A step-by-step guide to planning a successful reunion event
You studied together. You graduated together. Now it’s time to reunite. This guide will help you to create a memorable and enjoyable event with the support of the Alumni and Supporter Relations team.
We encourage you to organise a reunion as a way of catching up with friends and former classmates. Whether in-person or online, we can help with advice and support on the organisational and marketing aspects of your event, including:
When you are ready to get started, follow the steps below.
For general reunion enquiries or for digital support, contact: email@example.com
A successful reunion is all about teamwork. Forming a committee is a great way to get people involved and share responsibilities and tasks. Before you get started, refer to the reunion committee volunteer role description to get an understanding of what's involved.
Use your personal networks or search for alumni on LinkedIn to reconnect with former classmates and find out if they are interested in attending a reunion event or being a co-organiser.
Once you have a reunion committee, it’s time to plan the guest list. Do you want to invite those in the same year, from the same school or the same faculty? Do you plan to invite partners? Any guest academics?
When you decide on who you want to invite, submit an expression of interest for hosting a reunion event and the alumni office will review your request.
Knowing approximately how many people to cater for can help you to choose the perfect venue, pencil in a preferred date, request function packages, secure quotes and plan a budget.
The cost of hosting a reunion on campus varies from $90-$140 per person. For an on-campus experience refer to the University’s recommended venue and catering suppliers.
If you're planning a reunion hosted outside of Sydney or Australia, please let the alumni team know as well. We can help you promote the event with your former classmates via email.
With the venue, date, and cost per head confirmed, it’s time to list your event online. Eventbrite is an easy-to-use solution for collecting RSVPs and funds for reunion events.
Download the Alumni Reunion Eventbrite Guide (pdf, 134kb) for all the information you will need to create your event page. Please note that Eventbrite charges a service fee for all paid events.
Once you have your event page set up, email the link to firstname.lastname@example.org and we will ensure it’s ready to promote before listing it on the reunions webpage and What’s On Events Calendar.
With the green light from the alumni office, it’s time to start getting the word out and collecting registrations and payments.
We can support you in promoting your event by sending an invitation to your class list and two reminders to people who have not yet responded.
We encourage you to use the personal and professional connections of the organising committee and social media to reach out to fellow classmates and encourage them to help spread the word.
You may also choose to get in touch with relevant industry channels or outlets that can promote your reunion to your classmates.
As your reunion event draws nearer, it’s time to finalise all the details with your venue and suppliers. By now you should have exhausted all of your promotional avenues and have a good idea about the final numbers.
The organising committee is responsible for paying any deposits required by your vendors and making the decisions on the menu selection, room layout, AV requirements, event run sheet, and any extras like flowers, music or photography.
Venues and caterers will cater to guests needs, both dietary and mobility. These requirements should be collected from guests at the point of registration and provided to your venue and caterer in advance.
The alumni office is here to assist in making your reunion experience as enjoyable as possible and nurture a strong connection between your class or group and the University in the coming years.
We recommend having a member of the organising committee check attendee's event tickets upon entry. Providing name tags at the door will also help to encourage conversation between your guests.
At the conclusion of your event, please email the final event attendance information to email@example.com.