Alumni events

Getting started

Depending on the complexity of your reunion, it might be worth sharing the planning requirements and setting up an organising committee. Members of the committee will be able to take ownership of the event, and responsibility can be allocated to individuals for key aspects. While Faculty staff will provide support, organisational responsibility rests with the reunion organisers.

Lead time

It is best to allow plenty of time to plan your reunion event and give ample notice to your alumni group. We recommend that you allow at least eight to ten weeks to plan, organise and finalise the details of your reunion.

Date and location

The ABP Alumni and Stakeholder Relations Coordinator can arrange for a space in the Glyn Davis Building to be booked for the reunion.

In particular, the Building’s terrace on level 4, located between the staff kitchen (conveniently located for catering) and the historic Japanese Room, has proven a very popular location for reunions and other events. However, other spaces can be booked as well.

If this is of interest to your reunion group, a tour of the building can be arranged before the reunion event itself. One possible reunion model that has been used in the past is a one hour tour of the building, with the alumni group then proceeding to a location near campus such as the Clyde. This particularly suits more informal reunion gatherings.

The Faculty’s Alumni and Stakeholder Relations Coordinator can also suggest catering options to suit the level of formality and budget that applies to your event.

Consider the following:

• Weather / time of year
• Long weekends, public holidays and if relevant school holidays
• Is there a large event happening at the same time in your chosen location, eg Melbourne Cup, AFL Grand Final?
• Will the location require travel and accommodation?

Type of reunion

• Do you want to hold the reunion gathering on campus or off campus?
• Do you want a formal dinner or get together?
• Would you prefer an informal gathering?
• Do you want a full weekend or just a lunch/dinner?
• Would you like the Faculty to be involved, e.g. the Dean or other Faculty staff to attend?

Privacy

In line with Australian privacy laws, the University is able to provide reunion organisers with a list of relevant alumni names as this information is available in the public domain. The University is not able to provide any further information, including contact details, to a third party in accordance with the legislation.

However, the Faculty’s Alumni and Stakeholder Relations Coordinator will be able to send emails/letters to members of your year group, notifying them of your plans for a reunion and asking them to contact you in case they are interested.

Further information, check the University’s privacy policy.

Communications

For large-scale formal reunions, it is advisable to send four email communications:

1. Six months prior to the event – send a ‘Save the Date’ to inform the group about the tentative plans, any costs involved and expressions of interest. Responses to this will provide an indication of numbers and assist with further planning.
2. Three months prior - to confirm final plans and invite registrations, with a deposit or full payment as required. If payment is required, it is recommended to set a deadline in this email no later than two weeks prior to the event.
3. One month prior – reminder for registrations and final payments.
4. Just prior – a final reminder and warm up email for a great reunion ahead!