The Check-In Table at the Reunion
Don't forget to properly manage the reunion check-in table. It is very easy to overlook this important aspect. It is also very easy to understaff it, and the reason is simple. Nobody wants to "work" at the reunion. Who can blame them? They've waited all these years to see everyone, and don't want to be stuck at the table.
There are a few remedies for this - all of them must be managed by one responsible person on your team. Find a person who would be happy to build a team of classmates who will greet people at the door and sign them in. This person must also establish and supervise the check-in process for at least the first hour and collect the money from people who pay at the door.
Believe it or not, this job is very important. The check-in table, it is the first impression that your reunion guests will have and if the first impression is total chaos. That is not a good thing.
Depending on how many guests there are, I've recommended two long tables for numbers over 100. A-L at one table. M-Z at another. Make sure you make signs in advance to mark each table clearly.
The morning of the reunion, the keeper of the database should print out two copies of the database, three if over 200 people are coming. Print the names of ALL found classmates in alphabetical order by last name. If you are using Microsoft Excel for your database, you need only print out the columns for Last Name/Maiden Name, First Name, Number attending, and amount paid.
Separate the Last names A -L into one binder. M-Z into another binder.
Repeat for the second set of printouts and repeat again for a third set if you have a big group.
You should now have two binders A-L and two M-Z = 4 binders total for 4 people at the tables.
For groups over 200 people, I recommend 6 binders and 6 people manning the check-in tables.
People who have prepaid should receive a check mark next to their names.
People who are paying at the door should have name, email address, address and phone number along with the amount filled in the database by hand.
Once they are checked in, people should be instructed to go to another set of tables appropriate to the traffic flow to get their name tags. Three people can distribute the name tags individually. Or you can simply lay out the name tags in alpabetical order, so people can pick them up.
People who have paid at the door should have blank nametags available and Sharpies to write their own.
Then everyone should be encouraged to move into the main party areas so the flow of people moves freely.
Now the question remains WHO will volunteer to man the tables?
Consider asking the following:
1. Spouses who want to meet people easily
2. People who feel most comfortable sitting in one place for a while (maybe those who have disabilities)
3. Anyone who wants a fast introduction to everyone. It's the ultimate overview to see who is coming and who has arrived.
And this is the way to "sell" the check-in job to anybody. It's fun. It's a great way to say hello to everybody. It's only for the first hour. These people who volunteer must come to the check-in tables at least 30 minutes before the party starts to get trained and greet the early-birds.
But don't wait until the reunion to recruit this team of people. Do it long in advance and send reminders that they are expected to be at the check-in location early.
There are a few remedies for this - all of them must be managed by one responsible person on your team. Find a person who would be happy to build a team of classmates who will greet people at the door and sign them in. This person must also establish and supervise the check-in process for at least the first hour and collect the money from people who pay at the door.
Believe it or not, this job is very important. The check-in table, it is the first impression that your reunion guests will have and if the first impression is total chaos. That is not a good thing.
Depending on how many guests there are, I've recommended two long tables for numbers over 100. A-L at one table. M-Z at another. Make sure you make signs in advance to mark each table clearly.
The morning of the reunion, the keeper of the database should print out two copies of the database, three if over 200 people are coming. Print the names of ALL found classmates in alphabetical order by last name. If you are using Microsoft Excel for your database, you need only print out the columns for Last Name/Maiden Name, First Name, Number attending, and amount paid.
Separate the Last names A -L into one binder. M-Z into another binder.
Repeat for the second set of printouts and repeat again for a third set if you have a big group.
You should now have two binders A-L and two M-Z = 4 binders total for 4 people at the tables.
For groups over 200 people, I recommend 6 binders and 6 people manning the check-in tables.
People who have prepaid should receive a check mark next to their names.
People who are paying at the door should have name, email address, address and phone number along with the amount filled in the database by hand.
Once they are checked in, people should be instructed to go to another set of tables appropriate to the traffic flow to get their name tags. Three people can distribute the name tags individually. Or you can simply lay out the name tags in alpabetical order, so people can pick them up.
People who have paid at the door should have blank nametags available and Sharpies to write their own.
Then everyone should be encouraged to move into the main party areas so the flow of people moves freely.
Now the question remains WHO will volunteer to man the tables?
Consider asking the following:
1. Spouses who want to meet people easily
2. People who feel most comfortable sitting in one place for a while (maybe those who have disabilities)
3. Anyone who wants a fast introduction to everyone. It's the ultimate overview to see who is coming and who has arrived.
And this is the way to "sell" the check-in job to anybody. It's fun. It's a great way to say hello to everybody. It's only for the first hour. These people who volunteer must come to the check-in tables at least 30 minutes before the party starts to get trained and greet the early-birds.
But don't wait until the reunion to recruit this team of people. Do it long in advance and send reminders that they are expected to be at the check-in location early.
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