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How to organize a reunion
I get lots of e-mails from folks who want advice on how to organize
a reunion. I tell the, the same thing: I'm just a former student with a
background in web stuff and I designed the website.
But I don't know anything about organizing a reunion. Fortunately,
someone else does.
Sandy Weigens (class of 1972) helped organize a reunion and shared his
story in The Suburban. He graciously allowed me to republish it here.
You can
go back
by Sandy Weigens
It has been
more than three decades since I walked out of Wagar High School as a
graduate. It feels strange to count the years out loud. The years seem to
have gone quickly, yet in many ways, it doesn't feel like it. I have often
wondered what my fellow grads were up to, how their lives have progressed
in all this time.
In September
of 2001, I saw the video of a West Hill High class reunion. Although I
hardly knew a soul at that party, I felt their excitement and wanted to
experience that joy for myself. I was stoked. I was ready, not just to go
to such a party, but to put one together. There have been a few attempts
over the years to hold Wagar reunions, but never one specifically for my
year. I felt that the time was right. Wagar's Class of '73 was going to
have its own reunion. And it was going to be the adventure of a lifetime.
I figured
that the logical time to have the reunion would be 2003, the thirtieth
anniversary of our graduation and two whole years away. From what I heard
from organizers of other reunions, that was just about enough time to
start planning and to get in touch with my fellow Wagarites.
Finding the
grads of 1973 would be tough. In my day, Wagar had a population of over
1,700. My class alone had nearly 350 grads, most of whom were probably
scattered to the four corners of the world. Many must have taken the 401,
back in the 80's.
I dusted off
my copy of the "Prelude", my old Wagar yearbook. This was to become an
indispensable tool to establish lists, get backgrounds and correct
spelling, and as a source of photographs of the grads and the teachers.
I knew that
to pull off this reunion, I would depend heavily on computers and the
Internet. Being a computer professional by day and a PC geek by night, I
set up systems to automate the whole process and a database to gather the
grads' names and addresses that I hoped would flood in.
My next step
was to look where all research begins these days, on the Internet. "Googling"
the name "Wagar" yielded over 20,000 results. Searching for "Wagar High
School" narrowed the field to under 500. The first "hit" was a website
called "wagaralumni.com", run by a much younger grad, Darryl Levine.
There, I found an almost complete '73 class list. I dashed off a message
to all whose e-mail addresses were posted there expressing my intentions
and soliciting their participation.
My friend
and classmate Gary Perlman, who also works with computers, suggested that
I put together our own reunion website as a central clearinghouse for
information, to post messages and swap photographs. I did so in October
2001. I posted the first message, and Gary the second.
That's
how it stayed for over two years. Finally, in mid-December last year, I
called two of my Wagar classmates, Judy-Gail Adelstein and Della Druick,
to take them up on their offer to help. That was the real beginning of our
reunion, and the seeds of its organizing committee. I then invited anyone
willing to get involved to come to my house for coffee and dessert, to get
the ball rolling. That was the first of what would become a regular Sunday
night event. And I had no idea who, if anyone, would show up.
Sunday came,
and much to my pleasure, so did Gary, Della, Judy-Gail and Rena Goldberg.
And although we spent more time catching up than planning, we were on our
way. The next week, classmates with whom I never exchanged two words in
high school joined us, including Bernie Lebovits, Leesa Berger and Janice
Levine. Layah Long represented us in Toronto, finding people, putting up
posters, making phone calls. Our ranks swelled as time went on and word
spread, and we soon had a solid, dedicated organizing committee.
Arranging
the reunion was a breeze. Each Sunday, the committee members arrived at
7:15p.m. But it was impossible to get down to business until we got in at
least an hour's joyful schmoozing. Only then would we crowd around my
coffee table and roll up our sleeves.
The biggest
task was contacting our grads. We had everyone's names, but postal and
e-mail addresses were few and far between. Every week, we poured over long
lists, each of us picking names to look up as if we were choosing sides
for a baseball game. This was a slow process, not because there were lots
of names, but because, at each name, we got sidetracked talking about what
they've been up to over the years. Slowly, we filled in the missing
information and were able to get in touch with many classmates. And to our
pleasant surprise, more than half of the 250 grads we found still lived
here in Montreal! That put to rest any thought about having the reunion
anywhere but here.
The
committee, for the most part, was able to reach consensus on pretty much
all issues. It all fell right into place. Victor, our amazing caterer,
took charge from the beginning, offering many excellent suggestions way
beyond the menu. We struck a subcommittee to handle décor. And even when
my personal view would differ from others, I learned to trust the wisdom
and instincts of the group. This meant positive experiences at every step
and a lot of fun in the process.
The next big
issue was the date. By the time the committee gelled, it was February
2004. We thought that a long weekend would be best for the reunion, so we
considered Victoria Day, St. Jean Baptiste, Canada Day, Labour Day,
Thanksgiving, and on into next year. We finally settled on May 22, giving
us only three and a half months. In retrospect, we were nuts. But the
short time meant good solid work.
Right from
the start, the committee wanted to keep costs down while providing a
comfortable, memorable experience. The suggested venues were hotel banquet
halls, restaurants with party rooms, and Wagar itself. If we could
negotiate a modest all-inclusive rate at a hotel, a big part of the
organization would take care of itself while keeping the event accessible
to the most people. We felt that $75 would be at the high end of
affordability, and the $50 range was preferred. We found an anonymous
benefactor who offered to subsidize anyone for whom the fees would be a
hardship. We ultimately budgeted for $55 a person, and hoped for 175 to
attend.
By
mid-March, we still hadn't decided between a hotel or Wagar. Some of us
were afraid that after three decades, the old alma mater on Parkhaven
Avenue would be shabbier and smaller than we remembered, and there is talk
of mothballing it altogether. We needed to see it for ourselves, so we
arranged a field trip to scout it out. As the committee descended on the
place, our fears evaporated. The lobby was exactly as we left it in 1973.
The gym was as big and bright as ever, minus the chin-up bars and climbing
ropes. The classrooms seemed to still ring from our teenage laughter; the
cafeteria evoked memories of lunch lines, skipped classes and card games.
The hallways, auditorium, washrooms… it was all intact. The only things
that were missing were the "barracks", the temporary classrooms at the
back of the school. They were a recess-time refuge, where some of us would
sneak a cigarette or a kiss between classes. Once we saw the old place,
there was no doubt: the reunion had to be there. We delegated a couple of
people to book the date and close the deal.
The next
week, I got a call from Leesa. She had just spoken to Wagar's principal.
"Bad news," she said. "The school's already booked by someone else. Our
date is gone."
As it turns
out, our Della had already talked to the school board. We were the
"someone else" who got the school, and at a fee that would keep the ticket
price way down. It was all set.
By this
February, only 45 messages were posted on our reunion website, mostly by
me. When it finally looked like there really was going to be a reunion,
the message board caught fire. Big time. In March, 428 new messages were
posted. In April, there were 2,500 more and May saw another 1,300. Wagar
grads, including some self-proclaimed technophobes, were jumping on the
bandwagon in droves. After two and a half years, the message board became
an instant hit. It was Nostalgia Central. People posted thoughts about
high school, places, confessions, regrets and accomplishments. We read of
memories of riding a Borden's milk truck on its daily rounds, being chased
out of a Caldwell bakery by its broomstick-swinging owner, the price of
chocolate bars and comic books, the shock and tragedy of Lorraine Foley's
train accident, Viagra, Bailey's bakery, nights at Westminster Park,
Orange Julep and Donut King. It was amazing how sharp some people's
memories were. One grad, excited about rekindling old friendships, asked
me to send him my database of names and addresses so that he could
organize a mini-reunion at his Toronto home. I politely declined, not
wanting any other gathering to dilute the hard work we were putting into
the main event.
Class
Photos
We all grew
up within a couple of miles of each other, mostly in Cote St. Luc, with a
smattering in Hampstead, N.D.G. and Montreal West. We all attended the
same nursery and elementary schools. Judy-Gail dug through her parents'
basement, found a class picture from first grade, and posted it on our
website. Then another was submitted, and another. Very soon, we had every
single group photo from every class ever attended by any of us, complete
with students' names.
Other items
were submitted, like a 5-cent bus ticket, kindergarten report cards, Expo
67 passports, album covers and concert tickets. If someone lacked the
technology to submit an item, one of us would scan it, and before you
could say “upload this”, it was beaming across the Internet. That's when
Gary jumped in and organized a wonderful memorabilia website, one
dedicated to all the images of our childhood
The more
that computers were involved, the more the human, non-technical side of
things emerged. For example, I searched the Internet for Al Schreiber, a
former Wagar math teacher and football coach. Mr. Schreiber e-mailed me
several teachers' addresses, which I added to my database. They included
that of Chris Blair, one of my favourite teachers who now lives in
California. Chris replied to my e-mail and referred me to Robert Smith,
another popular Wagar teacher, still here in Montreal. Bob has no
computer, so I had to resort to a good old-fashioned telephone call. And I
am grateful for this because Bob felt comfortable enough from our personal
chat to invite me to a gathering of retired high school teachers so that I
could personally ask them to the reunion. No e‑mail message could ever
have replaced that face-to-face experience, the thrill of seeing and
talking to these wonderful people who had so influenced our lives, to talk
to them now as peers, to discover that they were as interested in seeing
us as we were to see them. And every one of them was excited about the
reunion. I had no trouble convincing Judy-Gail and Bernie to come along.
Organizing
the reunion has been an exercise in pure chutzpah. I have made more cold
calls than I ever imagined, picking up the phone to speak to people who I
either haven't seen in over three decades, or with whom I have never
talked. And every time, it turned out to be really nice. Almost every
person I talked to not only appreciated the personal contact, but showed
up on the big night.
I polled the
psychiatrists and psychologists among my classmates, asking them to
explain the phenomenon of reunions and the explosive popularity of the
message board. (Note to self: Is the disproportionately high number of
shrinks among our grads in any way reflective of the general state of our
classes mental health?) As one voice, they all said that this process was
the opportunity to relive the past without the stresses of growing up, to
be a child once more, but with the experience of an adult. They said that
it even gave us the chance to make amends for the wrongs we did and
cleanse ourselves of the guilt we carried for all these decades; sort of
like doing it all over again, the right way, this time.
Like any
class, Wagar '73 had its share of characters, and the reunion's message
board became the forum for one of them. Whadro Nilgesarm entertained and
baffled us with his often humourous and always brilliant poetic musings.
It took weeks for people to figure out that Whadro's name was an anagram
of fellow grad Howard Gliserman. His exposure prompted the early demise of
Whadro, but not before a mystique and mythology emerged. Whadro's legacy
to the Class of '73 was an army jacket, which was displayed at the reunion
where we were encouraged to autograph it. It was later auctioned off,
raising $250 for charity.
Fallen
classmates
From the
very beginning, an inevitable, unpleasant fact loomed heavily. Of the 338
official Class of '73 grads, we knew that some had passed away. We were
determined to appropriately acknowledge our missing friends and
classmates. Based on swapped stories and the rumours heard by several of
the committee members, we were able to name nine such people. Someone
posted a message asking if anyone knew who among us had died. A response
came quickly, naming all nine. Unfortunately, we learned a bitter lesson
that every junior journalist knows: check your sources. It turns out that
one of the supposedly departed was quite alive and living in Toronto.
(Insert Toronto joke here, if you must.) Fortunately, that person never
saw the posted message and was spared any indignities.
In addition
to a moving memorial presented by Bernie at the reunion itself, the
committee made it known that any post-reunion surplus funds would be
donated to charity in memory of our lost classmates and teachers. We felt
that the beneficiary ought to have something to do with children and
available not just to Montrealers. We selected the Children's Wish
Foundation. The cheques and cash started to roll in. This continued well
past the main event, not just with straight donations but with proceeds
from auctioning a custom-made t-shirt and the $250 from Whadro’s jacket.
At the latest tally, we cleared the $3,600 mark, a goal we set to mark 200
times “chai”, the traditional Jewish number that symbolizes life. Dr.
Robert Notkin, one generous grad, offered to make up any shortfall to that
amount.
As the
reunion weekend drew closer, registrations rolled in. I frequently posted
announcements on the website as we hit milestones: 75 people, 100, 125.
Based on the experience of other reunions and the sheer size of our
graduating class, the organizing committee aimed for some 175 guests and
budgeted accordingly. Three weeks before the big day, we passed the
break-even point. When all was said and done, we welcomed 180 grads,
spouses and teachers, some from as far away as Calgary, California,
Chicago, Boston and Florida.
The main
event was on Saturday, which left Friday and Sunday wide open for
anything, spontaneous or planned. We thought we'd start the weekend early
with an "ice breaker". A popular West Island watering hole waived their
usual cover charge for us and provided live entertainment. We
expected a crowd of 20 to 30. Over 60 people showed up, some still
arriving at midnight. Gary handed out photo-name tags with the grad's
yearbook photo and the name large enough to be inconspicuously read.
Given the
dynamic nature of the attendees and our enthusiasm, we didn't need to
break any ice. Things were plenty warm all by themselves.
Setting
up
Who says you
have to compromise if you're on a shoestring budget? With the imagination
and efforts of our décor crew and a handful of others who pitched in, we
transformed the school. Spread around the lobby walls was a timeline
depicting moments in history interspersed with Wagar events. Westminster
Park was a big part of our teenage summer evenings, so we recreated it in
the gym with paper, paint, park bench and makeshift sand. We even had a
mock "162" bus stop. On the far side was our version of the Orange Julep,
complete with cars. Strung between basketball hoops were clotheslines
laden with peasant blouses, tie-dyed t-shirts, jeans and checkered lumber
jackets, the uniforms of our youth. On cocktail tables were centrepieces
made from platform shoes spray-painted gold. Everywhere you looked were
photos of grads and teachers, pictures of icons and sights from back in
the 70's, movie posters and signs from the era. We turned a huge empty gym
into a warm nostalgic space.
A
surprise guest
Have you
ever had a tune stuck in your head that you just couldn't shake? Imagine
hearing that for 38 years! I and the 31 others from my fourth grade
class (Room 22, Westminster School) were taught a four-part harmony song
by our universally beloved teacher, Miss Louise Mayerovitch,. One of us
posted a message on the reunion website with just one line from that tune.
Within minutes, all the lyrics were up there, as was a flood of
loving memories of Miss Mayerovitch. As 10-year-olds, we didn’t realize
that our teacher was all of 21, in just her second year in front of a
class. What we did know was how wonderful she was. One of us recently
located Miss Mayerovitch, freshly retired in Toronto, and told her of our
websites. Although she tried to keep a low profile, she got swept up into
the message board fray. She was amazed to see how much we remembered of
her class and how much of an impact she had on our lives. I phoned Louise,
had a heart-warming chat, and learned how much of a challenge our class
was, filled with bright, eager minds. We both wondered why she was not in
the class picture. How strange it felt to call my grade four teacher by
her first name!
I have to
admit to a bit of sneakiness here. When Louise told me that she’d be in
town over the Victoria Day weekend, I insisted that she come to the
reunion on the condition that she tell no-one. Well, the surprise worked.
It brought tears to the eyes of her former students, 18 of whom were there
to greet her. And, after nearly four decades, we were able to pose for one
more class picture, this time with Louise finally in her rightful place.
The Big Night
I got to the
school early that morning, but I never had a chance to change into the
nice clothes I brought for the party. The next thing I knew, it was 7:30
at night and there was a lobby full of people, lined up to check in. If I
had been buoyed by the set-up process, the energy out there now put me way
over the top. Imagine nearly two hundred very happy people, all
reliving their youth, seeing old friends and favourite teachers for the
first time in decades, not knowing which way to turn first. Mix in some
hors d'oeuvres, drinks and lots of 70s hits (none of today's wannabe
music) and you start to get the picture.
To keep
things cool, we gave out "Wagar Water", bottles of chilled spring water on
which we printed custom-made labels. Stories were told, teachers were
thanked, pictures were pulled out of wallets and purses. There was
dancing, laughing, crying; all the things a reunion could be. And it was
far better than anyone dared to imagine.
And after
what seemed like a couple of blinks and many hugs, it was all over. The
last chords of "Stairway to Heaven" faded out and the lights came up. The
committee, plus a few others who couldn't tear themselves away, stayed
back to take down the decorations, stack the chairs and tables and
scavenge a few souvenirs.
We didn't
let the grads leave empty-handed. Each person got a "loot bag" consisting
of a Class of '73 t-shirt rolled up into a reunion coffee mug, which was
stuffed with candies reminiscent of the 70's.
We compiled
all the names, addresses, high school memories and brief biographies into
a "memory book" which was given to each grad. Attendees will get a CD
filled with all the pictures, messages, stories and memorabilia that
graced our websites. And just for good measure (and to make the
Torontonians jealous), we threw in a half-dozen fresh Montreal bagels. Our
grads left with bellies, hearts and arms full.
Can't get
enough
There was
just too much energy left over after the reunion to let it die away. We
anticipated that, so as a last hurrah, I arranged a Sunday brunch. Again,
20 or so people said they'd like to come, mostly on their way out to the
highway and back home. I reserved a few big tables and suggested an 11:00
o'clock arrival. Well, by 11:05, it was standing room only, with another
60 of us waiting to be seated or served. We stayed well into the
afternoon, snapping more pictures and prolonging the inevitable, tearful
goodbyes. The last words that day were promises of the next reunion, for
our collective 50th birthday party.
This rush of
nostalgia and reconnections would not have been possible even five years
ago. The success of the reunion and our ability to pull it off in a very
short time could only have been done with current technology. We searched
the Internet for people. Canada411.com was helpful in finding phone
numbers. Whowhere.com got us e-mail addresses. Canadapost.com
filled in missing postal codes. Early on, we e-mailed a survey to "test
the waters". Our contact list was an electronic database. With a couple of
mouse clicks, messages were instantly dispatched to hundreds of grads.
Much of our registration was done through an on-line form which doubled as
an information-gathering tool for our Memory Book. That book itself and
the designs for our t-shirts and mugs were cobbled together entirely on
PCs. Hundreds of pictures and thousands of messages were a click away on
two websites. And there was no shortage of digital cameras throughout the
reunion weekend. But when all the electrons settled and the screens
cleared, it was good old human contact that made it work. A retired
teachers' party; the word-of-mouth grapevine; imagination, dedication and
hard work; there was no electronic substitute for that. The spontaneous
phone calls and backyard barbecues that still go on today are purely
person-to-person. And there is no computer program anywhere that can
simulate or transmit the smiles, handshakes, hugs and tears of joy that we
all felt at the reunion of Wagar High School's Class of 1973.
Organizing a successful high school
reunion can be fun, easy and not too expensive. Here are a few tips:
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Build a committee. Make it big enough to have enough people
to share the tasks, but not so big to make it difficult to get things
done. Expect lots of schmoozing,
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Trust your committee. Your event will be great, no matter
what/where/when. You need the committee's enthusiasm and commitment.
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Know that you can't please everyone all the time. Just be
honest.
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Open a bank account
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Do so in the name of the reunion, not in a person's name.
You might have to "fight" with your bank manager to do this.
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Make sure that your account requires the signatures of two
signing officers on all cheques and withdrawals
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keep detailed records of all deposits (from whom, dates,
amounts and for what) and withdrawals (dates, amounts, for what).
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Keep lots of contact information.
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Write down obvious things like names, addresses, telephone
numbers, e-mail addresses
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write down not-so-obvious things: alternate e-mail
addresses, birthdays, who referred them, spouse's name, children's name(s),
job descriptions
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Give yourself lots of time. The more you have, the better
you can plan and execute.
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Have representatives in other major cities where grads live.
It will aid in finding your classmates and publicizing the event.
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Don't limit your choice of event dates to long weekends.
Other events that compete for your guest's attendance also take place on
long weekends.
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Know your crowd. Send out a quick survey to help you
determine the best place (city), time (long weekend or not?), budget (what
price are they willing to pay?) It will also let you gather corrected
personal info and ask for referrals of other classmates. It also gets your
guests involved and lets them know that you're working.
ü
Use all available resources:
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Internet
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telephone books
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media (a quick and enthusiastic blurb will often get
published in community calendar columns)
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word of mouth! Your fellow grads are your best resource;
they know people who know people! Have them spread the word.
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friends in the business. (Don't be shy asking for discounts
on supplies and services. People are glad to contribute.)
ü
Be persistent. Don't give up on grads that are reluctant. Be
supportive and infectious with your positive attitude. Assure them that
there will be among friends, including others that are equally
shy/unsure/reluctant. Ultimately, a reunion only happens once. If they
miss it, they may regret it.
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Keep your grads informed
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evidence of progress helps to build excitement.
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Tell the world!
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make posters for local merchants' windows.
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tell everyone who will listen, and ask them to tell their
friends.
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send e-mail (but make it important and not too often, or it
might be seen as junk mail).
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set up a website as a bulletin board for announcements.
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set up an e-mail account from which you'll send all your
announcements. Do not use Hotmail or Yahoo or other such popular
addresses. Such messages may get blocked by anti-spam software, and you
might be limited as to the number of recipients to whom you can send any
one message.
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Arrange a hotel group rate for out-of-town grads.
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Do this at a couple of hotels, one budget and one fancy.
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Make maps to all venues, including hotels, restaurants, etc.
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Post them on websites
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e-mail them to everyone
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print and snail-mail them to everyone else.
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If you cannot draw one, search the Internet for maps (Mapquest.com
is one such place to look). When you find the map you need, make note of
the website address where you found it and distribute that address.
ü
Don't worry about food, décor and entertainment. Your
participants will be too busy catching up and schmoozing to notice it.
Guaranteed.
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Make name tags for everyone.
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Make sure that they have a photo of the grad as he/she
looked in high school
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Make their name prominent enough to read discretely.
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Have lots of blank name tags on hand for unexpected
attendees.
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Souvenirs of the event are nice, but don't break the budget
with these.
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Take lots of pictures.
ü
Give yourself a chance to step back and appreciate all of
your hard work.
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