Reunion Communications Workshop

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Reunion Communications Workshop
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Communication Goals

• Inform
• Connect
• Boost reunion attendance

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Reunion Planning in 2006

• Begin discussing reunion via class letters,
  message boards, email broadcasts, and mini
  reunions.
• Send save the date remindersmagnets, Post-it
  Notes, bookmarks, all showing reunion dates and
  abbreviated information.
• Encourage classmates to update their contact
  information with the College.

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Fall 2007

• Send a class letter with reunion information
• Communicate with the record book chair and
  schedule letters that build interest, not negate
  one another
• Send mailings separatelymore effective
• Both letters have same goal to boost your class
  attendance at reunion

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Elements of a Letter

• Reunion dates
• Class headquarters
• Events Faculty lectures, First Night, Class
  Supper, Alumnae Parade
• Your contact information
• Financial assistance (treasury/voluntary
  donations)
• Requests for committee volunteers
• Requests for weekend activity ideas

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The Production Process

• Check price list for estimate
• Submit text and photographs
• Indicate layout specifics
• Allow two to four weeks for layout production
• Approve proof
• Allow two to four weeks for print production

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Text Submission

• (Preferred) EmailYou may submit this as an
  attached Word doc, or in the body of an email
• CD
• Typed hard copy

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Photo/Image Submission

• Clear photographs/images
• Digital images (200-300 dpi) saved as TIFF, JPEG,
  or AI files
• Beware of images off of the internet!

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A Few Reminders

• Include your name, address, class year and phone
  number when submitting anything to the Alumnae
  Office
• Keep a copy for your records
• Send in your signature sheets

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Postage
First class (fast, forwarded, more
expensive) Standard A bulk (10-20 days for
delivery, forwarded pieces returned to Alumnae
Association, third of the cost for first class)
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Sending Letters Yourself

• Carefully proofread yourself or ask the Alumnae
  Office for assistance
• Request current mailing labels/list, allowing two
  weeks for delivery
• Send Alumnae Office 10 copies for your class file

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Online Options
Alumnae Association can post reunion letters in
Word and PDF form on your class web site. Each
class site will list contact information for
reunion chairs.
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December 2007 Deadlines

• Submit information for the reservation form and
  class schedule.
• Include all necessary information so we can track
  it in the database, for example, T-shirt insignia
  sizes, Junior Show participation, kids meal
  information.
• Submit all changes to your proof by early January
  2008.

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February 2008 Mailing

• Reservation form, class schedule, and preliminary
  program mailed in late February sent Standard A
  bulk
• All materials placed online online registration
  opens

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March 2008 Mailing

• Reunion chair letter, slate of officers, and
  other enclosures mailed in late March sent
  Standard A bulk
• Please Note the Alumnae Office pays to print and
  mail a double-sided letter (black ink on white or
  colored paper) and the class slate. Each class
  pays to print and mail any other materials.
• Older alumnae classes (guests of the Alumnae
  Association) receive the reservation form, class
  schedule, and preliminary program with a
  reunion chair letter in late March

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Confirmation Materials

• Information about transportation, parking, and
  Central Check-In
• Campus map
• Invoice showing what alumna reserved/paid
  for/amount due

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Email Reminders from the Alumnae Office

• The day online registration opens
• One week before early registration deadline (to
  those not registered)
• Two weeks before final registration deadline (to
  those not registered)
• Three days before reunion (to those registered)
• Evaluation email after reunion

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Special Class Publications

• Memorial service programs
• Class song books
• Welcome cards for residence hall doors

Contact Rebecca three to four weeks before
reunion weekend for assistance (781.283.2336).
The class treasurer will be billed.
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Registration Packet

• Picked up at Central Check-in
• Final reunion program map
• Final class schedule
• Class cheer
• Nametag with meal reservations
• Reunion evaluation (also available online)
• Parade map
• Class attendance list

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Alumnae Office Contact
Rebecca Woods 781-283-2336 rwoods_at_wellesley.edu