The program project group is responsible for planning the class/cluster event that was selected by the full Reunion Planning Committee during the Reunion Planning Workshop. This includes the naming of the program, selecting and recruiting participants in the case of a panel, discussion, or performance program, creating a shopping and other requested supplies list (due March 1), and stewarding the program itself at Reunion. If your class is celebrating a milestone reunion (10th, 25th, 50th or greater), the program project group also leads planning for the class meal.
One or two Reunion Planning Committee members may volunteer to be Program Leads. These instrumental volunteers decide on the frequency and general timing of the virtual program meetings, approve the meeting agenda, and help DAR staff to lead the meetings. DAR staff will be available to support setting up any project group meetings and will be present at the meetings to provide information.
At the full Reunion Planning Committee meetings which are in September, November, February, and April, Program Leads share any updates on the group's plans with the rest of the Reunion Planning Committee. Typically one of the Program Leads submits the shopping and supplies list (the Programs Request Form, below), though this can be done by any member of the social project group.
In addition to the support of DAR professional staff and the wonderful Reunion Student Staff (RSS), your class or cluster will have a designated RSS ambassador who is dedicated to supporting your specific Reunion projects.
Planning the Program
As you are discussing ideas for your class or cluster program, consider the following questions:
- Do the ideas reflect the broader interests and makeup of the class?
- Are there specific groups who have not come back in the past? If so, is there a way to engage them by involving them in the program?
- Are we balancing social and intellectual content?
Scheduling the Program
Because of the large number of events held during Reunion, the Office of Alumni Relations assumes primary responsibility for the overall schedule of events, including class-specific events. As you are planning the program, focus on the content of the event rather than when it will happen. Staff members take a holistic approach to the Reunion schedule — reviewing class-specific event time and location requests, class photo schedules, and all-class events — to ensure the opportunity for attendees to participate in as many events as possible.
Funding the Class/Cluster Program
- The College provides resources to support a class-specific program.
- Each class/cluster has a fixed program budget that will be shared during the Reunion Planning Workshop.
- If you have classmates who are interested in performing for your class, they are welcome to volunteer their time and talent and we can support their performance through procurement of the necessary space and logistics. We do not have funds available to fund classmate travel back to Grinnell for performances.
Planning Your Reunion Program
Your committee will work with your staff liaison to further refine the details of your class programming. Your staff liaison will walk you through the various aspects of each event, including the following:
- Event Coordinator: It is essential to assign at least one committee member to be the overall coordinator for the class program. This may include the program project group lead(s). Events without a committed coordinator tend to lose momentum.
- Preliminary Title and Description: While this can continue to be updated and refined even after registration opens on February 1, jotting down a working title and event description is helpful in focusing on the content and goal of each program through future discussions.
- Presenters/Emcees/Discussion Leaders: Participant recruitment is key to the success of panels and presentations.
- In addition to the names of potential participants, be sure to identify and assign a committee member to do the recruiting, and also specify the order of preference (if needed) in reaching out to potential participants.
- Set an early deadline for making contact so that you’ll have time to regroup with the committee if classmates are unavailable.
- As you confirm presenters or panelists, collect their titles and obtain a brief bio to include in the online event description.
- Suggested Day/Time and Length of Event: Alumni relations staff will schedule each of your class events, but if you have specific recommendations (such as a bird walk early in the morning), please share that information. While most reunion events average an hour to ninety minutes in length, event length can be determined on a case-by-case basis.
- Campus Venues: As you plan your class events, think about the type of space you’d like to have for each event.
- For example, do you imagine your class panel to be a formal presentation in a large lecture hall or an informal group discussion in a classroom? Will you have audiovisual needs? You can indicate your preference for a type of venue to your staff liaison.
- One of Grinnell’s strengths is its small class sizes. However, this means that there are few venues on campus that can accommodate large numbers of attendees. As part of setting the overall Reunion schedule, including your class events, alumni relations staff will assign locations for each event. Staff members appreciate volunteers remaining flexible as they work to balance the needs for all of our wonderful Reunion committees.
- Requests for Materials, Supplies, or AV/Technology: It is especially helpful to know if your event will have any technology or audiovisual needs from the beginning so that an appropriate venue can be assigned.
- Open to Other Reunion Classes?: You may want to invite other classes to join certain events, such as athletic games or panels of broad interest. If you do open it up to other classes, it will be listed as “hosted by the Class of ‘XX” in the final schedule for Reunion.
Deadlines
- The framework of the program is set by March 1. This includes the event title, brief description, name of event coordinator, names of event participants, technical and space requirements and requested supplies (e.g., handouts, markers, etc.), which is submitted by March 1 with the Program Request Form below.
- After April 1, staff are not able to make significant changes to the class program.
- By May 1, your staff liaison will confirm any materials or technical needs for your class program.
Complete Your Program Request Form