Build a class reunion planning committee
One person can organize a dinner for twenty. A reunion for a whole graduating class needs a team. A class reunion planning committee of four to six people is ideal: enough hands, few enough opinions. Try to pull people from different friend groups (the athletes, the theater kids, the ones who sat in the back). Each one can reach classmates the others lost touch with.
| Role | What they do |
|---|---|
| Lead | Keeps the timeline, runs short check-ins, makes the final call when the group is split |
| Contacts | Builds and guards the classmate list, tracks who has been reached |
| Venue and food | Compares options, negotiates, handles catering and drinks |
| Money | Sets the ticket price with the lead, collects payments, keeps a simple spreadsheet |
| Communication | Writes the save the date, invitations and reminders, runs the group or page |
| Program | Name tags, slideshow, memorial, music, the few minutes of speeches |
Tip: Agree early how decisions are made. "The lead decides after hearing everyone" saves hours of debate about napkin colors.
Class reunion planning timeline
For a big high school reunion, this timeline gives you room to breathe. For a smaller or more casual one, compress it to three or four months.
| When | To-dos |
|---|---|
| 12 months before | Find your committee, agree on the rough format (casual or dressy, one evening or a weekend), set a budget range |
| 9 to 12 months before | Start the classmate list, open a private group or page, check the school's alumni office |
| 8 to 9 months before | Pick the date with a poll among those you've reached, shortlist venues |
| 6 to 8 months before | Book the venue, send a save the date to everyone on the list |
| 4 to 6 months before | Book catering, music or a DJ and a photographer if you want one. Suggest hotels for people who travel |
| 3 months before | Send the invitations with ticket price, payment link and RSVP deadline |
| 6 to 8 weeks before | Reminder to anyone who hasn't answered, collect photos for the slideshow |
| 3 to 4 weeks before | RSVP deadline, final headcount to the venue, order name tags |
| 1 week before | Run sheet for the night, who brings what, last reminder with address and parking |
| On the day | Set-up, check-in table, enjoy it yourself |
| 1 to 2 weeks after | Share photos, settle the money, thank the committee and the guests, note what to repeat next time |
Not sure when the save the date should go out? Our guide on when to send save the dates covers timing for different events.
Choosing the reunion date
A reunion date has to work for people who scattered across the country, have kids, shift work or a job abroad. A few things to keep in mind:
- Weekends near natural home visits often work best. In the US, many people are back in their hometown over Thanksgiving weekend or for homecoming. Summer weekends suit people who travel anyway.
- Avoid big holidays and local events that fill up hotels.
- Ask before you decide. Once you've reached a good part of the class, send a date poll for two or three candidate months. Let people tap all the days they could make, then pick the one with the biggest turnout. Classic meeting polls work too, but a simpler Doodle alternative is easier for a whole class.
- Accept that someone can't come. With a whole class, no day works for everyone. Choose the best one and tell people early.
Our free date poll works well for this: one link for the group page or the chat and no account or app for anyone. You see right away which days most classmates can make. Classmates you've only reconnected with online can vote just as easily as your best friend. More on the method in how to find a date that works for everyone.
psst … this makes it easier
Find the day that works for everyone
- Create a poll and drop the link in the group chat
- Everyone taps the days they're free and the best one shows up instantly
- Free, no account, no app
Finding classmates (without oversharing their data)
Tracking people down is the job that takes longest. It's also where it's easy to be careless with other people's phone numbers and addresses. A few principles keep it friendly and respectful.
Where to look
- The old class list or yearbook. Turn it into a simple list of names. That's your checklist of who you've reached.
- The snowball method. Ask everyone you reach to contact the two or three classmates they're still in touch with and pass on the invite. This works better than any search.
- A private group or page on a social network, where classmates can join and invite others.
- The school or alumni office. Many schools won't hand out contact details, but some will forward a message or post it in an alumni newsletter.
- Former teachers are sometimes still in touch with students and often love being invited too.
How to handle contact details
- Collect only what you need: a name and one way to reach someone. Home addresses only if you send cards by mail.
- Keep the list with one or two people, not in a document the whole class can open.
- Ask before you add someone to a group chat. In most messaging apps, every member can see everyone's phone number. Send a personal message first with the link to join.
- Use BCC for group emails so addresses aren't visible to everyone.
- Respect a no. If someone doesn't want to be contacted, take them off the list and don't push.
- Delete the list after the reunion or ask people if they want to stay on it for the next one.
- Use the name people go by today. Names change through marriage, transition or simply growing up. Ask, and update your list and the name tags.
Hi Jess, it's Taylor from Lincoln High, class of 2015! A few of us are planning a 10-year reunion for next summer. Would you like to be kept in the loop? If yes, I'll send you the link to our group. And if you're still in touch with anyone from our class, feel free to pass this on 😊
Venue and budget
The venue sets the tone and most of the cost. Pick it based on how many people you realistically expect, not on how many are in the yearbook.
| Venue | Good for | Keep in mind |
|---|---|---|
| Restaurant private room | 30 to 80 people, dinner format | Often a minimum spend, set menus simplify things |
| Bar or brewery (partly reserved) | Casual reunions, people drift in and out | Can get loud, guests usually pay for their own drinks |
| Hotel or event space | Bigger, dressier reunions | Higher cost, but rooms for those who travel |
| Park pavilion or picnic area | Families with kids, daytime | Weather plan needed, check permit rules |
| The school itself | Tours, nostalgia, a pre-event | Ask early, rules on food and drinks vary |
| A classmate's backyard | Small classes, low budget | Bathrooms, parking and neighbors |
Setting the ticket price
- Add up every fixed cost (venue, deposit, DJ, decorations, name tags) and the cost per person (food, drinks if included).
- Divide the fixed costs by a cautious headcount, not your best-case number.
- Add a buffer of around 10 to 15 percent for no-shows and surprises.
- Say clearly what the ticket covers: "includes dinner, two drinks and the DJ".
Tip: Don't front large amounts of your own money. Ask the venue for a deposit you can cover with the first ticket sales, and set a refund rule ("refunds until four weeks before") before you sell a single ticket.
Class reunion invitation wording
Keep invitations short. People want to know when, where, how much and who's already coming.
Save the date! 🎓 Lincoln High class of 2015 is turning 10. Reunion on Saturday, August 16, in Springfield. Invitation with all details follows in the spring. Pass it on to anyone from our year!
It's official: our 10-year reunion is happening!
Saturday, August 16, 7 pm to midnight
The Grand Room at Riverside Hotel, Springfield
Tickets: [price], includes dinner buffet, two drinks and the DJ
Buy your ticket by July 15: [link]
Partners welcome. Can't wait to see you all!
Class of 2005, it's been 20 years 😳 We're meeting at The Old Mill on Saturday, October 11, from 7 pm. No tickets, no program, just catching up. Let us know in the group if you're coming so we can reserve enough tables.
Only two weeks left to get your reunion ticket! [number] classmates are already in. Ticket link: [link]. Questions? Reply here or text Taylor.
For more save the date variations, see our save the date wording guide.
On the night
- Check-in table with a printed list, name tags and someone friendly who knows lots of people.
- Name tags with yearbook photos. Nobody has to squint and pretend.
- A short program: one welcome, maybe a slideshow, a moment for classmates who have passed away. Ten minutes in total is plenty. People came to talk.
- A group photo early, before the first people leave.
- Enjoy it. Hand the run sheet to someone else once things are rolling.
Looking for activities, decorations or ideas for a 50th? Our class reunion ideas go into the fun part. Find more guides in the planning section.
After the reunion
- Share a photo album link within a week, while everyone is still smiling about it.
- Close the books: pay the last bills, share a short summary of costs with the committee and refund what's left or roll it into the next reunion.
- Thank the committee by name in the group.
- Ask who wants to help next time and write down what worked. Future you will be grateful.
Thank you all for an amazing night! 📸 Photos are here: [link]. A huge thank-you to Jess, Marco, Priya and Sam for months of planning. See you at the 15th?
Frequently asked questions
How far in advance should you plan a class reunion?
Start about a year ahead, especially for a big high school reunion. That leaves time to find classmates, book a venue on a popular weekend and give people who travel enough notice. A small, informal get-together at a bar can work with three months.
What does a class reunion planning committee do?
The committee splits the work: one person coordinates, others handle contacts, the venue, money, communication and the program on the night. Four to six people is a good size. Ideally they come from different friend groups so they can reach more classmates.
How do you find classmates for a reunion?
Start with the old class list or yearbook, then ask everyone you reach to pass the word to the classmates they're still in touch with. A private group on a social network and the school's alumni office can help too. Collect only the contact details you need and don't share them in public lists or chats.
How much should a class reunion ticket cost?
Add up the venue, food, drinks, decorations and extras, divide by a realistic headcount and add a buffer of around 10 to 15 percent for no-shows and surprises. Being open about what the ticket covers helps people say yes. Some committees offer an early-bird price to get commitments sooner.
What is the best time of year for a class reunion?
Summer weekends are popular because people travel then anyway. In the US, the Thanksgiving weekend or the school's homecoming weekend can work well since many people are back in their hometown. Avoid major holidays themselves and big local events that drive up hotel prices.
Which reunion years are usually celebrated?
The 10th, 20th, 25th, 30th, 40th and 50th reunions are the classic ones, and some classes meet every five years. There's no rule, though. If your class wants to meet after three years, that's a reunion too.