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MRTR has been organizing reunions for several years now. This page is designed for the new as well as the experienced planner. We have included some frequently asked questions we get from reunion planners. Regardless of whether or not you use our services, we hope this information will assist you with your reunion planning. It is our hope that you will consider using our services, but either way, this information is provided to you free of charge or obligation.
I thought you were on my ship, what makes you qualified to help us if you have never been stationed on my ship? One of the things that got me started in this business was something that happened at a ship's reunion several years ago. A shipmate of mine invited me to their banquet since their guest speaker was an old friend of mine. As we entered the banquet hall I noticed that the American flag was on the wrong side of the riser. Later I mentioned it to one of the representatives from the planning company and she asked me "What difference does it make?". As I toyed with the idea of setting up reunions as somewhat of a hobby, I decided to call some of the other companies specializing in military reunions. I asked if anyone on their staff was prior career military. In several cases the answer was yes. In many cases however, the answer was no, that they were specialists in the hotel industry.I will say that it has taken time for me to learn the business, and I learn more each time I arrange or attend a reunion. As with most things in life, the learning process never stops. It took quite a bit of research and trial and error for me to gain the knowledge that my competitors have. I do not claim to know more than any of my competitors, in fact I am certain that some of them know more about this business than I do. I do wonder however, how long it takes one of them to understand what a military man or woman learns after several years in the service. How and what do you research and study in order to gain an understanding of what life in the military is like? How much time does a civilian need to spend in a hotel to understand the significance of the American Flag being placed incorrectly? What makes me qualified to assist your group? Basic training, Great Lakes, IL, USS Lowry (DD-770), USS Whitehall (PCE-856), USS Belknap (DLG-26), USS Canon (PG-90), USS William V. Pratt (DDG-44), Recruiting Duty, NRS Huntington, WV, COMCARGRU EIGHT STAFF (during which time I deployed on USS Nimitz, USS Eisenhower, USS Kitty Hawk, USS South Carolina and USS Josephus Daniels), USS Savannah (AOR-4), Command Master Chief, VAW-123 and finally, Admin Officer and EMO, NCTAMSLANT, Norfolk VA.
I'm doing fine on my own, what does MRTR do for me that I cannot do by myself? When you hire us to assist you with your reunion, we do many things for you. We help you find the perfect location for your reunion. We research the area where you want to hold your event, we contact the hotels in that area and send them a site inspection form that covers virtually everything. When you visit the various hotels, there is nothing left out of the negotiation process. We get you the lowest possible room rate. In many cases the rate that we get is lower than you could get on your own. In some cases the rate is the same. Then there are those rare cases where the rate may be higher when you have a professional planner negotiate for you due to the commissions the hotel has to pay. In these situations, we recommend that you choose a different hotel, or simply go it alone and get the lower rate. That decision remains yours to make.The same goes for negotiated prices for meals. The rates caps that we get for banquet and buffet dinners are always "Inclusive" of taxes and gratuities. We handle all deposits that may be required by the hotel and tour companies. We prepare professional quality registration packages with color coded meal and event tickets, color name tags with plastic tag holders, complete event itineraries and head table tent cards for official guests and staff. We provide on site professionals to man your registration table, allowing you to visit and enjoy the reunion with the rest of the attendees. Our site representatives take care of all check in procedures for the members, explaining each item in the registration package as well as handling any problems that may arise. To answer the question, what do we do that you cannot do by yourself? We allow you, the chairman and the planner to enjoy your reunion. You work hard for many months making it happen, with us at the helm you get to enjoy the fruits of your labor while our "On Site Staff" takes care of everything.
What is the total cost to have MRTR assist with our reunion? MRTR receives a commission from the hotel based on the number of paid room nights at you event. We also charge a registration fee for each reunion attendee. If this is the first reunion that MRTR has acted as your agent, the registration fee is usually waived. If this is not the first reunion where MRTR has acted as your agent, the registration fee varies based on location and number of paid nights. See the Registration Fees link to get an idea of what our services would cost. MRTR will also provide a registration fee rebate for referrals that result in a contract with a new group. We charge no added fees for meals or tours or other group events. In many cases the money saved by having us negotiate your meals and tours more than makes up for the registration fee. Add to that the fact that we prepare a professional registration package, color coded event tickets and custom name tags, your members receive excellent value at minimal cost.
I found another reunion planning company that just charges a simple fee to each person attending the reunion. It seems to me that eliminating all the commissions and other charges would reduce the total cost to our group. Plus, that way we would know exactly what your services are costing us. We are familiar with those companies charging a flat rate fee to each person attending the reunion. Several companies also handle hotel reservations. In many cases the rate is "Ramped Up" a few dollars so your members actually pay more for their rooms. Add to that te fact that the hotel still pays a commission to the planning company and it is easy to see why it can cost more depending on the planning company. Some companies charge a flat fee plus additional fees based on participation in events such as a surcharge for each tour participant, another surcharge for meal purchased by attendees. The simple fact is that as a business, we need to make enough to cover our expenses, plus enough for the company to maintain a profit margin.
We choose to use hotel commissions and registration fees to provide for income and expenses. Tour prices are negotiated directly with local tour companies. We don't surcharge meals or any other events. We do charge a registration fee based on the number of attendees and location of the reunion, unless this is your first reunion with MRTR and the registration fee has been waived. See the Registration Fees link on the main page.
What about having a Reunion Committee to make decisions for the Association? One of the more frequently asked question we get is how to organize a reunion committee. Our experience shows that the more complex your Association, the more difficult it will be to arrange your reunion. In the beginning, we feel that all decisions should be left up to one individual. No doubt, this means more work for the reunion planner, but it reduces the amount of time required to make a decision. By all means, ask for input from your more active members, but the decision making should be left up to one individual until after you hold your first several reunions. Suggestions for organizing your Association are covered on the link page titled "Getting Organized".
How about Association Dues and other money issues? Dues, membership fees, donations, the money issue is one that is difficult to deal with. Often times, when someone finds out about a new Reunion Association, there is a certain amount of mistrust. This is understandable, lets face it, nobody wants to waste money or get taken advantage of. Association finance issues should be addressed during a formal business meeting. We suggest that you schedule a business meeting at your first reunion. Allow each attendee to provide input and then make a decision. Promulgate this information to the general membership following the reunion using your Association Newsletter. As far as coming up with the funds to make the first reunion happen, no doubt, some investment will be necessary in the beginning. We have several suggestions for raising money for your group such as a 50-50 drawing, raffle table, vendors who specialize in military reunion groups and provide discounts to groups represented by MRTR. We also help you save money by combining orders for items such as Association Ball Caps from Eagle Crest.
How do I locate people to come to the reunion? There is a link on the main page of the web site with links to other sites where you can announce your reunion plans. Several times each year MRTR produces a mailout to over 950 newspapers with reunion announcements. We combine the announcements from several reunion groups to minimize mailing expenses. The cost of this service is negotiated on a case by case basis. The cost of postage alone for more than 950 first class letters is a great reason to combine these announcements. This expense is divided among up to 4 Associations per mailout. Military magazines such as the VFW and American Legion Magazine, All Hands, Shift Colors will also publish reunion announcements free of charge. Your group will require a point of contact in order to have MRTR send out reunion notices.
We would like to have a military speaker at our reunion. How do I locate someone to act as our speaker? Most reunions include a formal Banquet toward the end of the event. If you would like to arrange for a guest speaker, you can contact the appropriate military branch for assistance. Each branch of the military has a public affairs office or speaker support branch that can assist you. You can contact any military command located in the same area as your reunion or you can contact any of the following for assistance.Speaker Support United States Army; Contact MAJ Dan Williams, Chief, Com Rel and Outreach Division, (703) 692-2613 United States Air Force; Contact Kathleen J.Gereski, (703) 607-2549 United States Marine Corps; Contact Hattie Powell-Ray, (703) 614-1034 or CAPT Nancy L. Olson, (703) 614-4308 United States Navy; East Coast: Contact Carol Miller, (703) 692-4724 United States Navy; West Coast: Contact Diane Washington, (619) 532-4306 United States Coast Guard; Contact Mr. Lynford Morton, (202) 267-0938
There is usually no fee associated with a guest speaker, however you should assume that the Association will cover all expenses for the speaker and his or her guest.
I didn't really figure on a formal banquet dinner, why should we have one? Your Banquet is an opportunity to have your group get together in a more formal setting. In most cases, you will have arranged for a sit down dinner, guest speaker, entertainment and perhaps some sort of raffle drawing. We strongly recommend that you make this a more formal affair. Arrange for a Head Table, this will allow each attendee to see exactly who has arranged the events and give them an opportunity to meet each of them. It gives the guest speaker an appropriate platform to address the group and it allows each of the attendees to focus on the events of the evening. Your Banquet is usually the last event of your reunion, it is your opportunity to have your members depart with fond memories and a sincere appreciation for the efforts you have put into the reunion. It is often said that there is only one chance to make a great first impression. The banquet is your last opportunity for your members to remember how wonderful the reunion was.
We usually don't do tours at our reunions. We prefer to allow our members to see the sights on their own. We feel that the reunion chairman has two main goals when he arranges a military reunion. The first is to arrange a high quality event that everyone will enjoy at a reasonable price. The second is equally important. The survival of any reunion Association is dependent upon maintaining the same camaraderie and esprit de corps that is essential to all military units. Having your members split up into several small groups creates individual cliques that may be contrary to this goal. We feel that a far better idea is to try to keep the members together during the entire reunion. Groups such as the Patrol Gunboat Association are made up of several individual commands. In the case of the PG Association, it includes seventeen individual ships along with several staff commands and tenders. At every reunion at least one person will ask which table is reserved for his ship. The goal of the chairman is to get the group thinking of the Association first, the individual ship, department, division or work center second. Arranging for quality tours helps promote that goal of Association first. Tours help keep all of your members together during the entire reunion. The next issue is cost. While it is possible that your members may save a few dollars by going out on their own, in the long run it is frequently less expensive for them to go as a group on a charter coach. To start with, parking is never a problem. We only utilize tour companies that provide air conditioned coaches with restrooms. Every coach must have either a certified professional guide or step on escort. While we often suggest tour itineraries, the final decision is up to the reunion planner. We also suggest that you allow the ladies to assist you with tour itineraries. They attend the reunion too and should enjoy themselves as much as the rest of the Association. Admission fees for groups are often less than individual prices. When your members travel as a group on an arranged tour, there is less chance for an accident or mishap. Let's face it, nothing will spoil a reunion faster than having one of your members injured. Lastly, having a professional tour company arrange tours during the reunion will allow each of your members to chose what they want to do. We have always believed that the decision should be up to them. We do not set up package reunions where your members must pay for all events regardless of whether or not they attend. We create a registration form where they can chose what they want to do, and only pay for the events they participate in. Most professional tour companies set a minimum number of people per coach. That number is usually in the area of 30, with the price being lowered if you guarantee a higher number. MRTR usually does not receive any commissions from your tour arrangements. We simply feel that it is a much better idea to arrange tours for your members than to have them take off on their own during the reunion. We have several sample tour itineraries listed on our Premier Reunion page for your review along with basic prices (subject to change, based on date and number of participants).
We have heard that Branson, Missouri was an excellent location for a Military Reunion. Why don't you list Branson as one of your Premier Reunion Sites? There is no disputing the fact that Branson is an excellent place to have a reunion. Almost every Military Reunion Group has either already held or is planning a reunion in Branson. The reason is simple, Branson actively and aggressively looks for Military Groups. Their Convention and Visitors Bureau is absolutely outstanding, which is why a large percentage of local revenue comes from the hotel industry, which caters to Military Reunion groups.When we started the Premier Program, our intent was to arrange a basic program for planners to look at and evaluate as a possible location for a reunion. We wanted to pick several cities throughout the United States and put the basics down so that the Reunion Chairman could get a good idea of what was available and what the costs would be in several reunion friendly cities. The reason that we decided not to include Branson at this time is simple. We feel that there is a strong possibility that several of your members may have already attended a reunion in Branson. Since so many members of Military Reunion Associations have been stationed at multiple commands, there is a strong possibility that they may have been to Branson with another group. We feel that the success of your Association depends on providing your members with new and exciting locations each year. Simply put, we feel that too many of your members will say "Been there, done that".
Click Page 2 to see the next page of planners notes |
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Copyright © 2007 MRTR. All rights reserved. Revised:
02/21/07.