Q&A guide · 6 min read
How do you run an alumni reunion?
By CA Shrenuj Jalan, Founder, Connect My Alumni · Updated on
Steps to run an alumni reunion
The steps below work for most school and college reunions, from a single-batch jubilee to a department meet. Adjust timing to the size of the event.
| Step | What to do | Tip |
|---|---|---|
| 1. Form a committee | A lead plus owners for outreach, registration and finance, programme and operations | Add one representative per section or department |
| 2. Fix purpose, date and format | Milestone, homecoming or city meet; in person, virtual or hybrid | Avoid exam periods and major festivals |
| 3. Get institutional approval | Campus use, security, staff support and teacher invitations | Name a staff coordinator |
| 4. Set the budget | Venue, food, AV, photography, mementos, contingency | Decide in advance where any surplus goes |
| 5. Find batchmates | Records, yearbooks, class groups and teachers | Ask each registrant to bring in five classmates |
| 6. Open registration | Online form with payment, dietary needs and consent | Payments into an institutional or association account |
| 7. Plan the programme | Welcome, campus walk, teacher felicitation, photo, meal | Leave most of the time for conversation |
| 8. Communicate | Save-the-date, reminders, final instructions | Email plus short WhatsApp alerts to opted-in alumni |
| 9. Run the day | Badges, check-in, volunteers, one vendor contact | Use QR or list check-in to know who came |
| 10. Follow up | Thanks, photos, accounts, feedback survey, portal invitation | Do it within a week while goodwill is high |
Who does what on the reunion committee?
Clear roles stop work from falling on one person. Most reunions need the roles below, and one person can hold more than one in a small batch.
- Lead: overall plan, institution liaison and final decisions
- Outreach: finding classmates and managing section representatives
- Registration and finance: form, payments, accounts and receipts
- Programme: schedule, speakers, teacher felicitation and memory slideshow
- Operations: venue, vendors, check-in and volunteers on the day
What are the most common reunion mistakes?
Starting late, collecting money into personal accounts, tracking registrations across several WhatsApp polls, planning too many speeches, and forgetting follow-up are the usual problems. Each is avoidable with a written plan and one registration system.
- Personal bank accounts for collections
- No single list of who registered and paid
- Long speeches and formal programmes
- No photos or thank-you afterwards
How do payments and data fit in?
Collect registration fees online, for example through UPI and cards via a payment gateway linked to the institution’s or association’s account, and publish a short income and expense statement afterwards. Treat the attendee list as personal data under India’s DPDP Act: ask for consent before adding people to directories or future mailings.
Official sources: Digital Personal Data Protection Act, 2023 (MeitY)
Related: NPCI — Unified Payments Interface (UPI) · MeitY — Digital Personal Data Protection Act, 2023 and Rules
Where can you get more detail?
For a fuller planning timeline, budgeting advice and programme ideas, read the reunion planning guide. If classmates abroad want to join, add a live link and an online host.
Related: Alumni reunion planning guide · Virtual and hybrid alumni reunions · Event management with RSVP and QR check-in · Graduway alternatives · Pricing
Sources
Frequently asked questions
How long does it take to plan an alumni reunion?
Milestone batch reunions usually need several months, mostly to find classmates and collect registrations. Small meets can be organised in a few weeks.
Who should organise an alumni reunion?
Usually a small alumni committee with a staff coordinator from the institution. The institution helps with campus access, records and teacher invitations.
How do we track who attended?
Use QR or list check-in at the entrance rather than relying on RSVPs. Attendance data helps with accounts, security and follow-up.
What should we do after the reunion?
Within a week, send thanks, photos and an accounts summary, run a short feedback survey and invite everyone to the alumni portal.
Put this into practice
Start on the free plan, or book a walkthrough with your own alumni data.