2012-2013 reunion volunteer resource book

2012-2013 ReunionVolunteer Resource Book

1

Thank you for volunteering for your reunion! This resource book serves as a guide to help your class be successful in participation, fundraising and “fun” raising. We offer suggestions on how to communicate with classmates leading up to your reunion, how to solicit your classmates, and how to encourage your classmates to return for reunion weekend. Whether you are a new or seasoned Loomis Chaffee volunteer, there’s something here for everyone! Of course if you have any questions or ideas, the Alumni/Development Office staff is available to help. We look forward to working with you . Let’s make this an unforgettable celebration. Good luck and have fun!

With gratitude,

Lisa Salinetti Ross KeriAnne TravisDirector of Alumni & Parent Relations Director of the Annual [email protected][email protected] 687 6277 860 687 6281

Alexandra Muchura -Mensah Jessica FennerDirector of Event Planning Director of Reunion [email protected][email protected] 687 6813 860 687 6802 2

Section One: Reunion Calendars2012- 2013 Reunion Volunteer Calendar……………………………………………….. 5 Reunion Weekend Overview………….……………………………………………………… 6Sample Reunion Weekend Schedule ……………………………………………………... 7

Section Two: Reunion Volunteer DetailsReunion Volunteer Overview……………………………………………………………….. 8 Fundraising Volunteer Overview………………………………………………………….. 9 Communications Volunteer Overview…………………………………………………… 10

Section Three: Meet the Office……………………………………………………… 11Your Reunion Liaisons……………………………………………………………………….. 12

Section Four: Reunion Giving OverviewAnnual Fund Basics: Dollars & Donors…………………………………………………. 13 Reunion: Your “Best” Gift …………………………………………………………………… 13 Types of Reunion Gifts………………………………………………………………………… 14-15 Ways to Make a Contribution………………………………………………………………. 16-17

Section Five: Reunion AwardsReunion Award Details………………………………………………………………………. 18

3

April-July 2012•“Save the Date” mailed to Reunion celebrants.•Committee Chair(s) are recruited by A/D Office. September/October 2012•Committee members are recruited by chairs and alumni office staff.•Communications Chair(s) assist in writing the 1st reunion e-mail to class, encouraging classmates to “mark your calendar”.•Fundraising Chair(s) write and send first appeal letter with the help of the A/D Office. November/December 2012•All committee members select classmates they would like to contact throughout the year.•Communications volunteers reach out to assigned classmates (message: update contact information and save the date).•Fundraising volunteers reach out to assigned classmates (message: follow up on first solicitation letter).•All committee members record a Reunion gift or pledge by December 31st. January/February 2013•Communications Chair(s) work on message for 2nd reunion email.•Fundraising Volunteers make personalized solicitations via phone calls/e-mail.•Communications Volunteers make personalized reunion invitations via phone calls/email. March/April 2013•All committee members pre-register for Reunion Weekend.•All committee members participate and encourage classmates to attend regional events and phonathons throughout the Spring to help spread the word about Reunion.•All committee members continue calling and e-mailing to encourage giving and attendance at reunion. May 2013•Final push for reunion attendance and registration. June 14-16, 2013: Reunion Weekend•All committee members attend the Reunion Leadership Recognition Reception on Saturday evening (usually held at the Head’s House).

Post Reunion through June 30, 2013•End of the Annual Fund year —final push for reunion gifts.

2012-2013 Reunion Volunteer Calendar

5

Reunion Weekend Overview Reunion Weekend 2013 will take place June 14-16. For three days, starting Friday afternoon and ending Sunday morning, Loomis, Chaffee, and Loomis Chaffee alumni will convene to relive some of their fondest memories, rekindle friendships with classmates and faculty, and reconnect to their school.

Reunion kicks off on Friday morning with the Alumni Golf Outing, an afternoon of activities, and the all-class reception and dinner on Grubbs Quad. The celebration continues through the weekend with alumni/faculty presentations, campus tours, alumni parade of classes, athletic games and family-friendly entertainment. The Saturday night program includes a cocktail reception, individual class dinners, dancing under the tent, followed by another late night party. On Sunday, the weekend comes to a close with a farewell breakfast. Please see the sample schedule that follows to help you plan your Reunion Weekend. The Alumni/Development Office will send more detailed information throughout the year. Specifics for Reunion Weekend will be mailed along with your reunion invitation.

6

8

Reunion Volunteer Overview The reunion year is a time for alumni to reconnect with each other, as well as with Loomis Chaffee. The goal is to have every classmate contacted by a reunion volunteer, for both the purposes of encouraging attendance at Reunion Weekend, as well as asking for a financial commitment to Loomis Chaffee in honor of the reunion. You play an integral part in achieving these goals! Most reunion classes will have committee chairs overseeing the Fundraising and Communication efforts. In addition, reunion volunteers will work directly with assigned members of the Alumni/Development Office. Remember, your A/D staff liaisons are here to assist you in any way possible.

A Note about confidentiality:Please be aware that giving records and contact information for alumni are confidential. Volunteers granted access to this information may do so only to conduct business on behalf of Loomis Chaffee. This information is not to be shared, as with information in the Alumni Directory, is not to be used for solicitation purposes for other causes.

9

Fundraising Volunteer Overview Fundraising Chair(s)•Lead by example. Make the best gift possible to the Annual Fund. •Assist Annual Fund class liaison to set appropriate suggested gift amounts, class dollar and participation goals.•Assist A/D class liaison with recruitment of committee members. •Solicit gifts from the Reunion Committee.•Assist Annual Fund class liaison with solicitation letters.•Help lead committee conference calls. •Personally thank classmates for their gifts to the Annual Fund. Fundraising Volunteer(s)•Lead by example. Make the best gift possible to the Annual Fund. •Select a list of 5-7 classmates to personally solicit for their best gift to the Annual Fund in honor of their reunion.•Follow-up with selected classmates several times throughout the year to encourage participation and attendance.•Personally thank classmates for their gifts. •Participate in and contribute to committee conference calls. Leadership Giving Volunteer •Lead by example. Make the best gift possible to the Annual Fund. •Assist Annual Fund class liaison to set appropriate suggested gift amounts from leadership prospects.•Personally solicit leadership prospects for their best gift to the Annual Fund in honor of reunion.•Follow-up with selected classmates several times throughout the year to encourage participation and attendance. •Personally thank classmates for their gifts. •Participate in and contribute to committee conference calls

10

Communications Volunteer Overview

Communications Chair(s)•Lead by example. Make the best gift possible to the Annual Fund. •Build and maintain the class’s enthusiasm for attending Reunion Weekend.•Assist A/D staff liaisons with creating class specific e-mails centered around Reunion Weekend, LC news and reunion attendance.•Initiate and sustain communication about Reunion with classmates. Communications Committee Members•Lead by example. Make the best gift possible to the Annual Fund. •Encourage attendance among classmates throughout the year. •Assist with:

• Facebook, other social media outlets• Class-specific emails• Reunion booklets (50th reunion only)

Class Events Volunteer •Lead by example. Make the best gift possible to the Annual Fund. •Work with A/D staff liaison to plan and organize class specific weekend activities and Saturday’s on-campus class dinner.•Invite faculty to the class dinner and other reunion events.

11

Nat Follansbee P’04, ’03, ’99 860 687 6483Associate Head for External [email protected]

Lisa Salinetti Ross860 687 6277Director of Alumni & Parent [email protected]

Tim Struthers ’85860 687 6221Director of [email protected]

Alexandra Muchura860 687 6813Director of Event PlanningAssoc. Dir. of Alumni & Parent [email protected]

KeriAnne Travis860 687 6281Director of the Annual [email protected]

Krissie Kelleher860 687 6816Campaign Director/ Liaison to Loomis 50th [email protected]

Jessica Fenner860 687 6802Director of Reunion [email protected]

Nicole Jamieson860 687 6273Coordinator of Administrative [email protected]

Meret Nahas860 687 6271Director of Annual Fund Leadership [email protected]

Jeanine Middleton860 687 6276Annual Fund Administrative [email protected]

Emily Cranshaw860 687 6275Associate Director of the Annual [email protected]

Meet the OfficeAs a volunteer you will work closely with your LC Reunion Liaisons to ensure a coordinated and successful Reunion effort. Below please find the A/D staff contact information and the Reunion Class Assignments for 2012-2013. Please feel free to contact members of the office at any time for help, guidance and support.

60th ReunionLoomis & Chaffee Classes of ’53

KeriAnne Travis


Jessica Fenner

50th ReunionLoomis Class of ’63

Krissie Kelleher and Lisa Salinetti Ross

50th ReunionChaffee Class of ’63

Jessica Fenner and Alexandra Muchura


Jessica Fenner and Lisa Salinetti Ross

40th ReunionLoomis Chaffee Class of ’73

KeriAnne Travis and Alexandra Muchura

35th Reunion

Loomis Chaffee Class of ’78

KeriAnne Travis and Lisa Salinetti Ross

30th Reunion



25th Reunion


Meret Nahas and Lisa Salinetti Ross

20th Reunion



15th ReunionLoomis Chaffee Class of ’98

Jessica Fenner and Lisa Salinetti Ross

10th Reunion


Emily Cranshaw and Alexandra Muchura

5th Reunion


Emily Cranshaw and Lisa Salinetti Ross12

Your Reunion Liaisons

13

Reunion Giving Overview

Annual Fund Basics: Dollars & Donors Generations of supportive alumni, parents and friends have helped to make Loomis Chaffee what it is today. Each year, the school relies on the Annual Fund to support vital programs such as financial aid, faculty support, technology enhancements and campus renewals. Simply put, support of the Annual Fund directly impacts every student and faculty member on campus. The Annual Fund goal for 2012-13 is $3.1 million. Currently Loomis Chaffee lags behind its peers in overall alumni participation. This year the school aims to improve alumni involvement in the Annual Fund with a significant focus on reunion alumni. The goal is for 40% of our reunion alumni to make a gift. Strong alumni participation shows satisfaction with your education. It is also an investment in the school, its mission and vision. Everyone can make a difference with participation, no matter the size of the gift. Reunion: Your “Best” Gift A reunion year is the perfect opportunity for alumni to make a significant financial commitment to the Annual Fund by renewing or enhancing their support of the school. The school looks to reunion classes for increased support of the Annual Fund by asking reunion celebrants to consider making gifts that are a “stretch” beyond a typical Annual Fund gift. In fact, alumni celebrating reunions will be asked to participate in their reunion class gift by making a multi-year gift commitment to the Annual Fund. Typically, reunion donors will pledge an amount that will be paid over a five-year period and the entire five-year gift/pledge will be counted in class reunion gift totals, so it’s a great way to boost class totals! Reunion donors will be reminded of their pledges in subsequent years. They will not be asked for additional Annual Fund gifts during this time.

14

Types of Reunion Gifts: Gifts to the Annual Fund Mark the Reunion with a stretch gift or pledgeA larger-than-usual annual gift to the Annual Fund or a multi-year pledge payable over five years is a great way to celebrate a reunion milestone. Be an Annual Fund leadership donorUnrestricted leadership gifts are vital in providing immediate and flexible budget relief, helping financial aid, creating new initiatives and programs, and providing our teachers with the best resources.

Membership in any of the giving societies listed below is based on Annual Fund gifts and corporate matching monies received in the current fiscal year. The Annual Report, an online, password-protected compilation of statistics and donor lists released annually in the fall, also lists donors by giving society. Leadership Giving Societies Founders Society $50,000+Cupola Society $25,000 - $49,999Homestead Society $10,000 - $24,999Confluence Society $5,000 - $9,999Batchelder Society $2,500 - $4,9991874 Society $1,874 - $2,499Chaffee Society $1,000 - $1,873

Capital or Restricted GiftsBeyond operational support through annual giving, capital gifts are used to support and enhance all aspects of the school, including teaching funds, scholarships, campus facilities and improvements. Capital gifts are payable over many years and match a donor’s interest with the school’s needs and priorities. For more information please contact Krissie Kelleher, Campaign Director, at [email protected].

15

Types of Reunion Gifts:Planned GiftsThe John Metcalf Taylor Society honors alumni, parents and friends who have remembered Loomis Chaffee in their estate plans through charitable bequests, trusts or other provisions. The society was created in 1993 and was originally a group of individuals who informed the school of their thoughtful gift intentions and to whom the school privately extended warm appreciation. The society now numbers more than 550 members, whose names we publish to thank them publicly and to encourage others to consider Loomis Chaffee as they visit their estate plans. For more information on the John Metcalf Taylor Society please contact Tim Struthers, Director of Development, at [email protected].

16

Ways to Make a Contribution

There are several ways that donors may contribute to Loomis Chaffee. ChecksChecks should be made payable to the Loomis Chaffee School. Checks can be mailed to the Annual Fund in giving envelopes that are enclosed with all solicitation pieces. Credit card Loomis Chaffee accepts MasterCard, VISA and American Express. Donors must provide the gift amount, card number, expiration date and security code. This information may be supplied on the giving envelope, over the phone by calling , 860 687 6276, or on Loomis Chaffee’s secure website, at www.loomischaffee.org/giving. Gifts of Securities It is important that you contact KeriAnne Travis, Director of the Annual Fund, at 860 687 6281 or [email protected], to inform the school of your intention to give securities. DELIVERY INSTRUCTIONS FOR GIFTS OF APPRECIATED SECURITIESFor all lots of 2,000 shares or more, and all NASDAQ stocks: DTC participant #: 5198Account Name: The Loomis Chaffee SchoolAccount #: 81404069Contact: Geoffrey Karp

Merrill LynchCityplace II185 Asylum StreetHartford CT 06103Phone: 860 728 3666Fax: 860 331 8363

For all other transfers: DTC participant #: 0221Account Name: The Loomis InstituteAccount #: HG-69797-ARContact: Dawn Fernandes

UBS Financial Services, Inc.1 State Street, Suite 1600Hartford, CT 06103Phone: 860 727 1523 Fax: 860 727 1514

17

Matching giftsMatching gifts from corporations and foundations are an important source of Annual Fund revenue. Such gifts are an excellent opportunity for donors to increase (double or even triple) the amount of their contribution. All matching gifts are credited to the donor’s class. If the donor does not work for a matching gift company but his/her spouse is employed by such a company, a match from that employer may be possible. Guidelines for matching gifts vary by company. Please visit www.loomischaffee.org/annualfund for more information. Specific inquiries regarding matching gift policies, procedures and payment schedules should be made to the Human Resources Office of the donor’s employer. Pledges Donors willing to make a commitment to the Annual Fund, but not yet wishing to make a payment, may do this by making a pledge. A pledge is a promise to make a specified payment by the close of the Annual Fund (June 30, 2013). In the case of reunion giving, a pledge may be fulfilled over a five-year period, with the first installment due by June 30, 2013. Encouraging donors to make a pledge, particularly early in the reunion year, is an important way to establish momentum. United Way GiftsSome donors’ companies encourage their employees to participate in the United Way on behalf of the company. The donor may make a gift to Loomis Chaffee by directing a gift to the United Way to Loomis Chaffee. To do this the donor should select “direct contribution” and fill in Loomis Chaffee’s name and address. This is a great way for people to receive credit for participating in both the Loomis Chaffee Annual Fund and the United Way campaign.

18

Reunion AwardsLoomis Chaffee publicly recognizes reunion classes by awarding the following reunion awards: The Nat Follansbee Award for class participation to the two classes (one for classes 30th-60th, one for classes 5th-25th) achieving the highest rate of Annual Fund giving participation. The Daniel Wells ’34 Award for total Annual Fund class giving to the two classes (30th-60th and 5th-25th) raising the largest multi-year Annual Fund class gift. The James and Abigail Chaffee Loomis Award for total overall giving to the two classes (30th-60th and 5th-25th) raising the largest class gift overall (Annual Fund and capital gifts). The F. Evelyn Smith ’50 Award for highest reunion attendance percentage in the Chaffee years. The Alexander “Pat” Murphy ’27 Award for highest reunion attendance percentage in the Loomis years. The Glover ’48 and Jane Mackay Howe ’49 Award for highest reunion attendance percentage in the Loomis Chaffee years. The Stephen Conland ’35 Award for volunteer effort to the reunion class whose volunteers demonstrated superior commitment, energy and enthusiasm in their reunion year. Because the Annual Fund does not officially close until June 30th of each year, awards relating to giving will not be awarded until after that date. All other awards will be presented at the Reunion Leadership Recognition Reception held during Reunion Weekend.

2012-2013 reunion volunteer resource book

Documents

reunion attendance

reunion email

reunion calendars2012

reunion celebrants

reunion email

reunion liaisons

reunion volunteer calendar

reunion weekend overview