Hi Bec
We have refined our approach over time in response to many of the challenges you’ve described.
We combine cohorts where possible. We host 10 and 20 year reunions together, and 30 and 40 year reunions together. This helps with atmosphere, numbers and staffing, and reduces the number of events we coordinate each year.
We charge $40 per ticket for these events, which covers substantial finger food and drinks including beer, wine and sparkling. The format is a relaxed, standing-style evening with a DJ. This keeps costs manageable, accommodates fluctuating numbers and generally appeals to the broadest range of preferences.
An optional campus tour is offered prior to the event, and most attendees choose to participate. We display memorabilia and archival material relevant to each cohort and provide name tags. The event is staffed by our Events Coordinator, myself and Alumni Committee volunteers.
Our 50 and 60 year cohorts are invited as VIP guests to our Founders Day celebrations rather than holding standalone evening events. Members of each cohort participate in elements of the day such as the processional, readings or speaking at Assembly, and are then hosted as VIP guests at the luncheon that follows. This has created a meaningful intergenerational connection while reducing the pressure of additional standalone events.
Most reunions are held on campus as this significantly reduces venue risk and staffing load. However, if a cohort strongly prefers an off-campus event and a volunteer is willing to take the lead locally, we still manage the official communication. We create and distribute the invitation to the cohort, assist the organiser with setting up TryBooking, provide venue guidance, supply name tags and archival material, and our Principal is happy to attend for a brief appearance if requested.
We have found that being clear about the format and holding that line is key. It is impossible to meet every individual preference, so we focus on a model that is sustainable and broadly inclusive.
I hope this is helpful, and I would be interested to hear how others are structuring their programs.
Caroline
Penrhos College