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

Making Reunions Work2 March 17, 2009 Agenda: Why We Bring People Back to Camp  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

Making Reunions Work3 March 17, 2009 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.”

Making Reunions Work4 March 17, 2009 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!”

Making Reunions Work5 March 17, 2009 What is a Reunion? – Who Attends Bring together alumni of the same age who attended camp together people Usually during camp Guests stay in our guesthouse We use the camp Seminar Center as the reunion home base.

Making Reunions Work6 March 17, 2009 What is a Reunion? – Who Attends 3 reunions planned for Summer 2009  13th year  25th year  First Decade ( ) Regularity builds excitement and anticipation “I have been walking around with a smile on my face since I returned.”

Making Reunions Work7 March 17, 2009 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

Making Reunions Work8 March 17, 2009 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.”

Making Reunions Work9 March 17, 2009 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

Making Reunions Work10 March 17, 2009 How We Run a Reunion - Planning Timeline FallWinterSpringSummer Which Reunions?Announce Registration ( 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!

Making Reunions Work11 March 17, 2009 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.

Making Reunions Work12 March 17, 2009 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

Making Reunions Work13 March 17, 2009 How We Run a Reunion - Communication December  Registration materials sent by both mail and 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.”

Making Reunions Work14 March 17, 2009 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

Making Reunions Work15 March 17, 2009 How We Run a Reunion – Facebook

Making Reunions Work16 March 17, 2009 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

Making Reunions Work17 March 17, 2009 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!”

Making Reunions Work18 March 17, 2009 Questions?

Making Reunions Work19 March 17, 2009 For More Information This presentation and recorded session will be available in our Webinar archives by the end of the week: Tech Program Blog: Tech Program eNewsletter Archives: