve early. There are no porters to assist with luggage, although student concierges and class assistants will be available at the dorms to help when residence halls open. èNOTE: Other than the 50th Landmark Reunion Class no one is allowed to stay in the residence halls prior to Friday and must therefore make other arrangements. This applies to reunion chairs and/or committee members as well. If you must stay locally please make your own arrangements for accommodations prior to Friday. Check in to dorm headquarters is Friday at 9am. FAMILY HOUSING
The Terrace Apartments (TA’s) are reserved exclusively for individual registered families of four or more at a cost of $400 per family for the weekend. There are a limited number of units available, so families are encouraged to register early. Families of four or more who select family housing in the TAs will check in at the dorm headquarters for their reunion class. èNOTE: Because many of the Terrace Apartment units have staircases, they may not be appropriate for very young children. OFF-CAMPUS HOTELS
As an alternative for those returning alumnae/i who do not wish to, or who are not able to stay in a residence hall there are a number of nearby hotels. Many book up early due to other local events during reunion weekend so we strongly suggest you make your reservations early. A list of area hotels will be available online at the reunion web page at vassar.edu/reunion. Guests with Special Needs
Classmates who may have special needs, including, but not limited to accessibility or housing requirements, should let the College know on their registration form. The Office for Accessibility & Educational Opportunity works closely with reunion staff to provide a maximum level of comfort to all returning alumnae/i. Reunion attendees with disability issues may be housed in Jewett or other dorms as appropriate. èNOTE: As previously stated, most residence halls (and even some classroom buildings) are not accessible to everyone. Guests in wheelchairs, those who use electric scooters, crutches, walkers, canes, or who have "stair issues" may not be able to comfortably stay in, or visit all buildings on campus. Services arranged in the past include reunion materials printed in Braille, oxygen delivery, wheelchairs, scooters, lift vans for shuttling around campus, and personal care attendants (paid for by the individual.) Such arrangements may require time to coordinate, so please inform us of special needs as far in advance as possible. Every reasonable attempt will be made to meet the requests. èNOTE: Student workers are not personal care attendants nor are they available or responsible for watching family members and friends. Anyone needing special personal assistance should make plans to bring a care provider with them. 18
Children at Reunion
As a convenience for alums bringing children, the College is once again hoping to work in collaboration with the Wimpfheimer Nursery School on campus to offer a children’s program on Saturday evening. Sessions would be offered Saturday evening for children: Ages 3 to 6 6pm–10pm Ages 6 to 12 6pm–12midnight Space is limited, so alums are encouraged to register early. Information and registration will be available online at vassar.edu/reunion. èNOTE: Unfortunately the College is not able to arrange for private babysitting or childcare. If families require a sitter, it is suggested they arrange for one to accompany them to reunion. Student workers are not available for private babysitting or general childcare. Because they have assigned duties, students cannot be asked to “keep an eye” on any children. Except for the Saturday Wimpfheimer program, children at reunion must be under parental supervision at all times. If you’d like to help organize children’s activities for your class, contact your class reunion chair. Transportation
TO CAMPUS
Visit: vassar.edu/visitors/local_transportation NYC BUS
In cooperation with the Vassar Club of New York (VCNY) the College will charter a bus to and from Manhattan for reunion weekend. On Friday at 12pm the bus leaves New York City from Bryant Park (between 5th and 6th avenues on 42nd St). The return bus trip is on Sunday at 1pm and departs Vassar campus from Main Circle. The trip is approximately 2 hours each way. Pricing last year was $35.00 one-­‐way. ON CAMPUS
Golf cart shuttle service is available during most parts of the weekend, with some exceptions where they are needed for other tasks. Preference is given to alums from 65th, 70th and 75th reunions. For larger groups, vans and busses will make shuttle runs. Sorry -­‐ only reunion workers are allowed to drive the carts. Parking on Campus
As a residential campus, on-­‐campus parking is extremely limited, including handicapped spaces. Special lots are designated for reunion and shuttles will run back and forth from the lots throughout the weekend. Alumnae/i are asked to respect all parking restrictions, especially in the fire lanes in front of residence halls. If you need to drop off your luggage, you may do so by stopping briefly in front of the residence hall, but you will need to move your car immediately. èNOTE: While we cannot guarantee or reserve parking spaces for anyone, even those with valid accessible parking permits, the College creates additional designated accessible parking spaces near Jewett and Davison. 19
Annual Alumnae/i Parade
A traditional and beloved not-­‐to-­‐be-­‐missed highlight of Reunion Weekend the Annual Alumnae/i Parade is held rain or shine on Saturday morning. All returning classes gather in their pre-­‐assigned locations along the route starting at Main Circle and march to the Athletic and Fitness Center for the Reunion Celebration of Volunteers and Gifts. It is strongly suggested each class appoint a parade marshal to help steer classmates to their place along the route, to ensure all have their favors (if appropriate) and help get the group into the parade in the proper spot. Reunion 1933-­‐ Each class is provided with a banner showing their class The 50th Reunion Class of 1883 wearing their year, attached to a cross-­‐T pole and delivered to the mysterious “ladder-­‐to-­‐the-­‐stars” Alumnae parade route on Saturday morning by your student class Parade costumes.
assistants who will carry them proudly for your group. Classes celebrating 10th, 25th, 40th, and 50th will also have a banner indicating their landmark reunion as well. The class assistants will be pre-­‐positioned in the proper location for your class to gather for the start of the parade. Class favors are particularly popular visual elements in the parade, so there is no limit to your creativity!
èNOTE: Only the Vintage Classes celebrating 65th, 70th, 75th and 80th reunions may ride in the golf carts in the parade. For all other alumnae/i and reunion guests who request or require it, bus transportation will be available to the Athletic and Fitness Center. Boarding is to the North of Main Circle 20 minutes before the parade and will route around the opposite side of campus to the Celebration. Lost and Found
We remind attendees to be sure to gather all personal belongings before leaving campus at the end of Reunion Weekend. Should anyone find they have misplaced or lost any personal affects they should please check in with their dorm concierges or the Welcome Center. Any left behind items recovered and properly identified may be returned to the owner by mail at their expense. 20
9. Reference Materials
The following pages are reference materials, examples, and charts to assist with planning. Mailings
SAVE THE DATE CARD TEXT
Copy as it appears on the mailing in September, a response card was included: “Remember your moment in time…” Matthew Vassar’s magnificent enterprise was founded in 1861. That’s more than 150 years of discovery by those who have passed through the halls of the college, more than 150 years of lasting friendships, blossoming love, and all manner of lessons learned. What do you remember about your “moment in time?” Share your recollections with classmates during your special reunion in the spring of 2015. To indicate your interest in attending Reunion 2015 visit vassar.edu/reunion or return the card below, and look for reunion details and registration information in the spring of 2015. Questions about Reunion? Email reunion@vassar.edu, call 800-­‐443-­‐8196, or visit the Vassar reunion page at vassar.edu/reunion Note: For Reunion planning purposes this is to indicate interest in attending. Reunion registration opens in April. REUNION CHAIR LETTER TEMPLATES
FIRST REUNION CHAIR LETTER TEMPLATE - DECEMBER
The planning schedule for Reunion indicates a letter will go out in December from the reunion chair, co-­‐chairs, or, in the event there is no reunion chair, the class president. (If you are doing a survey or reunion book the information should be included with this mailing.) In your words the points the letter should convey: -­‐ General greeting to your classmates. -­‐ Reminder: Save the Date and don’t miss Reunion scheduled for June 12-­‐14, 2015. -­‐ Introduce yourself and your committee members who are your class volunteers working on reunion weekend. -­‐ Share some planning ideas the committee is considering if appropriate. -­‐ REMINDER: If you have not yet done so, please send in the Save the Date response card or log in to indicate their interest to attend online at: vassar.edu/reunion (This not only lets classmates know who and how many alums and guests are intending to come, it also helps the committee with overall planning.) -­‐ Remember, reunion is not only a time to come back, but it is also a time to give back. If you have not yet made your gift to the annual fund, when contacted please give a gift in honor of your class and your reunion. -­‐ Any other info the committee would like to gather or poll from the class. Let reunion staff know if you need help drafting it. Past years have shown it is best for the mailing to go out after Thanksgiving and by early December before the holiday season. 21
REUNION CHAIR REGISTRATION LETTER SAMPLE - APRIL
A letter from the reunion chair(s) will be included in the registration form and/or email to each class. In the event there is no reunion chair, the letter may go out over the name of the class president. Due to space limitations please try to keep the letter to no more than 250 words. Let us know if we can assist with drafting your class letter. The final draft should be submitted to our office be the end of February to meet the registration printing deadline. This allows for proofing and any edits. As a suggestion, below is a sample letter you can customize for your use. Please feel free to edit the letter below, feel free to use your own voice and include messages specifically for your class. EXAMPLE: Dear ‘XX Classmates, Reunion is nearly here! Plan to gather at the beautiful Vassar Campus June 12-­‐14 to celebrate our XXth Reunion; a weekend to see old friends, explore the campus, eat, drink, and be merry. It just won’t be the same without you! Registration is now open. Use this form, or go online to vassar.edu/reunion. Our committee has working to plan fun activities and educational events throughout the weekend: -­‐ Friday All-­‐Class BBQ followed by fireworks over Sunset Lake. -­‐ The Annual Alumnae/i Parade is a highlight (bring something [color] – our class color), followed by the Reunion Celebration. -­‐ You won't want to miss our class dinner on Saturday night and perhaps round out the evening with a trip to the Mug or the All-­‐Class After-­‐Party Tent on Noyes Circle (or other class-­‐specific plans). -­‐ We will gather at [DORM], our headquarters to relax, hang out, and catch up with everyone. Register by April 30th to be entered in the Early Bird Drawing, and you MUST register by May 230th , a firm deadline for registration, on-­‐campus housing and meals. Please plan ahead -­‐ we’re sorry but walk-­‐ins cannot be accommodated. If you haven’t made your Reunion Gift to the Annual Fund, please do that now at give.vassar.edu. Vassar needs our support more than ever – remember: “Every Alum, Any Amount, Every Year”. (IF APPLICABLE) And no one should miss reunion due to cost, so a portion of our class treasury is being made available for confidential scholarships. Contact David Ringwood at 800.437.5442 or email daringwood@vassar.edu We look forward to seeing you on campus in June! Reunion Chair(s) or Class President 22
Reunion Past Attendance Figures – Alums
The table below shows alumnae/i attendance counts for each reunion. These are a guideline and will be used along with preliminary interest numbers to help estimate the class counts of retuning alums to aid with meal planning, programs and ordering favors. Class 1935 1936 1937 1938 1939 1940 1941 1942 1943 1944 1945-­‐
4 1945 1946 1947 1948 1949 '48-­‐
'49 1950 1951 1952 1953 1954 1955 1956 1957 1958 1959 1960 1961 1962 1963 1964 1965 1966 1967 1968 1969 1970 23
5th 10th 15th 20th 25th 30th 35th 40th 45th 50th 55th 60th 65th 39 11 34 9 47 34 9 55 46 17 38 33 15 61 43 20 50 53 32 130 55 41 30 137 55 42 22 157 63 50 24 57 35 47 141 127 163 161 71 112 43 37 58 62 20 43 50 33 47 74 -­‐ -­‐ 45 15 36 43 125 187 189 132 63 59 79 90 47 41 69 92 49 74 86 67 54 68 50 60 86 87 62 55 60 93 57 149 121 107 101 133 111 98 103 74 105 86 90 110 130 112 88 135 115 83 71 96 44 73 47 69 74 94 55 66 49 76 75 65 68 91 79 48 57 98 157 153 139 153 117 111 159 169 124 119 106 154 143 137 140 62 80 44 51 39 37 52 41 33 41 60 47 65 43 46 35 50 Class 1971 1972 1973 1974 1975 1976 1977 1978 1979 1980 1981 1982 1983 1984 1985 1986 1987 1988 1989 1990 1991 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 5th 10th 15th 20th 25th 30th 35th 40th 45th 50th 55th 60th 65th 124 43 70 87 89 101 58 45 106 71 113 45 54 61 117 109 81 59 93 81 134 56 56 99 126 80 67 62 70 113 59 63 122 98 59 78 75 92 124 90 82 64 117 87 67 84 96 131 79 150 76 121 137 86 161 79 93 146 85 138 79 122 166 102 139 77 99 126 139 71 91 131 126 151 61 101 151 104 136 85 108 102 108 114 58 116 129 118 134 78 117 106 139 74 120 127 135 55 110 140 143 48 124 134 110 46 104 124 96 24 163 153 51 172 94 46 167 125 39 211 136 64 166 97 169 128 232 137 223 134 230 127 247 205 213 245 270 attendance -­‐ most recent 12 years: Alum 5th 10th 15th 20th 25th 30th 35th 40th 45th 50th 55th 60th 65th High 270 153 85 124 166 102 93 135 98 169 80 74 50 Avg 215 123 56 109 127 74 65 101 69 136 45 49 29 Low 166 94 24 91 87 45 45 61 48 106 20 33 15 24
Authorized Vendor List
Vassar College has approved the following businesses as authorized vendors. If you wish to work with a vendor not currently on this list please contact Reunion staff prior to making any purchases. CATERERS FOR ON-CAMPUS EVENTS
TNT Entertainment Vassar Campus Catering Dave Anthony -­‐ 914.755.6387 Through the Office of Alumnae/i Affairs Daveanthony.yolasite.com daveanthony@optonline.net Artist’s Palate 307 Main Street, Poughkeepsie, NY 12601 FAVORS
845.483.8074 theartistspalate.biz Safeguard Main Course Catering Jerry Martin 175 Main Street, New Paltz, NY 12561 15 Manchester Rd., Po’keepsie, NY 12603 845.255.2650 845.471.4466 maincoursecatering.com gosafeguardny.com Jmartin3@gosafeguard.com Farm to Table Bistro 1083 Route 9, Fishkill, NY 12524 Concept Promotions/Vernon Company 845.297.1111 Jill Variccio ftbistro.com 108 So. Water Street, Newburgh, NY 12550 845.561.3553 x232 Lola’s Café myvernon.biz/conceptpromotions 131 Washington St., Po’keepsie, NY 12601 jill@conceptp.com 845.471.8555 lolascafeandcatering.com New England Promotional Mkt. (NEPM) Christine Carpenter Gleason Panera Bread 65 Lexington Pkwy, Pittsfield, MA Lauren Voorhees, Manager 413.658.5694 Route 44, Poughkeepsie, NY nepm.com 845.489.8011 ccgmarketing@comcast.net panerabread.com Enviro-­‐Tote Twisted Soul Crystal Lewis, Account Manager 47 Raymond Ave., Poughkeepsie, NY 12603 4 Cote Lane, Bedford, NH 03110 845.454.2770 enviro-­‐tote.com twistedsoulconcepts.com clewis@enviro-­‐tote.com Halo DJ’S / KARAOKE
Jim Ianora, Account Executive 16 Gibbons Ln., New Paltz, NY 12561 Mad Mike & Friends jipromotions.com Mike Colvin -­‐ 845.485.7792 jim.ianora@halo.com madmikeandfriends.com mike@madmikeandfriends.com 25
-­‐ Favors (con’t) Jaxxon Promotions Bob Zuckerman ’83, President/Owner 3708 Hempland Rd. Mountville, PA 17554 717-­‐569-­‐6890 Cell 717.278.1684 Jaxxonpromotions.com FLORISTS
The Lollipop Tree and Flower Shop 37 Lincoln Ave., Poughkeepsie, NY 12601 845.471.8733 lollipoptreeflowershop.com Marianne’s Floral 198 Hooker Ave., Poughkeepsie, NY 12603 845.471.9318 800.501.7821 mariannesfloral.com Morgan’s Florist 511 Haight Ave., Poughkeepsie, NY 12603 845.471.3960 800.944.9480 morgansflorist.com Osborne’s Flower Shoppe 30 Vassar Rd., Poughkeepsie, NY 12603 845.462.5320 poughkeepsieflowershop.com Sabellico Greenhouses & Florist 33 Hillside Lake Rd. Hopewell Jct., NY 12533 845.226.5943 800.476.1959 sabellico.com PHOTO BOOTH RENTAL Durant’s Party Rental Dee Karpel, Sales Consultant 1155 Route 9, Wappingers Falls, NY 12590 845.298.0011 PIANO RENTAL
Vincitore's 748 Main St., Poughkeepsie, NY 12603 845.452.4990 vincitorepiano.com PRINTING SERVICES
Dutchess ProPrint Dave Monto 1708 Route 9, Wappingers Falls, NY 12590 845.298.8898 dutchessproprint.com david@dutchessproprint.com SPIRITS
Arlington Wine & Liquor 718 Dutchess Tpke., Poughkeepsie, NY 12603 866.729.9463 arlingtonwine.net Oasis Discount Beverage 736 Main St., Poughkeepsie, NY 845.452.7467 oasisbev.com 26
Saturday Dinner Worksheet
(1 of 2) Class of _______ Please complete for Office of Alumnae/i Affairs and Development Attendance-­‐ Class Contact(s): _________________ Number of adults expected _____ Class Contact(s): _________________ Children welcome? (circle one) Y / N Number of children expected (6-­‐12) _____ Children 5 and Under _____ Seating per table (circle one each) 8 or 10 Rounds or Banquet # Tables (total guests/tables) _____ Reception-­‐ Start time: (Suggested: 6:00pm) _____ Preferred locations (Top 3) 1.__________________ 2.__________________ 3.__________________ ☐ full bar Hors d’oeuvres (additional) ☐ beer/wine ☐ wine only ☐ stationary ☐ passed ☐ beer only ☐ basic (cheese/crackers; veggie platters, etc.) Dinner-­‐ Start time: (Suggested: 7:00pm) _____ Preferred locations (Top 3) 1.__________________ 2.__________________ 3.__________________ Caterer: (Top 3) 1.__________________ 2.__________________ 3.__________________ Format (i.e.: BBQ, Buffet, Served, Expanded Cocktail): _________________________________ Menu selection(s) 1.__________________ 2.__________________ 3.__________________ (be sure to include vegetarian/vegan, gluten-­‐free options) Bar options: Total cost ☐ full bar ☐ beer/wine per person: (12 and up) per child: (6-­‐11) per child under 6 (if any) ☐ wine only ☐ beer only $_____ $_____ $_____ Decorations and/or Centerpieces (Lights, balloons, flowers, plants, candles, etc.) Type: Type: Type: Vendor: Vendor: Vendor: Cost: Cost: Cost: Type: Type: Type: Vendor: Vendor: Vendor: Cost: Cost: Cost: 27
Saturday Dinner Worksheet
Entertainment-­‐ (Speaker, DJ, Karaoke, iPod/speakers, etc.) Type: ______________________________________ Vendor/speaker: ______________________________________ Cost: $_______________ (2 of 2)
Time needed: Start time: _______ to End time: _______ A/V needs: ______________________________________ A/V cost: $_______________ Special requests-­‐ (stage, dance floor, transportation, etc.) 1. Type: ______________________________________ Vendor: ______________________________________ Cost: $ _______________ 2. Type: ______________________________________ Vendor: ______________________________________ Cost: $ _______________ TOTALS: Per/person # Guests Extension or Flat charge Reception $_____ _____ = $______ or $______ Dinner (Adult) $_____ _____ = $______ or $______ Dinner (Child) $_____ _____ = $______ or $______ Decorations $_____ _____ = $______ or $______ Centerpieces $_____ _____ = $______ or $______ Entertainment $_____ _____ = $______ or $______ A/V Needs $_____ _____ = $______ or $______ Special Request 1 $_____ _____ = $______ or $______ Special Request 2 $_____ _____ = $______ or $______ Sub TOTALS: $______ $______ $______ Less class treasury subsidy (if any) $______ TOTALS: $______ Amount to add to each adult registration 28
$______ Favors Worksheet
Please complete for the Office of Alumnae/i Affairs and Development Item #1 Vendor Item #2 Vendor Distribution Alums ONLY ______ All Adult Guests ______ Distribution Alums ONLY ______ All Adult Guests ______ All Guests ______ All Guests ______ Quantity Size(s) Cost/item Cost/item Set-­‐up chg. Set-­‐up chg. Shipping chg. Shipping chg. TOTAL COST Total Cost ÷ Quantity = cost per piece TOTAL COST Total Cost ÷ Quantity = cost per piece Quantity Size(s) Cost/item + Set-­‐up chg. TOTAL COST Total Cost ÷ Quantity = cost per piece Distribution Alums ONLY ______ All Adult Guests ______ All Guests ______ Color(s) Artwork/Logo Color(s) Artwork/Logo + Shipping chg. Item #3 Vendor Color(s) Artwork/Logo Quantity Size(s) IMPORTANT: When planning production time and cut-­‐off date to order, favors must be received at Alumnae House by Friday BEFORE Reunion Week Production Time Cut-­‐off date Date Ordered Production Time Cut off date Production Time Cut-­‐off date Date Ordered Date Ordered Item #1 Cost per Piece $ _________ Item #2 Cost per Piece $ _________ Item #3 Cost per Piece $ _________ SUM $ _________ Total MINIMUM cost per person for favors (Full or partial cost may be added to individual registration or offset by class treasury with approval) **To ensure all items are received, please address all favor deliveries to the Alumnae House as follows: Reunion 2015 -­‐ Class of _____ Alumnae House 161 College Avenue Poughkeepsie NY 12603-­‐2804 29
Reunion Committee Structure
Saturday Evening Class Dinner Favors Book/Bulletin Survey Reunion Chair(s) Program/
Entertainment Reunion Staff Welcoming Social Media/
Facebook 30
Vassar Staff Contact List
OFFICE OF ALUMNAE/I AFFAIRS AND DEVELOPMENT Vassar College Box 14, 124 Raymond Avenue, Poughkeepsie, NY 12604 Phone: 800.443.8196 Fax: 845.437.7425 Reunion Planning alums.vassar.edu/reunion Reunion Giving give.vassar.edu Reunion Event Planning Alumnae/i Affairs Reunion Giving Vassar Fund Class Managers ALL CLASSES EXCEPT 50TH LANDMARK David Ringwood Associate Director of Alumnae/i Affairs 845.437.5442 daringwood@vassar.edu 1955, 1960, (1965*), & EARLIER CLASSES Lisa Lynch Associate Director of the Vassar Fund 845.437.7017 lilynch@vassar.edu 1965 50th Landmark, 1970 Christina Viola Administrative Assistant 845.437.5398 chviola@vassar.edu Darcie Harms Giansante Sr. Associate Director of the Vassar Fund 845.437.5420 dagiansante@vassar.edu 50TH LANDMARK REUNION CLASS OF 1965 Cathy Lunn Director of Alumnae/i Affairs 845.437.5443 calunn@vassar.edu (1970*), 1975 40th Landmark & 1980 Melody Woolley Associate Director of the Vassar Fund 845.437.5421 mewoolley@vassar.edu 1985 & 1990 25th Landmark Naomi Pucarelli Administrative Assistant 845.437.5446 napucarelli@vassar.edu Willa McCarthy ‘92 Senior Director Vassar Fund and Alumnae/i Affairs 845.437.5441 wimccarthy@vassar.edu 1995, 2005 & 2010 Future Reunion Dates
Eric Watson Assistant Director of the Vassar Fund 845.437.5414 erwatson@vassar.edu 2016 June 10-­‐12 2017 June 9-­‐11 2018 June 8-­‐10 * INTERIM ASSIGNMENTS AUG. TO DEC. 2014 SUBJECT TO CHANGE 31