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

2. 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

3. 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

4. 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

5. 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

6. 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.”
March 17, 2009
Making Reunions Work

7. 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

8. 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

9. 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

10. How We Run a Reunion - Planning
Timeline
Fall
Winter
Spring
Summer
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!
March 17, 2009
Making Reunions Work

11. 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

12. 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

13. 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.”
March 17, 2009
Making Reunions Work

14. 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

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

16. 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

17. 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

18. Questions?
March 17, 2009
Making Reunions Work

19. 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:
March 17, 2009
Making Reunions Work