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Alumni Homecoming Solicitation Sample Letter document sample
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How to plan
ALUMNI RELATIONS Your class reunion
Remember, if you are planning a reunion, the persons coordinating it must
contact the Alumni Relations Office so we will know an event is being
The
planned. Alumni from all over the country call, email or check the website
for reunion information. We would not want anyone left out of their class'
Reunion
reunion.
Planning
Please feel free to contact if you have questions or concerns regarding your
reunion. We are here to serve you! Guide
Call our office at (336) 750-2125 or toll-free 1-888 565-3870.
Email - alumnirelatons@wssu.edu
Or
Drop by the Alumni Relations office
Alumni Relations
Winston-Salem State University
Alumni House
Winston-Salem, NC 27110
CLASS OF 19?? INFORMATION FORM
Name
Address
Home Telephone Cell Telephone
Email Address
Family:
Career:
Church and Community Involvement: (Include Awards and Recognitions)
GOLD ROBE ORDER FORM
Jostens Height/Weight Chart Check One
Height Regular Special *1 Extra Heavy *2
4'10 - 5' Under 160 lbs 161 221
5'1 - 5'3 Under 180 lbs 181 241
5'4 - 5'6 Under 200 lbs 201 266
5'7 - 5'9 Under 230 lbs 231 296
5'10 - 6 Under 260 lbs 261 331
6'1 - 6'3 Under 285 lbs 286 356
6'4 - 6'6 Under 310 lbs 311 386
6'7 - 6'9 Under 330 lbs 331 406
6'10 - 7 Under 350 lbs 351 431
Please include a current black and white photograph with
this form. The size should be similar to this example. Black and White
Please note: the photograph will NOT be returned via mail. Photo
Any persons wishing to pickup their photograph may do
so at the hotel. Not to be
Returned
Mail completed form and photograph to: May Pick up at
hotel
Contact Name and Address Here
Deadline – ???
Thursday, Oct. 5th 7:00 P.M. • Anderson Conference Center (by PLANNING YOUR REUNION
WSSU’s Tennis Courts)
• 1956 Class Dinner The Reunion Planning Guide has been established as a guideline for class reunion
committees wishing to host a reunion for their commemorative class
Friday, Oct. 6th 9:30 A.M. • Convocation anniversary. We hope that the following information will assist your committee
• Line up for processional Kenneth R. in having a successful reunion and to make planning easier.
Williams Auditorium
Saturday, Oct. 7th 7:00 P.M. • Hospitality Hour Location to be Enclosed you will find samples of letters, agendas and itineraries to assist you
determined
th with your event criteria. Our office will provide you with a current address list
Thursday, Oct. 5 7:00 P.M. • Anderson Conference Center (by
WSSU’s Tennis Courts)
for alumni from your class year. The Alumni Relations office will pay for your
• 1956 Class Dinner first mailing.
Friday, Oct. 6th 9:30 A.M. • Convocation
• Line up for processional Kenneth R.
Williams Auditorium
Saturday, Oct. 7th 7:00 P.M. • Hospitality Hour Location to be
determined
1. Reminders
All previous monies paid will be transferred to the Donor Records Office. This
will ensure that you receive tax credit. Make all checks out to WSSU
Foundation and put a notation in the Memo line “Class of 1956 Gift”. Mail all
future Payments / Donations for class gift to:
Donor Records Office
304 Blair Hall
Winston Salem, NC 27110
You may use the new forms, which are enclosed. KEY ELEMENTS TO PLANNING A SUCCESSFUL REUNION
3. Make dinner checks to WSSU Foundation with a notation in the 1. CORRESPONDENCE
Memo line “Class of 1956 Dinner
a. Contact each known class member with initial notification of reunion
Mail $30.00 for the Dinner and misc items to: intent (12 – 9 months prior to reunion)
Class of 1956 Reunion b. Collect additional addresses of lost class members(12 – 9 months prior
Winston-Salem State University to reunion)
c
/o Gregory Hairston / Alumni Relations c. Initiate interest with first contact
Alumni House
Winston-Salem, NC 27110
d. Continue correspondence to provide updates on planning (9 – 6
months prior to reunion)
Sincerely, e. Solicit participation through correspondence
f. Initial mailing and participation solicitation must be hard copy mailings
g. Develop reunion plans based on feedback from potential participants
h. Establish participation deadline (9 – 6 months prior to reunion)
2. COST DETERMINATION Sample 2
a. Divide organizing committee into event coordinating subcommittees Class of 1984
(12 – 9 months prior to reunion) 20th Reunion Schedule
b. Each subcommittee would be responsible costing out their activity (tentative)
(10 – 8 months prior to reunion)
c. Subcommittee reports would be combined to determine the overall
Friday, October 1st
budget (10 – 8 months prior to reunion) 12:00 noon – 4:00 p.m. Registration (Host Hotel - Your Class
d. Participation estimates will be gathered from the initial response Choice)
rate (10 – 8 months prior to reunion) 5:00 p.m. – 8:00 p.m. Hospitality (Hotel of Your Class Choice)
e. In addition to the event sub-committees one additional group will 9:00 p.m. – 2:00 a.m. Alumni Ball (Designated by NAA)
be tasked with determining an appropriate class gift (see attached Saturday, October 2nd
Class Gift Guidelines) (10 – 8 months prior to reunion) 9:00 a.m. – 12:00 noon Class of ’84 Parade Float
12:30 p.m. – 2:00 p.m. Class of '84 Tailgate (Stadium)
3. EVENT MANAGEMENT 2:00 p.m. – 5:30 p.m. Football Game
a. Continually review the number of paid participants to determine 7:00 p.m. – 10:00 p.m. Reunion Reception (Your Class Choice)
10:00 p.m. – 2:00 a.m. Old School House Party (Designated by
proper numbers for individual events
NAA)
b. Event coordinating committees will provide final numbers to
vendors two days following the overall deadline Sunday, October 3rd
c. Begin to collect invoice figures three weeks prior to the reunion. 11:00 a.m. – 1:00 p.m. Alumni Worship Service (Your Class Choice)
d. Determine which vendors will need to paid in advance and adhere
to their wishes Sample 3
e. Purchase all items supplied by the reunion one week prior to the Update for WSSU Class of 1956
event Thanks to each of you for your support at this time. We all realize that we had a late
f. Collect all gift bag tokens two weeks prior to the event start with some specifics; however, Madge Moore Haynes’ (’54) letter of 2000
g. Allow each subcommittee to be responsible for the management of challenged all RAMS to make a special effort to contribute $1000 on their 50th Year
their event Celebration. I am sure each one of us made our decision as to how we would make
our individual contribution. Our effort now is to remind and culminate that challenge.
WSSU REUNION GIFT GUIDELINES 1. Week-end Activities
Housing • Hawthorne Inn 1-800-972-3774
2. HOW DO WE MAKE OUR CLASS GIFT? • $79.00 rate (WSSU ’06 Homecoming
block) Make reservations NOW!
WSSU ask that each individual provide a donation to the university in Thursday Oct. 5th 2:00 P.M. • Bus Tour of Campus/receive robes
honor of their graduation anniversary. Each reunion class will be • Leave hotel at 1:45 p.m.
allowed to establish an account with WSSU Foundation to receive these • The gold robes will be issued at the
individual Hawthorne Inn following the Tour.
gifts. This process allows the university to provide a tax receipt for Housing • Hawthorne Inn 1-800-972-3774
each donor and recognize their support of the university. • $79.00 rate (WSSU ’06 Homecoming
block) Make reservations NOW!
Thursday Oct. 5th 2:00 P.M. • Bus Tour of Campus/receive robes
• Leave hotel at 1:45 p.m.
• The gold robes will be issued at the
Hawthorne Inn following the Tour.
AGENDAS 2. WOULD EACH CLASS MEMBER NEED TO WRITE TWO
CHECKS?
Sample 1
Class of 1980 reunion itinerary & fees Each Class member would need to provide payment for the reunion
expenses to the Class Organizing Committee and write a separate check to
Friday, October 28, 2005 the WSSU Foundation for the Class Gift. Please indicate the Class year in
6:00 p.m. – 1:00 a.m. Registration Opens $60.00* the Memo section on your check. The address is as follows:
(Pickup event package which Hospitality Suite @
includes: Class of ’80 souvenir Embassy Suites Hotel Winston-Salem State University
booklet, “Old School CD”, 3 tickets: 425 North Cherry Street Donor Records
(1) game ticket, (1) tailgate ticket (336) 725-3500 304 Blair Hall
and (1) dinner ticket.) Note: Guest Winston-Salem, NC 27110
packages available for $30 and
include everything above except 3. HOW DO WE ESTABLISH AN APPROPRIATE GIFT AMOUNT?
booklet and CD
9:00 p.m. – 2:00 a.m. Crowning of Miss Alumni, $30.00** You must first set a goal total for the Class then determine how this figure
Alumni Ball and Breakfast should be divided among your expected participants. Always remember
(Dress – Black Tie) that the individual gift should pay appropriate homage to the anniversary
Pavilion Ballroom, Embassy year. For example, our 50th Reunion Classes encourage all participants to
Suites provide a gift of no less than $1,000.
Saturday, October 29, 2005
8:30 a.m. – Noon Registration Open You may also want to keep in mind that you may establish an endowment
(see above for location) account in honor of the Class with a minimum of $10,000.
10:00 a.m. – Noon Homecoming Parade
Downtown Winston- 4. HOW WILL WE KNOW THE TOTAL AMOUNT DONATED TO
Salem OUR FUND?
(Class of ’80 Represents!) The WSSU Foundation will keep a running total of your donations. Once
12:00 p.m. – 5:00 p.m. Class of ’80 Tailgate Party, you reach your deadline the grand total will be provided to the organizing
Stadium Parking Lot committee.
2:00 p.m. Homecoming Game
(Class of ’80 to sit together in WSSU vs. St. Augustine 5. HOW DO WE PRESENT THE CLASS GIFT?
reserved seating section)
7:00 p.m. – 9:00 p.m. Program Dinner @ “V’s” Restaurant The grand total is determined by the cumulative individual gifts received.
1527 S. Martin Luther King Drive You may use this total when making your Class Gift Presentation during
W-S, NC 27107 your dinner or reception.
(336) 784-4101
10:00 p.m. – 1:00 a.m. “Feet Don’t Fail Me Now” Fellowship
(Vacation Package to be given away!) Hospitality Suite @ Embassy Suites
Sunday, October 30, 2005
11:00 a.m. Worship Service (Location TBD)
*Refer to registration form for fee deadline. **Not included in event or guest
packages
SAMPLE AGENDAS, LETTERS AND FEES Sample 2
Dear Class of ‘54 Alumnus,
We are still making plans for the 50th Anniversary for the Class of 1951. The tentative
LETTERS celebration activities are as follows:
Sample 1 THURSDAY – SEPTEMBER 30, 2004
Tour of WSSU Campus
Fellow Classmates, Reunion Dinner
Hospitality Hour
Time has certainly flown by. It seems that it was only a few years ago
when first around on the campus of Winston-Salem State University. FRIDAY – OCTOBER 1, 2004
During our first days on the “yard” we were able to develop life-long March in founder’s Day Convocation
relationships and begin the transition to adulthood. Our experiences Alumni Reception
molded us and prepared us for the lives we now currently enjoy. It is not Alumni Registration
Alumni Homecoming Ball
very difficult to remember dances in Whitaker Gym, Step Shows in the
Pit, brewery tours and 6:00 p.m. classes during the spring. These mutual SATURDAY – OCTOBER 2, 2004
experiences developed a special bond between classmates and all Homecoming Parade
members of the Ram Family. We know have an opportunity to celebrate Chancellor’s Tailgate
this unique experience that is our 20th Reunion. Homecoming Football Game
Alumni Old School House Dance
Please consider this letter an invitation to participate in the planning and
organization of our reunion. Homecoming is November 1, 2003. We SUNDAY – OCTOBER 3, 2004
would like to schedule a full weekend of activities beginning either on Alumni Worship Service
Thursday, October 30th or Friday, October 31st. The final decision will The reunion cost is $______. Additional guest can attend for $______ per person. If
be based on feedback received from class members. We would also ask your schedule does not permit you to attend the celebration, please make a donation of
that class members provide their preferred e-mail addresses. This will $1,000 or more toward the scholarship fund. Our goal is to raise at least $_______
lessen the correspondence cost. for the scholarship.
It is our goal to ensure that we do not let another significant anniversary The host hotel is the __________________. Rooms have been reserved under 50th
pass without celebration. We hope that many others will join in the Anniversary Class of 1954. You may call them at (336) ________ to reserve your
room.
planning and participation. Please forward notification of your interest or
suggestion to on of the following contacts: We would like to hear from every member of the Class of 1951 indicating their plans to
Insert contact names here join us on September 30th – October 2nd, or by submitting a generous donation
toward the scholarship fund. If you know of any classmates who have not been
contacted, please send their name, address and telephone number. We are also seeking
Please take time to review and critique the the names of any deceased members. The deadline for all monies and information is
proposed schedule of activities. Look _________.
forward to seeing you soon.
Thank you for your efforts in making this 50th Anniversary Class Reunion the best.
Signatures Additional information will be mailed later, but do not hesitate to contact me with
questions or suggestions. My number is ____________.
Sincerely,
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