To Do List

p Decide on Location for Reunion (18 Months Out)

p Contact State and Local CVB for Information

p Request Leads from Local Convention and Visitors Bureau

p Send out Site Inspection Packages to Hotels under Consideration

p Select Potential Sites for Reunion from Site Inspection Returns

p Arrange for Site Visit with Hotels

p Arrange to Meet with Tour Company Representatives During Site Visit

p Do Site Inspection

p Fill in All Blanks on Site Inspection Worksheet When Meeting with Hotel Sales Staff

p Select Hotel to Host Reunion (16 Months Out)

p Start Contract Preparations

p Finalize Menu's (12 Months Out)

p Verify Special and Children's Menu's

p Hotel Approval on Menu's Within Inclusive Price Limits

p Select Tour Company and Arrange for Sample Tour Packages

p Check with Hotel Sales and CVB on Band for Banquet

p Send for Presidential Letter

p Publish Reunion Information on Web Site

p Publish Reunion Information in Newsletter

p Print and Cut 50-50 Tickets for Newsletter Distribution

p Design Ballcaps (10 Months Out)

p Design Coffee Mugs (10 Months Out)

p Contact Military for Guest Speaker

p Contact Local CVB for Color Guard

p Order Color Coded Event Ticket Cardstock

p Finalize Tours and Sign Tour Contracts

p Print and Cut Event Tickets

p Order Ballcaps (8 Months Out)

p Order Coffee Mugs

p Order Annual Giveaway

p Print Registration Forms and Distribute to Membership

p Update Shopping List for Hospitality Room Refreshments

p Send Reminder Letters to Comp Room Raffle Table Winners

p Select Band and Other Entertainment (4 Months Out)

p Check on Coffee Mugs (3 Months Out)

p Sign Contracts for Entertainment

p Request Hotel Pick-up, Rooming List

p Create Nametag Blanks

p Assemble Registration Packages

p Make Copies of Presidential Letter (1 Month Out)

p Verify Staff Hotel Room Confirmations

p Request Hotel Pick-up, Rooming List

p Update and Print Membership Roster for Hospitality Room

p Complete and Check Registration Packages

p Update/print Financial Report for Business Meeting

p Confirm Guest Speaker (and Guest)

p Confirm and Arrange for Guest Speaker's Menu Selections

p Verify and Print Guest Speaker's Bio for Banquet Dinner Program

p Confirm Golor Guard Detail

p Confirm and Arrange for Color Guard Menu Selections

p Pick-up Raffle Table Items

p Print Banquet Dinner Program

p Print Head Table Tent Cards

p Print Copy of Head Table Layout

p Mail Copy of Head Table Layout to Hotel Catering Manager

p Provide Color Coded Ticket Samples to Catering Manager

p Provide Color Coded Ticket Samples to Tour Company

p Print Raffle Table Signs

p Prepare Packages for UPS Shipment to Hotel (3 Weeks Out)

p Request Hotel Pick-up, Rooming List

p Verify Comp Room Concessions and Advise Sales Manager of Comp Room Distribution

p Verify Raffle Comp Rooms with Reservations for Raffle Winner (1 Comp Night)

p Verify Raffle Comp Rooms with Reservations for Raffle Winner (2 Comp Nights)

Required Items for Reunion

p Copy of All Contracts

p Micro Cassette, Extra Tapes

p Batteries

p Tablets, Pens, Pencils, Paper Clips

p Tape Dispenser

p Tape Roller (Packing Tape)

p Extra Event Tickets

p Association Check Book

p Extra Checks If Needed

p Cash (Change for Registration)

p Dbase Print-out, Association Dues Status

p Dbase Print-out, 50-50 Status

p All 50/50 Ticket Stubs

p Blank 50-50 Tickets

p 50-50 Ticket Master Copy

p Calculators

p Previous Years Reunion Files

p Next Years Reunion Files

p Auditors Financial Report

p Blank Computer Disks

p Camera's and Film

p Slide Projector for Hospitality Room

p Registration Packages

p Staplers, Large and Small

p Drop/Add Sheets

p Tour Roster Sheets

p Banquet and Buffet Sheets

p Room Sign In Book

p Cooler for Bottled Water on Tours

p Master Membership Roster

p Envelopes and Box for Membership Dues

p Hospitality Room Signs

p Raffle Tickets (2 Rolls)

p Raffle Table Prize Signs

p 50-50 Signs

p Note Pad and Easels

p Colored Markers

p Prior Years Registration Books

p New Registration Book

p Miniature Flag Sets

p National Ensign

p Service and POW/MIA Flag

p Standards and Bases

p Head Table Tent Cards

p Color Guard Tent Cards

p Cassette Player, Cord

p Batteries for Tape Player

p Tape, National Anthym

p Dinner Programs

p Presidential Letter

p Raffle Table Items

p Raffle Certificate for Two Night Stay

p Raffle Certificate for One Night Stay

p Coffee Pot

p Coffee Filter Packs

p Stop Newspaper, Hold Mail

Hospitality Room Shopping List