If you're interested in having a reunion, the information below will help the planning process. You must first complete the Reunion Request Form. The Alumni office will then provide you with additional information.
The Alumni office can assist with:
- Accommodation information;
- Advertising;
- Booking campus space;
- Catering options;
- List of graduates; and
- Invitations, including to retired faculty (postage paid by organizing group).
All communications must be co-ordinated through the Alumni office to ensure institutional consistency.
Considerations:
- Is staff required for the event?;
- School tours with Durham College student ambassadors;
- Will the event be cash or open bar;
- Will it be informal or formal; and
- Will it be themed?
The most desirable reunion dates are Fridays and/or Saturdays in the early summer or late fall. Weather is important to take into consideration when planning the reunion and specific activities that would be involved.
The event lead is the organizer of the event and is responsible for:
- Ad and program design;
- Budget development;
- Contact with the Alumni office;
- Correspondence;
- Depositing and receipting all funds;
- Developing basic message;
- Photography; and
- Sponsorship opportunities.
Small reunion ideas (up to 50 people):
- Photographer;
- Reception; and
- Tour and dinner or picnic/barbecue on campus (weather permitting).
Medium reunion ideas (51 to 250 people):
- Banquet with guest speaker(s);
- Buffet-style meal;
- Dance including raffle or silent auction; and
- Photographer.
Large reunion ideas (More than 500 people);
- Alumni awards;
- Banquet off campus;
- Catered, pre-set meal including vegetarian options; and
- Photographer; and
- Silent auction or raffle.
Booking a reunion on campus
A booking request must be submitted via e-mail to Central Scheduling at scheduling@dc-uoit.ca.
Request must include:
- Contact name and information;
- Date(s) required;
- Facilities and services required (disc jockey, catering, etc.);
- Number of guests;
- Preferred room type; and
- Start and end times, including setup and cleanup.
Catering options
Impressions Catering provides meals for all occasions. At least three days notice is required for larger events.
Sample outline of a large weekend reunion:
- Registration from 11:30 a.m. to 4:30 p.m.; and
- Welcome ceremony from 6:30 to 11 p.m. including hors d'oeuvres, drinks and dance.
- Parade/march of classes from 10:30 to 11:30 a.m.;
- Lunch from 11:30 a.m. to 1 p.m.;
- Seminars/workshops/tours from 1:30 to 4:30 p.m.;
- Dinner from 6:30 to 11 p.m. including plated dinner, dance, awards and silent auction and/or raffle.
- Brunch 10 a.m. to 12:30 p.m.; and
- Farewell ceremony 2:30 to 3:30 p.m.
Sample timeline (suitable for medium or large reunions):
24 months prior:
- Form committee;
- Determine event format including meals;
- Single- or multi-day event;
- Brainstorm additional activities;
- Set date(s);
- Research potential facilities and accommodations;
- Develop budget; and
- Develop mailing list (could be provided by Alumni office).
- Select and reserve facilities and accommodations; and
- Arrange for and hire entertainment, caterer, photographer, etc.
- Determine cost per ticket;
- Send initial mailer with event details and publicize reunion information (newspaper/television/radio ad, Alumni website and/or Reflections); and
- Arrange for additional activities (sightseeing tours, etc.).
- Mail registration materials;
- Confirm all reservations;
- Select menu;
- Meet with venue staff; and
- Determine potential solicitation opportunities and write proposals if including silent auction/raffle.
- Make payment arrangements with all suppliers.
- Finalize any last-minute details.
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