Reunion planning: a guide for pros
What customers ask, how to win the job, and what to put on your profile.
Offering reunion planning
You plan reunions for classes and families, from the venue and invitations to the program on the day. Clients want the group found, the replies tracked and a day that feels warm for every generation.
What customers ask
- How will you find people we have lost touch with?
- How do you keep contact details private?
- Can you handle RSVPs and special needs?
- What is in the program for the day?
- Who is on site during the reunion?
How to win the job
- On the first call, ask for the group, the year or years, the guest count, the budget and the date
- Bring a sample invitation, RSVP tracker and program for a similar reunion
- Explain your contact process in writing, including how you respect the privacy of the people you contact
- Put in the quote the venue, invitations, RSVP tracking, the program and the on site hours
- Confirm the venue's capacity and rules for food, music and alcohol before you book
- Name the committee member who approves the program and the budget
- Share the contact list and photos in an agreed format after the event
What to put on your profile
- Post photos of past reunions with a range of ages and group sizes
- List the group types you plan for, such as high school classes and family reunions
- Show your RSVP tracking and reminder process
- Describe the program options you offer, such as slideshows, speakers and memorial moments
- Add the venues you know and the seasons you plan most often
Follow-up that helps the customer
- Offer a photo book of the reunion for the group
- Suggest a planning check in one year before the next reunion
- Recommend a committee handoff document so the next organizers can run it
- Share a short list of ideas for a smaller gathering between reunions
Licenses and permits
No license is usually required to plan reunions. Carry general liability insurance, keep a signed contract for each reunion, and follow the privacy rules that apply to the contact information you handle.
Questions
Do I need permission to contact people for a reunion?
It is good practice to ask, and privacy rules may apply where you work. Ask each contact whether they want to be included, and keep a record of their choice.
What if a guest says they do not want to be contacted?
Remove them from the list and do not contact them again. Note the request so it is not undone by a later search.
How should I handle money collected for the reunion?
Use a clear payment method, a written refund rule and a written record of every payment. Check the local rules for collecting money if the group is a nonprofit or a school group.
About this guide
This national guide is written and checked by infinibell. Rules and conditions differ by place, so local pros are credited on guides for the cities they serve, not on national ones.
Edit history
- Oct 29, 2026: Drafted by infinibell to our content guidelines.
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