Reunion Planning Guide
The Chesapeake Chapter's annual reunion is our most anticipated event of the year, bringing together Kings Point graduates from across the decades for three days of fellowship, remembrance, and celebration. With over 74 consecutive reunions, we've refined the art of reunion planning. Whether you're organizing our main annual event or a smaller class gathering, this guide provides everything you need for a memorable and successful reunion.
12-Month Planning Timeline
Secure venue contracts, set preliminary budget, form planning committee
Send save-the-date notices, open registration, finalize program schedule
Confirm catering, arrange transportation, finalize entertainment
Final headcount, prepare welcome packets, confirm volunteer assignments
Venue Selection Checklist
Choosing the right venue is crucial for reunion success. Consider these factors:
- Capacity: Accommodate expected attendance with room for 20% growth
- Location: Central to member population, near airport/highways
- Meeting Spaces: Main ballroom, breakout rooms, hospitality suite
- Accommodations: On-site or adjacent hotel rooms for out-of-town guests
- Parking: Ample parking or valet services available
- Accessibility: ADA compliant facilities for all attendees
- Technology: Audio/visual capabilities for presentations and entertainment
Budget Planning
Sample budget breakdown for 300 attendees:
| Category | Percentage | Estimated Cost |
|---|---|---|
| Food & Beverage | 40% | $32,000 |
| Venue Rental | 25% | $20,000 |
| Entertainment | 10% | $8,000 |
| Audiovisual | 8% | $6,400 |
| Decorations | 5% | $4,000 |
| Printing/Misc | 12% | $9,600 |
Program Planning Essentials
Opening Day Activities
- Welcome reception with name tags organized by class year
- Registration and welcome packet distribution
- Casual dinner with class-specific table assignments
- Hospitality suite open for informal mingling
Saturday Full Schedule
- Business meeting with officer elections and reports
- Memorial service honoring departed classmates
- Awards ceremony recognizing member achievements and scholarship recipients
- Gala dinner with guest speaker from maritime industry
- Dancing and entertainment following dinner
Sunday Closing
- Memorial service at Fort McHenry (traditional location)
- Farewell brunch with family-friendly timing
- Closing remarks and announcement of next year's reunion
Volunteer Coordination
Successful reunions require 15-20 dedicated volunteers. Key roles include:
Reunion Chair
Overall event coordinator, reports to Chapter President
Registration Manager
Handles check-in, name tags, and welcome packets
Food & Beverage
Coordinates catering and special dietary needs
Entertainment
Manages music, speakers, and special presentations
Communication Strategy
- Save-the-Date Cards: Send 12 months in advance
- Registration Brochures: Detailed information with pricing
- Reminder Emails: Monthly updates leading up to event
- Final Details Letter: One-week advance with schedule and parking info
Special Touches That Make a Difference
- Commemorative gifts featuring chapter logo or reunion theme
- Memory table displaying historical photos and artifacts
- Audio-visual presentation highlighting chapter history
- Class photo sessions with professional photographer
- Children's activities during main adult events
Join the Reunion Committee
We're always looking for enthusiastic members to help plan our annual reunion. Email reunion@kpchesapeake.com to volunteer for next year's event.
View Reunion Details