AYA-Reunion Chair Partnership

The AYA and reunion chairs work together as partners throughout the entire reunion planning cycle.   Sometimes the amount of work to be done can seem daunting! To give chairs a better idea of what they need to do, and what they can rely upon their AYA staff liaison to do, we’ve compiled the following list:

 

Meals:

Reunion Chair:

  • Consult committee on meal format & atmosphere: buffet, served meal, etc.
  • Communicate special requests to AYA
  • Meet with Yale Catering in New Haven in November/December

AYA:

  • Serve as liaison between chair & Yale Catering
  • Work with off-campus caterers
  • Manage meal counts for all meals

 

Class Dinner:

Reunion Chair:

  • Coordinate with class secretary on program – content and length
  • Common elements include announcement of new officers, remarks from gift chair, presentation of class awards, and singing of “Bright College Years”
  • Chair should consider thanks to: reunion committee, student clerks, Yale Catering & Custodial Services departments
  • Provide text for dinner program (if desired)

AYA:

  • Printing of dinner program
  • Menus & words to “Bright College Years” on tables

 

Entertainment:

Reunion Chair:

  • Research - consult reunion committee & AYA resource list
  • Contracts & confirmations; submit contracts to AYA for review contracts before signing
  • Communicate all logistical requirements to AYA

AYA:

  • Provide information on past performers
  • Arrange deposit (if needed) & final payment
  • Coordinate/confirm availability of preferred venue and time
  • Coordinate sound system & staging

 

Memorial Services:

Reunion Chair:

  • Consult reunion committee on format - formal with music vs. informal (outdoors or under tent, for ex.)
  • Solicit classmate clergy & lay readers
  • Provide text for service program

AYA:

  • Reserve & allocate campus chapels; arrange for organist if needed
  • Provide lists of deceased classmates
  • Provide copies of past programs & coordinate program printing

 

Souvenirs:

Reunion Chair:

  • Consult reunion committee & Yale Licensing resource list
  • Decide on type(s) of souvenirs (if any),perhaps including some for children
  • Choose a Yale licensed vendor and Yale-approved logos whenever possible
  • Contract w/ vendor and inform AYA of terms; direct invoicing to AYA is preferred
  • Decide on whether post-reunion orders will be made and determine that vendor selected can do fulfillment of additional orders

AYA:

  • Provide vendor information (samples available directly from vendors)
  • Advise on quantity & sizes
  • Arrange payment & campus storage prior to reunion and delivery to reunion headquarters

 

Faculty & Outside Speakers

Reunion Chair:

  • Consult AYA on desired faculty or administration speakers and topics
  • Outside speakers – invitations, confirmations & travel arrangements handled by chair

AYA:

  • Provide advice on availability & lecture topics
  • Extend invite to faculty
  • Reserve campus venue
  • Coordinate audio-visual needs

 

Classmate Talent:

Reunion Chair:

  • Research classmate talent - consult reunion committee/class council
  • Invitations & confirmations
  • Communicate any logistical requirements to AYA
  • Provide text for special program, if any

AYA:

  • Reserve campus facilities
  • Coordinate audio-visual needs
  • Printing of special programs or handouts

 

Panels & Discussions

Reunion Chair:

  • Choose panel topics
  • Determine format (panel, roundtable, informal discussion)
  • Invite panelists & appoint (or act as) moderator
  • Communicate logistical & AV requirements to AYA

AYA:

  • Reserve campus facilities
  • Coordinate audio-visual needs

 

Shared Interest Events
Some events may be targeted to a subset of the class (all classmates invited). For instance, a 40th reunion class had a breakfast gathering of lacrosse teammates.

Reunion Chair:

  • Choose appropriate time slot for event
  • Field classmate inquiries for special interest gatherings and decide which ones will happen. 

AYA:

  • Logistical arrangements for event & coordination with campus contacts

 

Just for Kids:

Reunion Chair:

  • Involve classmates with children on reunion committee
  • Hire performers, provide toys, coloring books & crayons, organize family games
  • Communicate all logistics to AYA

AYA:

  • Plan & implement AYA all-classes children’s programming
  • Advise on kid-friendly meal options when and where applicable

 

Sports:

Reunion Chair:

  • Golf - make group reservations directly with golf course
  • Tennis tournament – discuss with AYA
  • Informal sports also possible

AYA:

  • Provide golf and tennis contact info to all alumni for inpidual reservations
  • Provide sports equipment or venues

 

Presidential Visit

Reunion Chair:

  • Greet President Levin
  • Act as host: introduce other classmates such as reunion committee, gift committee and officers

AYA:

  • President Levin visits each class and gives brief greetings. These visits are usually relative informal and take place at lunches, cocktails, or during dinners.
  • Once class programs are in place, AYA staff will coordinate with President Levin’s office on his schedule.

 

Photographs/Digital Images
Please be aware that the AYA is working with the General Counsel’s Office to develop a photo/digital image release policy for alumni related activities. Please be sure to discuss any project that involves the use of photos and/or digital images with your staff liaison early in the planning stage.

Reunion Chair:

  • Consult reunion committee on possibilities: group photo, digital portraits, candids taken by a professional or classmates
  • Determine location & time
  • Work directly with photographer on handling of photo releases, orders & shipping
  • Coordinate with class webmaster to post photos online

AYA:

  • Hire photographer or provide suggestions to chair
  • Coordinate logistical arrangements and provide photo release policy information

 

 

 

 

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