The Complete Class Reunion Guide: Planning, Hosting & Bringing People Together -

A class reunion provides a valuable opportunity to reminisce, meet up with old friends, and rekindle childhood friendships. But for the person responsible for organizing it, it can be a significant challenge. You’ll likely need to track down your classmates, manage a volunteer committee, and juggle elements like venue logistics and budgets. This can feel overwhelming, especially if you already have lots of other day-to-day responsibilities, like those of work and family.

This guide is here to make your life easier by doing some of the heavy lifting of planning a class reunion for you. In contrast to generic event planning resources, we’ve designed an extremely specific, step-by-step roadmap that’s designed for those who lack professional event planning experience and are responsible for planning their class reunion.

You may be uncertain where to even begin, or you may simply need some help making sure you check all the most important boxes for planning this type of event. Either way, our guide will have your back through every step, with practical advice and creative suggestions to make your class reunion a fun and memorable event for everyone in attendance.

Table of Contents:

The Complete Timeline: Planning Guide

women laughing at class reunion — Source: Pexels / RDNE Stock project

Here’s exactly how to plan a class reunion, broken down into a step-by-step timeline that begins roughly one to one-and-a-half years before your planned event date:

12-18 Months Before: Foundation Phase

We’ll get into the details of how to organize a class reunion shortly. But before we do that, it’s a good idea to make three key decisions: the timing of the reunion, the format (such as a dinner banquet or a weekend getaway), and the total budget you’ll be working with. Once you have the timing, format, and budget of the reunion established, it’s easier to make a lot of other key planning decisions, such as your choice of venue and catering.

The First Three Decisions You’ll Make:

Timing – Maximize attendance by taking into account factors like major holidays and school breaks as you choose a date.

Format – Decide what kind of reunion you’ll be planning, such as a single evening event, a weekend of activities, or a more casual get-together.

Budget – Put together an initial budget framework, starting to outline general spending categories for the venue, food, entertainment, activities, and other essentials.

You should also assemble a reunion committee in this stage, as a team of dedicated volunteers can help share the workload and make the event as successful as possible.

In addition, begin your venue research as early as possible, since the most popular venues can get booked up well into the future. Visit Peerspace to search for class reunion venues in your area that meet all your venue requirements.

The last thing to prioritize during the foundation phase is initial outreach, which you and reunion committee members can do through social media and email, and by utilizing your school’s existing alumni database. This is a chance to build anticipation and make sure that your classmates are aware of the upcoming reunion.

8-12 Months Before: Key Decisions

Now that the reunion’s foundational decisions and logistics are established, the next phase of planning will require you and the reunion committee to make some key decisions.

One of the most important is booking the venue—the sooner you can cross this off your to do list, the better. To find class reunion venues that fit your budget and other reunion planning needs, start by searching Peerspace.

In addition, you should send out save-the-date messages/invitations, whether through email and social media or with physical invitations (which involve a little more work and cost, but can make things feel even more festive). You should also begin to develop a ticket pricing strategy that accounts for costs like the venue rental, catering, decorations, entertainment, etc. to arrive at a fair but realistic price.

Another important aspect to plan at this stage is memory collection, which you might want to assemble into a slideshow or other display. Since reflecting on shared memories is such an important part of a reunion, it’s a good idea to assign someone from the committee to be in charge of collecting memories.

This is also a good time to start researching any entertainment options you might be considering, such as hiring a DJ or a live band.

6 Months Before: Details Phase

With six months to go until the reunion, it’s time to get into the details.

By this stage, you should have a more precise budget, and should be tracking in detail to make sure your spending stays within the limits you’ve set. You should also have finalized a menu, as coordinating with caterers early prevents your top choices from getting booked up and allows time for any adjustments (such as to accommodate attendees’ dietary restrictions).

The specifics of the memory display are another important aspect of the reunion you’ll want to establish at this stage. You might decide to display old photos on a table in physical form, or make things easier using a digital slideshow.

Having researched entertainment in the last stage, this is also the point when you should book the band, DJ, or other entertainment you’ve decided on.

3 Months Before: Coordination Phase

As the date of the reunion approaches, now is the time to finalize important details and make sure everything continues to run smoothly.

By this stage, your RSVP tracking should be underway. It’s essential to have a clear headcount for your reunion because it allows you to plan more accurately, especially as you finalize aspects like catering and seating arrangements. If your classmates haven’t responded yet, you might want to send them reminders through email or social media.

Once you have a clear idea of the guest list, you can confirm the food quantities with the caterer. This is also a good time to double-check attendees’ dietary needs and restrictions.

At this stage, you should also confirm the event’s vendor commitments and reservations, including the venue, caterer, and entertainment. This can help you avert any last-minute surprises that could derail the reunion.

1 Month Before: Organization Phase

Only one month to go! Now’s the time to finalize the reunion’s logistics and make sure all the details have been accounted for.

Confirm the final headcount, making any needed last-minute adjustments to catering, seating, name tags, etc. In addition, especially if it’s a longer and/or more formal event, create a detailed day-of timeline to keep the reunion organized and on track. You can schedule when guests arrive, meal service times, entertainment, speeches, special activities, presentations, and the like.

As you do this, you should also assign roles to committee members to help everything run as smoothly as possible. Designate specific people to manage check-in, assist vendors, and so forth.

Week Before: Setup Phase

As the reunion draws near, it’s time for final preparations for a smooth and successful event. Finalize the memory display and make sure it’s ready for the big day.

Reconfirm all the vendors, quickly checking in to make sure everyone is on the same page with the schedule and other expectations. Organize any supplies for the day of the event (name tags, decor, signs, etc.) to avoid having to scramble to locate them at the last minute.

If you can, in the week before the reunion, it’s a good idea to visit the event space in person to finalize how you plan to set it up. This makes it easier to confirm details like table layouts and seating charts.

Deep Dive: Essential Elements

people dancing at an event — Source: Made in Peerspace / @a.la.sala

In this section, we’ll do a deep dive into how to host a class reunion, covering all the elements that you’ll need to make your reunion a total success.

Budget & Ticket Management

Smart ticket pricing strategies are crucial for successfully managing a class reunion budget. To come up with a reasonable ticket price, estimate the total costs as accurately as possible, and then divide that number by your expected number of attendees.

Make payment collection as streamlined as possible with online payment platforms that allow reunion attendees to buy tickets securely and conveniently. Platforms that offer this function include:

Set clear deadlines for ticket purchases to give yourself plenty of time to plan based on the final headcount.

Be prepared for hidden costs to arise unexpectedly—for instance, you might end up having to pay gratuities, parking fees, or other last-minute expenses. Make sure to account for the possibility of these kinds of additional expenses in your budget.

Alumni Outreach

If you don’t already have an alumni database from your school, putting together a list of invitees and their contact information is the first step of successful outreach. We’d recommend using an easy-to-share spreadsheet to collect all this information in one place, such as Google Sheets. Gather contact details from classmates, social media, and other sources.

Reaching out to classmates may require emails, text messages, and phone calls to make sure that everyone is aware of the reunion. You may want to send multiple reminders, especially as the reunion approaches.

Social media is an especially powerful tool for spreading the word. For instance, you can make an event page on Facebook and encourage alumni to share it to spread the reunion details more effectively.

Venue Selection

Choosing the ideal venue for your class reunion will require you to consider a number of key factors.

First, the space should be large enough to fit the expected number of attendees comfortably, with plenty of space for seating, mingling, and any activities you might have planned. The location should also be as convenient as possible—central to most attendees if possible, and with easy access to transportation.

Consider the issue of flow throughout the space to avoid bottlenecks and maintain smooth transitions between registration, dining, speeches, and socializing. Accessibility is also an essential concern—make sure to accommodate all guests by providing the necessary ramps, elevators, seating arrangements, etc.

A well-chosen venue balances all these factors and any others that are important for your reunion, creating a welcoming environment for attendees to encourage connection. Start searching Peerspace to find the perfect class reunion venue for your needs.

Program Development

A well-structured program for a class reunion makes it that much more likely that all attendees will have a smooth, enjoyable experience.

Creating a timeline is the first step. You’ll need to outline key moments, from arrival to farewell, to keep the reunion organized and on track. Depending on the style of reunion you’re organizing, activity planning might include a mix of entertainment, engaging games, and interactive sessions that rekindle old memories and friendships.

Scheduling any speeches is also crucial to allow plenty of time for welcome addresses, special recognition, and nostalgic reflections—without the speeches taking over the entire evening. You should also plan out group photos in advance, designating specific times and locations to capture photos of the entire class as well as of smaller groups of guests.

Committee Management

Managing the reunion committee effectively will go a long way toward making your class reunion a success. The first step is to assign roles to members of the committee, potentially assigning them to areas like venue selection, fundraising, program development, and communications so responsibilities are distributed across the group.

Use a clear communication system, such as email threads, group chats, or regular virtual meetings, to stay in touch—this will keep everyone informed and allow for quick problem-solving, if needed. In addition, closely tracking the timeline helps you maintain your progress by setting deadlines for booking venues, confirming speakers, and other important milestones in the planning process.

Problem-Solving Guide

people gathered in a bright event space — Source: Made in Peerspace / @ryannordheimer

Here’s how to handle the following common hurdles as you plan your class reunion.

Budget Challenges

You’ll need to be strategic to manage a tight budget for a class reunion. Here are our top tips for navigating these kinds of budget challenges:

1. Set a realistic budget based on the estimated number of attendees and on funding sources like ticket sales and donations.

2. Prioritize essential expenses—for example, the venue, catering, and entertainment—while seeking out cost-effective alternatives (such as homemade/DIY options) for decorations and printed materials.

3. Use fundraising strategies like raffles or online crowdfunding from your classmates to supplement the budget.

4. Try to negotiate with vendors for discounts or package deals to stretch your funds.

5. Encourage classmates to contribute in non-monetary ways, if possible, such as by offering photography or music.

Careful planning and creative fundraising can make it possible to host a memorable reunion without exceeding your budget constraints.

Venue Issues

Although last-minute venue issues can disrupt your reunion plans, you can overcome these challenges with some flexibility and proactive planning. Here’s our advice for navigating them:

1. Have a backup location in mind if your top choice of venue becomes unavailable. If you need to find a space at the last minute, visit Peerspace and filter your search results to find class reunion venues that allow instant booking.

2. If your venue turns out to have limited space compared to your guest list, adjust the layout to optimize the seating and activity areas.

3. For outdoor venues, prepare for inclement weather by renting tents or otherwise securing a covered area.

4. Communicate clearly with venue staff well in advance of the reunion date to confirm their policies on things like setup, catering, cleanup, and the like and avoid misunderstandings.

Whenever possible, booking early and maintaining open communication with venue managers/hosts can prevent a lot of issues before they arise.

Group Dynamics

In many cases, planning a reunion isn’t just about the nitty gritty of event logistics, but also about managing a range of diverse personalities and divergent expectations. There might be disagreements over decisions like which venue to use, ticket pricing, reunion activities, etc., but strive for open and respectful communication when dealing with these.

If any conflicts do arise, mediate them diplomatically and focus on your shared goals to ease tensions. Providing guests with a mix of activities can help all attendees enjoy the experience and feel included, whether they prefer dancing or quiet conversation. Address the issue of potential cliques by promoting interaction, perhaps through mixed seating or icebreaker games.

Special Scenarios

friends hugging at a reunion — Source: Pexels / Cedric Fauntleroy

Each class reunion has its own unique circumstances—here’s how to handle some of the most common special scenarios that can arise with this type of event.

Multiple Class Years

Including multiple graduating classes in your class reunion can help to expand the guest list, allowing attendees to reconnect with a wider network. However, it requires careful planning. You’ll need to create a balanced program that fosters interaction and acknowledges each class in attendance.

Consider designating specific areas/times for class groups to gather but also planning shared activities that encourage guests to mingle. Providing name tags with graduation years can also help everyone identify their classmates more easily.

Small Class Sizes

Smaller graduating classes often mean that a class reunion feels more like an intimate gathering—with fewer people in attendance, there’s more time and space for meaningful conversation and deeper connections. Choose a cozier space like a classmate’s home or a smaller event venue for the reunion, and consider planning more personal activities, like a roundtable storytelling session.

Especially because attendance might be limited, maximize participation by reaching out to invitees personally and maintaining strong communication so as many of them attend as possible. If turnout is very low, you can extend invitations to spouses and family members to increase the guest list.

A small class reunion can be as or more memorable than a larger one—remember that it’s about quality of connections, not quantity.

Destination Reunions

Having a class reunion at a destination location adds excitement to the experience but also necessitates extra coordination and a higher budget. Here’s some specific advice for making destination reunions successful:

1. Choose a convenient location

Select a destination that most invitees can access and afford, taking into account factors like travel costs and available accommodations.

2. Reserve group accommodations

Reserving a block of hotel rooms together often allows you to get them at a discounted rate, which can make the accommodations more affordable for everyone.

3. Plan a balanced itinerary

In addition to structured activities and events, don’t forget to leave free time for attendees to explore independently or simply relax.

4. Prioritize clear communication

Provide all information in detail and well in advance to allow your classmates to plan and budget accordingly.

5. Arrange transportation in advance

Make travel simpler for attendees by planning out transport options like airport shuttles, carpools, or car rental services.

Despite the added effort and cost involved in destination reunions, they’re often worth it, as they can be the most unique and unforgettable type of class reunion.

Class Reunion Planning Guide: Final Words

people gathered at an outdoor event — Source: Made in Peerspace / @ucsbphide

If you do a great job planning your class reunion and the event is a success, you’ll bring classmates together for a meaningful and fun experience that creates lasting memories and strengthens old and new connections.

If you’re organized, communicate clearly, and pay careful attention to key details (like budgeting and choosing a venue), the resulting reunion is likely to be a hit. It’s also important to stay flexible, do your best to include everyone in attendance, and make sure attendees feel welcomed and engaged.

Whether you’re overcoming challenges like budget constraints, venue issues, or difficult group dynamics, proactive planning can help you navigate all kinds of hurdles.

Now that you’ve reviewed our reunion-planning guide in full, your next step is to launch into the Foundation Phase and make your first three planning decisions (timing, event format, and budget). Another great place to start is by visiting Peerspace and beginning your search for the perfect reunion venue.

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