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Planning your next alumni reunion

With COVID restrictions lifting, use this checklist for a successful reunion

Now that life is looking a little more normal in many parts of the world, alumni relations teams can finally begin to plan long-awaited in-person reunions. Virtual reunions have worked well in many cases to bring people together during lockdowns and continue networking, but there’s nothing like getting together in the same place!  Whether you’re planning a reunion for school leavers, recent college alumni or university graduates, use these tips to keep your guests safe and run a successful event. 

Despite the excitement, for alumni relations teams there is more to think about than ever when planning reunions. Covid has changed our ability to make reliable plans far out into the future, and so the flexibility and quick-thinking that was curated in teams throughout the pandemic will come in handy when planning your next event. Below we’ve broken down some of the new challenges event organisers will face, and put together some top tips for planning events in a post-Covid world. 

1. Choose your venue wisely

The venue you pick for an event can impact on the level of safety for guests, so it’s important to choose a venue that follows hygiene standards and safety protocols strictly. Consider if your event could be held outside, or on your school campus where you can designate areas and prepare well ahead of time. 

2. Consider the types of Covid requirements for guests

Events nowadays often require a type of Covid documentation to attend, either a negative test result, vaccination record or proof of recovery. It can be tricky to know what to ask your guests for, and we recommend defaulting to your government guidelines and sharing information on requirements with guests well ahead of time. 

3. Try to remain flexible even when planning in the future

Covid has changed the way people respond to events, with many organisers finding that people are more likely to book far later than they usually would, to ensure the best chance that they can actually attend. This can make it difficult to book venues and catering etc. When calculating numbers, consider how many of your guests would have to travel internationally, as event organisers have reported anecdotally that events with local guests are reaching pre-pandemic levels, while international events are below average. 

4. Create confidence in your community

There is still a degree of caution around attending events for some people, so it’s important to share communications about your safety precautions ahead of time to reassure guests. As a responsible events organiser, you can boost public health messages and encourage guests to take extra steps, e.g. wearing a mask, if it makes them feel more comfortable. 

 

Plan your next event in confidence by using an all-in-one system that enables you to send event information and invites to guests, track attendee numbers, payments, and preferences, and have guests upload their own Covid documentation. Speak to a member of the ToucanTech team to find out more.

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