WINSTON-SALEM STATE UNIVERSITY
The Reunion Planning Guide
HOW TO PLAN YOUR CLASS REUNION
WINSTON-SALEM STATE UNIVERSITY
PLANNING YOUR REUNION
The Reunion Planning Guide has been established as a guideline for class reunion
committees wishing to host a reunion for their commemorative class anniversary.
We hope the following information will assist your committee in having a successful
reunion and to make planning easier.
Enclosed you will find samples of letters, agendas, itineraries and a timeline to assist
you with your event criteria.
Our office will provide you with a current address list for alumni from your class
year; assist with locating hotel accommodations and event locations; send out your
first mailing at no cost to your graduating class; and assist you any way we can.
KEY ELEMENTS TO
PLANNING A SUCCESSFUL REUNION
1
STEP ONE – CORRESPONDENCE
TIMELINE
Description
Due Date
Letter of Intent
November 1st-December 16th
Acknowledgement Letter with
Tentative Schedule
February 1st - 15th
Letter With Complete Details and Fees
April 1st - April 30th
Final Letter With Deadlines and
Cap/Gown/Bio Data (50th Class ONLY)
June 1st - July 1st
Any additional letters
as reminders of deadlines
August 1st
WINSTON-SALEM STATE UNIVERSITY
2
STEP TWO – COST DETERMINATION
A. Divide organizing committee into event coordinating subcommittees
(12 – 9 months prior to reunion) i.e. Chair for Hospitality, Souvenir Book,
Correspondence, etc.
B. Each subcommittee would be responsible costing out their activity
(10 – 8 months prior to reunion) i.e. Tailgate, Hospitality, Dinner, etc.
C. Subcommittee reports would be combined to determine the overall budget
(10 – 8 months prior to reunion)
D. Participation estimates will be gathered from the initial response rate
(10 – 8 months prior to reunion)
E. In addition to the event sub-committees one additional group will be tasked
with determining an appropriate class gift (see attached Class Gift Guidelines) (10 – 8 months prior to reunion)
3
STEP THREE – EVENT MANAGEMENT
A. Continually review the number of paid participants to determine proper
numbers for individual events
B. Event coordinating committees will provide final numbers to vendors two days following the overall deadline
C. Begin to collect invoice figures three weeks prior to the reunion.
D. Determine which vendors will need to be paid in advance and adhere to their wishes
E. Purchase all items supplied by the reunion one week prior to the event
F.
Collect all gift bag tokens
two weeks prior to the event
G. Allow each subcommittee to be
responsible for the management
of their event
WINSTON-SALEM STATE UNIVERSITY
WSSU REUNION GIFT GUIDELINES
1. HOW DO WE MAKE OUR CLASS GIFT?
WSSU asks each individual class member to provide a donation to the university in
honor of their graduation anniversary. Each reunion class will be allowed to establish an
account with the WSSU Foundation to receive these individual gifts as either Endowed
or Non-Endowed Scholarships. This process allows the university to provide a tax
receipt for each donor and recognize their support of the university.
2. WOULD EACH CLASS MEMBER NEED TO WRITE TWO CHECKS?
Each Class member would need to provide payment for the reunion expenses to the
Class Organizing Committee and write a separate check to the WSSU Foundation for
the Class Gift. Please indicate the Class year in the Memo section on your check. The
Winston-Salem State University
address is as follows:
Donor Records
311 Blair Hall
Winston-Salem, NC 27110
3. HOW DO WE ESTABLISH AN APPROPRIATE GIFT AMOUNT?
You must first set a goal total for the Class then determine how this figure should be
divided among your expected participants. Always remember that the individual gift
should pay appropriate homage to the anniversary year. For example, our 50th Reunion
Classes encourage all participants to provide a gift of no less than $1,000 per class
member. This class makes arrangements for payment installments, if needed.
Another example is adding a zero to your graduation anniversary year. If this is your
25th reunion, simply add a zero for a donation of $250.00.
You may also want to keep in mind that you may establish an endowment account in
honor of the Class with a minimum of $25,000.
4. HOW WILL WE KNOW THE TOTAL AMOUNT DONATED TO OUR FUND?
The WSSU Foundation will keep a running total of your donations. Once you reach
your deadline the grand total will be provided to the organizing committee. At any time
during the year you would like a list or total to-date, we will be happy to provide that
to the Class Chair or Financial Chair.
5. HOW DO WE PRESENT THE CLASS GIFT?
The grand total is determined by the cumulative individual gifts received 2 weeks prior
to Homecoming.You may use this total when making your Class Gift Presentation
during your dinner or reception.
WINSTON-SALEM STATE UNIVERSITY
SAMPLE AGENDAS, LETTERS AND FEES
LETTERS – Sample 1
Fellow Classmates,
Time has certainly flown by. It seems that it was only a few years ago when first
arrived on the campus of Winston-Salem State University. During our first days on
the “yard” we were able to develop life-long relationships and begin the transition
to adulthood. Our experiences molded us and prepared us for the lives we now
currently enjoy. It is not very difficult to remember dances in Whitaker Gym, Step
Shows in the Pit, brewery tours and 6:00 p.m. classes during the spring. These
mutual experiences developed a special bond between classmates and all members
of the Ram Family. We know have an opportunity to celebrate this unique
experience that is our 20th Reunion.
Please consider this letter an invitation to participate in the planning and
organization of our reunion. Homecoming is November 1, 2003. We would like to
schedule a full weekend of activities beginning either on Thursday, October 30th or
Friday, October 31st. The final decision will be based on feedback received
from class members. We would also ask that class members provide their
preferred e-mail addresses. This will lessen the correspondence cost.
It is our goal to ensure that we do not let another significant anniversary pass
without celebration. We hope that many others will join in the planning and
participation. Please forward notification of your interest or suggestion to on
of the following contacts:
Insert contact names here
Please take time to review and critique the proposed schedule of activities.
Look forward to seeing you soon.
Signatures
WINSTON-SALEM STATE UNIVERSITY
SAMPLE AGENDAS, LETTERS AND FEES
Dear Class of ‘51 Alumnus,
LETTERS – Sample 2
We are still making plans for the 50th Anniversary for the Class of 1951.
The tentative celebration activities are as follows:
THURSDAY – SEPTEMBER 30, 2004
Tour of WSSU Campus, Reunion Dinner, Hospitality Hour
FRIDAY – OCTOBER 1, 2004
March in Founder’s Day Convocation, Alumni Reception, Alumni Registration, Alumni Homecoming Ball
SATURDAY – OCTOBER 2, 2004
Homecoming Parade, Chancellor’s Tailgate, Homecoming Football Game,
Alumni Old School House Dance
SUNDAY – OCTOBER 3, 2004
Alumni Worship Service
The reunion cost is $______. Additional guest can attend for $______ per person.
If your schedule does not permit you to attend the celebration, please make a
donation of $1,000 or more toward the scholarship fund. Our goal is to raise at
least $50,000 for the scholarship.
The host hotel is the __________________. Rooms have been reserved under
50th Anniversary Class of 1951.You may call them at (336) ________ to reserve
your room.
We would like to hear from every member of the Class of 1951 indicating their
plans to join us on September 30th – October 2nd, or by submitting a generous
donation toward the scholarship fund. If you know of any classmates who have not
been contacted, please send their name, address and telephone number. We are
also seeking the names of any deceased members. The deadline for all monies and
information is _________.
Thank you for your efforts in making this 50th Anniversary Class Reunion the best.
Additional information will be mailed later, but do not hesitate to contact me with
questions or suggestions. My number is ____________.
Sincerely,
WINSTON-SALEM STATE UNIVERSITY
SAMPLE AGENDAS, LETTERS AND FEES
Class of 1980 reunion itinerary & fees
AGENDA – Sample 1
Friday, October 28, 2005
6:00 p.m. – 1:00 a.m.
(Pickup event package which includes: Class of ’80
souvenir booklet, “Old School CD”, 3 tickets: (1) game ticket, (1) tailgate ticket and (1) dinner ticket.)
Note: Guest packages available for $30 and include everything above except booklet and CD
Registration Opens
Hospitality Suite @ Embassy Suites Hotel
425 North Cherry Street • (336) 725-3500
$60.00*
9:00 p.m. – 2:00 a.m.
Crowning of Miss Alumni,
Alumni Ball and Breakfast (Dress – Black Tie)
Pavilion Ballroom, Embassy Suites
$30.00**
Saturday, October 29, 2005
8:30 a.m. – Noon
Registration Open
(see above for location)
10:00 a.m. – Noon
Homecoming Parade
Downtown Winston-Salem
(Class of ’80 Represents!)
Class of ’80 Tailgate Party
12:00 p.m. – 5:00 p.m.
Stadium Parking Lot
2:00 p.m.Homecoming Game
(Class of ’80 to sit together in reserved
seating section)
7:00 p.m. – 9:00 p.m.
Program Dinner at “V’s” Restaurant
1527 S. Martin Luther King Drive
W-S, NC 27107 (336) 784-4101
“Feet Don’t Fail Me Now” Fellowship
10:00 p.m. – 1:00 a.m.
Hospitality Suite @ Embassy Suites
(Vacation Package to be given away!)
Sunday, October 30, 2005
Worship Service (Location TBD)
11:00 a.m.
*Refer to registration form for fee deadline. **Not included in event or guest packages
WINSTON-SALEM STATE UNIVERSITY
SAMPLE AGENDAS, LETTERS AND FEES
20th Reunion Schedule (tentative)
AGENDA – Sample 2
Friday, October 1st
12:00 noon – 4:00 p.m.
5:00 p.m. – 8:00 p.m.
9:00 p.m. – 2:00 a.m.
Registration (Host Hotel - Your Class Choice)
Hospitality (Hotel of Your Class Choice)
Alumni Ball (Designated by NAA)
Saturday, October 2nd
9:00 a.m. – 12:00 noon
12:30 p.m. – 2:00 p.m.
2:00 p.m. – 5:30 p.m.
7:00 p.m. – 10:00 p.m.
10:00 p.m. – 2:00 a.m.
Class of ’84 Parade Float
Class of ‘84 Tailgate (Stadium)
Football Game
Reunion Reception (Your Class Choice)
Old School House Party (Designated by NAA)
Sunday, October 3rd
11:00 a.m. – 1:00 p.m.
Alumni Worship Service (Your Class Choice)
WINSTON-SALEM STATE UNIVERSITY
SAMPLE AGENDAS, LETTERS AND FEES
Update for WSSU Class of 1956
AGENDA – Sample 3
Thanks to each of you for your support at this time. We all realize that we had a
late start with some specifics; however, Madge Moore Haynes’ (’54) letter of 2000
challenged all RAMS to make a special effort to contribute $1000 on their 50th
Year Celebration. I am sure each one of us made our decision as to how we would
make our individual contribution. Our effort now is to remind and culminate that
challenge.
1.
Week-end Activities
Housing
• Hawthorne Inn 1-800-972-3774
• $79.00 rate (WSSU ’06 Homecoming block) Make reservations NOW!
Thursday Oct. 5th
2:00 P.M.
• Bus Tour of Campus/receive robes
• Leave hotel at 1:45 p.m.
• The gold robes will be issued at the
Hawthorne Inn following the Tour
7:00 P.M.
• Anderson Conference Center
(by WSSU’s Tennis Courts)
• 1956 Class Dinner
Friday, Oct. 6th
9:30 A.M.
• Convocation
• Line up for processional
Kenneth R. Williams Auditorium
Saturday, Oct. 7th
7:00 P.M.
• Hospitality Hour Location to be determined
2. Reminders
All previous monies paid will be transferred to the Donor Records Office. This
will ensure that you receive tax credit. Make all checks out to WSSU Foundation
and put a notation in the Memo line “Class of 1956 Gift”. Mail all future Payments /
Donor Records Office
Donations for class gift to:
311 Blair Hall
Winston Salem, NC 27110
You may use the new forms, which are enclosed.
3. Make dinner checks to Designated Committee Member
a notation in the Memo line “Class of 1956 Dinner
Mail $30.00 for the Dinner and misc items to: Designated Committee Member
Sincerely,
WINSTON-SALEM STATE UNIVERSITY
CLASS OF 19?? INFORMATION FORM
Name:
Address:
Home Telephone:
Cell Telephone:
Email Address:
Family:
Career:
Church and Community Involvement: (Include Awards and Recognitions)
GOLD ROBE ORDER FORM
Jostens Height/Weight Chart Check One
Height
4'10 - 5'
5'1 - 5'3
5'4 - 5'6
5'7 - 5'9
5'10 - 6
6'1 - 6'3
6'4 - 6'6
6'7 - 6'9
6'10 - 7
Regular
Under 160 lbs
Under 180 lbs
Under 200 lbs
Under 230 lbs
Under 260 lbs
Under 285 lbs
Under 310 lbs
Under 330 lbs
Under 350 lbs
Special *1
161
181
201
231
261
286
311
331
351
Extra Heavy *2
221
241
266
296
331
356
386
406
431
Please include a current photograph with this form. The size should be
no larger than 4 x 6. Electronic files are accepted but must be 300 dpi.
NO PHOTOCOPIES WILL BE ACCEPTED!!
Please note: the photograph will NOT be returned via mail. Any persons wishing to
pickup their photograph may do so at the hotel.
Mail completed form and photograph to:
Contact Name and Address Here
Deadline – Enter Date Here
WINSTON-SALEM STATE UNIVERSITY
ALUMNI RELATIONS
Remember, if you are planning a reunion, the persons coordinating it must contact
the Alumni Relations Office so we will know an event is being planned. Alumni from
all over the country call, email or check the website for reunion information. We
would not want anyone left out of their class reunion.
Please feel free to contact our office if you have questions or concerns regarding
your reunion. We are here to serve you!
Call our office at (336) 750-2125 or toll-free 1-888-565-3870.
Email – [email protected] or
Drop by the Alumni Relations office:
Alumni Relations
Winston-Salem State University
S.G. Atkins House
Winston-Salem, NC 27110
www.wssu.edu