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All you need to know about organizing Alumni Events

So, it’s been 10 years, or 15 or maybe even 25 years since your high-School or college graduation. You’re hit by nostalgia and want to catch up with all your friends of that time – you want to organize an alumni reunion! An alumni meet is a very exciting thing – and it’s also a great deal of hard work. It is far more difficult to organize than any other event in some aspects, because you have to track down all your old classmates who may be scattered all over the world.

The most important and difficult task is getting in touch with your old classmates – addresses change, people move – some may even not be alive.

The starting point is of course, your old school or college, and getting the list of people and their addresses from them. Contact the principal, teachers or professors, and ask classmates you are in touch with already if they know where the others are.

Form a committee and divvy up the jobs, or you will be overwhelmed – just like event organizers in Bangalore would do! Meet regularly and brainstorm for ideas as to what and how to do.

If possible, issue a press release – media coverage will certainly get some attention, and people you’re not in touch with otherwise, may come to know about it.

Thank God for social media! Create an event on Facebook, tweet about it frequently – and you’re sure to catch the eye of a few more buddies. Online invitations are instantaneous, take less effort, and no cost! If you have email addresses, you can also send reminders via email. You can even start a discussion on Social Media and ask for suggestions – run polls to keep it simple.

You need to plan everything well ahead of time.

Venue: Contact the current principal of the institution to request them the use of the auditorium – it’s always a good idea to hold the event there; it will certainly bring nostalgic memories to everyone.

If that is not possible, look for a public auditorium, preferably in a hotel, as many may be coming in from out of town – even overseas, and it would be nice for them to be able to stay at the venue, or at least close to it.

Décor: Choose the color scheme of your school, and try to have flowers, curtains, tablecloths, chair coverings, plates, glasses, and so on, in that color.

When decorating for your class reunion, utilizing your school colors is an absolute must.  The following items should incorporate your school spirit, colors, mascot and motto as much as possible.

Make photo montages of moments from your school years, and paste/hang them on the walls. If you can, try to make replicas of your school banner, with the motto and everything. Another great idea is a balloon arch with balloons of alternating colors of your school. You can also have a few helium balloons floating near the ceiling. If your budget will permit, you can also have floral arrangements as centrepieces, in the same colour scheme.

If you’re inviting families, and there are going to be kids, make sure you have plenty of activities to keep them entertained.

During the Event: Keep the whole event fun and informal – it’s a time to let your hair down and have some fun with your friends after all. Decide who will speak and make sure you tell them how much time they have to speak. Or you can do away with formal speeches altogether, and just casually pass the mile around, and have everyone give a brief introduction about themselves – career and family, etc.

You can make presentations showing previous reunions if any, and any other activities performed by your group.

Entertainment: Make sure you have some games to keep matters lively. A Karaoke system is always a fun thing at a reunion. Let everyone who fancies themselves a singer, have a go – it will be good entertainment, one way or the other.

Food: Plan the menu in advance, keeping in mind the dietary requirements of your friends – vegetarian/vegan, gluten free, and so on and so forth – so that nobody goes away hungry or dissatisfied.

Feeling overwhelmed already? Well, you don’t have to take on this task yourself! Call in the experts – at WhiteMassif we have successfully organized all kinds of events for our clients for years. As one of the top event management companies in Bangalore, we know the ins and outs of Organizing Alumni reunions. See what our previous customers say about us. To fix an appointment or just ask any query, do call us  now on +91-990-0141-155.

This post first appeared on How To Hike Up The Fun Element At Corporate Events, please read the originial post: here

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All you need to know about organizing Alumni Events


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