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Organizing A Reunion Committee

By: woody4220

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Being involved in the planning of a reunion is the best way to ensure that you have an especially memorable experience. As a member of the committee, you will have a voice in the decisions of the various activities and other aspects that go into the planning of the event. You will also be privy to wonderful photographs, memorabilia, and interesting information that makes their way into the hands of the committee. These can be great perks. But be careful what you wish for, as organizing a great reunion takes time and commitment. Often times well meaning individuals get involved with planning a reunion, and quickly find out that they have bitten off more than they can chew.

No matter the size of the event, you should have an Executive Committee that takes care of the basics event organizing, managing committee meetings, accounting, invitations, communications, food, childrens activities, and record keeping.

If you are planning a small reunion (50 people or less?), then it can be one person. That is more than likely you! Larger reunions will require more people to coordinate projects such as a reunion memory book, entertainment, classmate/family outreach, videography, photography, memorabilia, decorations, music, website creation, etc. In addition to committee members, every reunion needs its share of volunteers and contributors, who are not members of the committee, but help from time to time as the planning and event progresses.

Choosing the leader is the first step. Every organization has to have a leader--someone that everyone respects and will listen to, and the reunion committee is no exception. The committee chairperson is responsible for:

Scheduling committee meetings and notifying the members of those meetings
Presiding over meetings and maintaining the peace
Making a list of volunteers and their job assignments
Keeping a calendar of finished tasks and unfinished business
Motivating people to follow through
Perhaps making an executive decision when one is necessary

Once the chairperson and the committee is determined, there needs to be some ground rules that all members must adhere to. Here are some examples:

Positive communication amongst the members
Attendance at meetings is pretty much mandatory barring emergencies of course.
Do not make promises you cannot keep.
Follow through on assigned tasks
Be prepared to provide progress at each meeting.
Understand that you are all working towards one common goal
Don't be afraid to ask for help
Do not create more work for someone else, and speak up if someone is creating more work for you.
Do not let personality differences create problems
Communicate responsibly amongst members of the committee.

When all is said and done, the importance of a finely tuned, hard working committee, with effective leadership cannot be overstated. Additionally, there is no doubt that group dynamics can affect any committee, but if your committee can establish its own set of ground rules and work towards productive meetings and effective communications, then more will be accomplished in shorter time, and the result will be a spectacular and memorable reunion event with less gray hair and sleepless nights!

Article Source: http://depositarticles.com/

Doug Woods is a part owner of Legacy Publishing, which offers various specialty items and resources for all types of reunions. For a FREE sample of Legacy Publishing's Reunion Memory Book as well as other reunion resources, visit www.reunion-memory-book.com.

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