This year made it 10 years since my friends and I graduated from secondary school. Many of us haven’t seen each other since we left school even though we stayed in touch through social media. We decided to bring everyone together to celebrate our 10th year anniversary.
I was contacted by a few of my former classmates and asked to plan the whole event since I was the Social Prefect when we were in school.
It took us (me and the team) 10 months to plan and put everything in place for the reunion.
I enjoy planning events, matter of fact, I have my IEWPP certificate from QC event planning school since 2013.
When I have any event to plan I still go back to do a little research.
So, I’ll share with you in a few simple steps how we were able to pull this off on a very small budget (‘Cuz I love cheap thrills! )
Step1- Set up a planning committee
With only about 10 people. Group them into teams, in our case we had;
Finance team : Creating a budget, Opening a bank account, getting funds/sponsors.
Communication/promotion team: Building a website, Social media accounts, Spreading the word
Event team: Getting a venue, booking vendors- Caterer, Dj, Photographer, Cake etc
Activities coordinator: Creating an agenda, Awards, Games etc
Chairperson: Oversees everything and gets the job done
Step 2- Communicate with old classmates.
You have to carry everyone along. We created online voting polls for classmates to be involved in the planning. They chose the Month that was convenient for most people to travel. They also chose the location of the reunion. They nominated names for each award category ( this was done on Facebook, then we chose the 4 most recurring names) and voted for the winners (we used Survey Monkey for this)
Step 3- Fix the date, time, decide on the “type of event”- Are people going to purchase tickets? Will there be a dress code? Put all this information on the website.
Also fix a budget, In our case, we had a set budget at first and over time we kept revisiting it, we ended up working with 1/3 of the initial budget
Contact potential sponsors, keep reminding classmates to pay for their tickets
Any souvenir ideas? Will you be making new photo-books? If so, you will need classmates to send in their recent pictures with their new families and babies
Step 4- Visit your old school, Inform your old teachers if you plan to invite them, ask for the school’s “immediate needs” if you plan to get them a gift. Take a picture of the school
Step 5- Promote Promote Promote- I can’t stress this enough, thank God for social media. This task has to be done by all committee members and every single classmate. You also need to try to locate “missing” classmates. Also get the names of any classmates that died for your “in memoriam” section.
I said I was only going to share with you a few steps, these are the most important things to be done, of course we did way more than these for the event to be successful. You have to be resilient, many times I thought I’d just toss in the sponge, especially when the funds weren’t coming in as expected, but I’m grateful for my committee members who kept encouraging me all the way.
To save costs we had to seek more and more volunteers from our classmates, the video recording, pictures, hall decoration, the food, the cake, were all done by classmates.
All the things I personally designed;
Also our website- https://fgckwaliclassof07.wixsite.com/reunion
Our visit to the school
I hope you enjoyed reading.
I had the most awesome time, reconnecting with old classmates and catching up on the last 10years.
About my outfit- Asos silver shoes, Miss Selfridge dress