Reunion Planning and Budgeting

A guide to staying within your budget

Our Goal: To ensure this is not you!

What does Reunion cost?

Breaking down the fees

Keep in Mind….

• Alumnae Association has standardized fees for 2012 which is a new procedure

• New fee structure should provide ample funds to execute Reunion

• 2nd, 5th, 25th and 50th Reunion fees will vary More that that in a bit

Estimated Registration CostAlum

Estimated Registration CostAlum plus Guest

* Optional – Determined by class

Reunion FeesAA Registration Fee

• Alumna’s Fee is $100 Each registrant (spouse, teen, etc.) pays fee

based on sliding scale. Fee pays for administrative costs

• Student workers• Parade band• Reunion programming

Reunion FeesClass Registration Fee

• Alumna’s fee is $35• Fee is also charged to Alumna’s guest• Used to cover:

Decorations for dorm Hospitality Parade Signs and Balloons Registration materials (nametags, etc.) Other miscellaneous expenses

Reunion FeesSaturday Dinner

• Alumna’s fee is $50 Fee charged to guest if attending dinner Fee includes:

• Saturday Social Hour/Reception• Dinner • Cocktails• Tax and Gratuity

Arranged through Willits Special meals can be arranged for

milestone reunions

Reunion FeesLodging

• Alumna is charged $40 per bed, per night, per person

• Lodging is available Thursday, Friday and Saturday of Reunion

• This money goes directly to the school and is not part of the class’s reunion budget.

Reunion FeesMeals

• Meals are optional and charged at the following rates Breakfast (available Saturday and/or Sunday)

$10 Lunch (available Saturday) $15 Brunch (available Sunday at Willits) $20.50

• Prices are paid per person and child pricing is provided

• Money goes directly to the school and is not part of the class’s reunion budget

Reunion FeesClass Costume

• Alumna’s fee is $15 Fee is optional. Alumna can

decide to opt-out of purchasing a costume.

Reunion FeesBooklet or Special Digital

Project• Alumna’s fee is $20

• Fee is optional. Alumna can decide to opt-out of purchasing a booklet

HELP…Looking for feedback

Reunion Fees2nd and 5th Reunions

• AA Registration Fee 2nd Reunion - $50 5th Reunion - $75

• Joint dinner Saturday night in Blanchard 2010 fee is $26 or $34 w/drinks Will re-evaluate fees and set up for 2011

Reunion Fees25th and 50th Reunions

• AA Registration fee is $100

• Other fees may fluctuate depending on class programming

• Reunion chairs should work with staff to coordinate their individual fees well in advance of Reunion

Creating your Reunion Budget

Step 1: Remember your vision

• What is your goal? Keep things as inexpensive as possible? Getting as many people to come as

possible? Creating a memorable experience?

• Your answers: Will reflect the age of the alums Will influence your budget

Step 2: What’s in the piggy bank?

MHC Class

Treasury

Treasuries can be used to supplement the cost of Reunion• Contribute to the Reunion budget from

the Treasury for expenses not covered by the registration fees

• Use funds to defray specific costs such as:

• Reunion mailings• Reunion committee administrative expenses• Honorary guests (meals, accommodations,

etc.)• Reunion scholarships• Gifts• Large projects that exceed standardized fees

Bottom line….Get guidance from your class board on how much money is

available to offset reunion expenses.

Reunion Budgeting: Step OneEstimate Mailing Expenses

• Mailing expenses which consists of: Fall Letter (sent in Nov.) - mandatory Spring letter (sent in March) - mandatory Any additional mailings for surveys, etc.

the class plans. • A reasonable estimate is $500.00 per

mailing.• Mailings for Reunion are a class

expense and therefore come out of the class treasury

Step 3: What you need to start your

budget…Number of women in your class

(available from the AA)Average percentage of your class

attendance at your ReunionsAverage percentage of attendance per

Reunion Year (i.e. 5th, 10th, 15th)Budget Worksheet

Things to Keep in Mind:

• Buying your own alcohol and beverages will be less expensive than ordering from Willits.

• One bottle of wine yields 3.5 glasses on average but not everyone will drink wine.

• Don’t forget non-alcoholic drinks.• Ordering hors d’oeuvres costs more at

Willits but it’s easier • Friday night’s format is flexible. (Dinner,

Social Hour, Dessert and Coffee, other?)

More Things to Keep in Mind:

• Remember to account for Honoraries and Speakers

• Do not forget to figure in tax and gratuity where appropriate

• To save money, get creative. Bring in breakfast, etc. from off campus

• Consider the trade offs Time and inconvenience of buying food/supplies

off campus Kitchens are not available for use

Step 4: Creating the Reunion Budget

During Reunion, Treasurers and Treasuries are key

Leading up to Reunion, class treasury pays up front costs of all reunion expenses

Checks from AA for registration fees collected are sent to class treasurers in late May and June

Treasurer responsible for recording all reunion transactions and closes books with Reunion chair

And if you are extra vigilant, you will easily hit the mark!