Events guide · 10 min read
Alumni Reunion Planning Guide for Indian Schools and Colleges
By CA Shrenuj Jalan, Founder, Connect My Alumni · Updated on
What kind of reunion are you planning?
Reunions in India come in a few familiar shapes: a single-batch milestone reunion (silver or golden jubilee), an annual all-batches homecoming on Founders’ Day or near the institution’s anniversary, department-level meets in colleges, and city-based get-togethers organised by chapters. Each needs a different scale of planning. A batch reunion is usually led by alumni volunteers with institutional support; a homecoming is usually led by the institution with alumni volunteers.
Decide early whether the event is in person, virtual or hybrid. Many batches now combine an in-person day on campus with a live link for classmates abroad.
Related: Virtual and hybrid alumni reunions
Reunion planning timeline
The timeline below is a typical planning sequence for a milestone batch reunion. Smaller events can compress it; large homecomings may need longer. Treat the months as a guide, not a rule.
| When | What to do | Owner |
|---|---|---|
| 6–9 months before | Form committee, agree purpose, choose date options, get institution approval | Committee lead |
| 5–6 months before | Draft budget, book venue or confirm campus slot, start finding batchmates | Treasurer, outreach lead |
| 4 months before | Open registration with payment; announce save-the-date | Registration lead |
| 2–3 months before | Plan programme, invite teachers, arrange vendors, accommodation list | Programme lead |
| 1 month before | Reminders, final headcount, run-of-show, volunteer roles | Whole committee |
| Event week | Badges, check-in list, AV test, payments reconciled | Operations lead |
| After the event | Thank-yous, photos, accounts, feedback survey, next steps | Committee lead, treasurer |
How do you build the reunion committee?
Keep the core committee small, typically one lead plus people responsible for outreach, registration and finance, programme, and on-the-day operations. Add one representative per section, house or department to reach classmates. In schools, include a teacher or staff coordinator who can handle campus permissions, security and access to old records.
Agree in writing who can spend money, which bank account receives payments, and how decisions are made. Most reunion disputes are about money and credit, not about the menu.
How do you find batchmates you have lost touch with?
Start with the institution’s records: admission registers, yearbooks, result lists and any existing alumni database. Then ask every confirmed attendee to bring in five classmates. Class WhatsApp groups, LinkedIn searches by institution and batch, and teachers who stayed in touch with students all help. Record every person you find in one shared list, not in individual phones.
Handle contact details respectfully. Being in a reunion WhatsApp group is not consent to be listed in a public directory. Invite people to register and choose their own privacy settings.
Related: Build an alumni database from scratch · Alumni data privacy under the DPDP Act
How should you budget and collect money?
List costs before setting the registration fee: venue or campus charges, food, decor, sound and AV, photography, mementos, printing, transport for teachers and contingency. Many batches offer a standard fee plus an optional contribution so that cost does not keep anyone away, and quietly subsidise classmates who need it.
Collect fees through an online registration form with UPI and card payments into an institutional or association account, not into a volunteer’s personal account. Publish a simple income and expense statement afterwards and decide in advance whether any surplus goes to a scholarship, the school or the next reunion.
- Fix an early-bird deadline to get commitments and cash flow early.
- Ask for dietary preferences, T-shirt sizes and accommodation needs on the same form.
- Keep a contingency line in the budget for surprises such as extra guests or vendor price changes.
- Name two signatories for the account and share a running expense sheet with the committee.
What should the reunion programme include?
The best reunions are mostly conversation. Plan a light structure: a welcome, a campus walk to old classrooms, a short felicitation of teachers, a group photograph, a meal, and an informal evening. Keep speeches short and limit them to a few people. A memory wall or slideshow of old photos is a reliable icebreaker; ask alumni to upload pictures in advance.
If you plan a fundraising ask, make it specific and modest in tone, such as a batch scholarship or a classroom upgrade, and avoid making it the centrepiece of the day.
Running the day: check-in and logistics
Print name badges with batch and section. Use QR check-in or a printed list so you know who actually came; this matters for accounts, security on campus and follow-up. Assign volunteers to the gate, registration desk, teachers’ hospitality and photography. Have a single person who handles all vendor calls on the day.
What should you do after the reunion?
Within a week, send thanks, a photo album link and the accounts summary. Run a short feedback survey. Most importantly, invite every attendee to join the institution’s alumni platform so the connections survive beyond the WhatsApp group, and ask them to update their profile while the goodwill is fresh.
How Connect My Alumni helps with reunions
Connect My Alumni’s event management covers in-person, virtual and hybrid events with online registration and RSVP, waitlists, QR check-in, reminders, photo galleries and post-event surveys, all linked to verified alumni profiles. Paid tickets can be collected through the donations and payments integration. See pricing for plan limits; the Starter plan is free for small communities.
Related: Alumni event management with QR check-in · Best alumni management software in India: how to choose · Connect My Alumni pricing
Sources
Frequently asked questions
How far in advance should we plan an alumni reunion?
For a milestone batch reunion, start six to nine months ahead so there is time to find classmates and collect registrations. Smaller meets can be planned in a few weeks.
How do we decide the registration fee?
List all costs, add a contingency, divide by a realistic headcount and round up. Offer an optional contribution and a quiet way to support classmates who cannot pay.
Who should hold the reunion money?
An institutional or registered association bank account with two signatories, not a volunteer’s personal account. Publish a short income and expense statement afterwards.
Should we invite teachers?
Yes. Felicitating teachers is often the emotional highlight. Arrange transport and hospitality for retired teachers and keep their part of the programme short and comfortable.
How do we keep people connected after the reunion?
Share photos and thanks quickly, invite everyone to the alumni portal, and plan a small follow-up such as a city meetup or mentoring session.
Put this into practice
Start on the free plan, or book a walkthrough with your own alumni data.