Making Reunions Work Robin Rubenstein March 17, 2009 Alumni Coordinator Camp Ramah in Wisconsin 2008 13th Year Reunion

Agenda: Why We Bring People Back to Camp What is a Reunion? Reconnect (with camp and each other) Work, Wealth, and Wisdom What is a Reunion? Who Attends Agenda How We Run a Reunion Alumni Engagement Planning Communication Roles/Responsibilities Lessons Learned/Key Takeaways Q&A March 17, 2009 Making Reunions Work

Why We Bring People Back to Camp Re-ignite a strong emotional connection Camp Camp Friends Experience a familiar place…through different eyes Closure for those with less positive camp experiences Alumni can have a positive impact on the life of the camp While at Reunion Involvement AFTER the Reunion Reintroduce alumni to the camp, its programs, and its mission “Many of us marveled at the scope of the camp’s communal membership, as well as the depth of the programming and experiential components Ramah now provides.” March 17, 2009 Making Reunions Work

Why We Bring People Back to Camp Reconnect (with camp and each other) Work, Wealth, and Wisdom Enrollment “It was a truly amazing experience – one that I cannot stop thinking about!” March 17, 2009 Making Reunions Work

What is a Reunion? – Who Attends Bring together alumni of the same age who attended camp together 25-40 people Usually during camp Guests stay in our guesthouse We use the camp Seminar Center as the reunion home base. March 17, 2009 Making Reunions Work

What is a Reunion? – Who Attends 3 reunions planned for Summer 2009 13th year 25th year First Decade (1948-1960) Regularity builds excitement and anticipation “I have been walking around with a smile on my face since I returned.” March 17, 2009 Making Reunions Work

What is a Reunion? - Agenda Begins late Thursday afternoon with camp-wide program Friday Camp Tour with Director Interaction with oldest camper group Pre-Shabbat – explore camp; official reunion photo Speak with group about current camp needs and campaigns Introduce concept of “friendraising” Shabbat – Hadvalah brings the group together for an emotional ending to Shabbat Saturday – purely social Balancing act – Give them space to explore vs. creating agenda? Sports, swimming, singing, etc… Sunday – reunion ends after breakfast March 17, 2009 Making Reunions Work

How We Run a Reunion – Alum Engagement Ongoing Process Before Reunions Various channels for building community with Alumni Website Facebook eNewsletters Other events (ex. NYC event) During Reunions Both formal and informal time during reunion – reconnect with both camp and old friends After Reunions Track attendance at reunions for future communications, solicitations, etc. Reunion photos on website, Facebook “We felt like time had not passed between us, but alternately, felt that time had been VERY, VERY good to the camp.” March 17, 2009 Making Reunions Work

How We Run a Reunion – Alum Engagement Communicate Alumni information in all channels, including traditional Newsletter, website, etc. Reunion sign-ups Past Reunion pictures/details Build excitement March 17, 2009 Making Reunions Work

How We Run a Reunion - Planning Timeline Fall Winter Spring Summer Which Reunions? Announce Registration (email and mail) Continue processing registrations Hold Reunions! Generate Attendee Lists Process Registrations Finalize logistics Chairs “self-identify”; gather data Ongoing: Communications with Alumni (eNewsletters, Newsletters, Website, Facebook, etc.) Gather/update contact data Keep in touch following reunion! March 17, 2009 Making Reunions Work

How We Run a Reunion - Planning Planning – Which Reunions? Small Focus Groups of Alumni Discuss with Dev. Director, Chair of Alumni Subcommittee Fall before Reunion Generate list of invitees Use Sage donor management system to track Alumni. Alumni (and all other constituents) can be flagged in the system. March 17, 2009 Making Reunions Work

How We Run a Reunion – Finding Alumni Fall before Reunion Chairs “self-identify” to participate Update contact data Chairs help find missing information (Google Docs) Requests/reminders on website, alumni eNewsletter, Facebook Ongoing Continue to get new data Continue to send registration materials to new people March 17, 2009 Making Reunions Work

How We Run a Reunion - Communication December Registration materials sent by both mail and email Welcome Letter Registration Materials Reunions Chairs’ names placed on the materials Communicate the event in various channels Website eNewsletter Newsletter Facebook Alumni newsletter with personal stories from alumni who RSVP’d to reunions “It really was one of the best weekends I have ever experienced. I felt like I was home.” March 17, 2009 Making Reunions Work

How We Run a Reunion - eNewsletter Details about reunions and link to register in all communications Highlight personal stories and build excitement for upcoming reunions March 17, 2009 Making Reunions Work

How We Run a Reunion – Facebook March 17, 2009 Making Reunions Work

How We Run a Reunion – Roles/Resp. Robin and team Prepare materials Handle logistics Robin arranges these tasks with business manager, kitchen staff, and housekeeping staff Communication Admins of various Facebook groups help send information to members Manage volunteer “Chairs” Alumni “Chairs” Help locate lost alumni Update Google Docs Names are used on registration materials to personalize the process March 17, 2009 Making Reunions Work

Lessons Learned/Key Takeaways Alumni really want to get back to camp – make it happen! Balancing act Logistics Free time vs. structured time Be very clear about Shabbat expectations and other general rules (ex: cell phones) Be friendly, flexible, respectful, and accommodating…as best you can! Remember: it’s all about reconnecting people to each other and to camp “Thank you again, I shall remember this forever!” March 17, 2009 Making Reunions Work

Questions? March 17, 2009 Making Reunions Work

For More Information This presentation and recorded session will be available in our Webinar archives by the end of the week: http://webinar.gijptech.org Tech Program Blog: http://blog.gijptech.org Tech Program eNewsletter Archives: http://enewsletter.gijptech.org March 17, 2009 Making Reunions Work