Making Reunions Work

March 17, 2009

Robin RubensteinAlumni CoordinatorCamp Ramah in Wisconsin

2008 13th Year Reunion

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Agenda: Why We Bring People Back to Camp

Reconnect (with camp and each other) Work, Wealth, and Wisdom

What is a Reunion? Who Attends Agenda

How We Run a Reunion Alumni Engagement Planning Communication Roles/Responsibilities

Lessons Learned/Key Takeaways Q&A

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Why We Bring People Back to Camp Re-ignite a strong emotional connection

Camp Camp Friends

Experience a familiar place…through different eyes Closure for those with less positive camp experiences Alumni can have a positive impact on the life of the camp

While at Reunion Involvement AFTER the Reunion

Reintroduce alumni to the camp, its programs, and its mission

“Many of us marveled at the scope of the camp’s communal membership, as well as the depth of the programming and experiential components Ramah now provides.”

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Why We Bring People Back to Camp

Reconnect (with camp and each other) Work, Wealth, and Wisdom Enrollment

“It was a truly amazing experience – one that I cannot stop thinking about!”

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What is a Reunion? – Who Attends

Bring together alumni of the same age who attended camp together

25-40 people Usually during camp Guests stay in our guesthouse We use the camp Seminar Center as the

reunion home base.

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What is a Reunion? – Who Attends

3 reunions planned for Summer 2009 13th year 25th year First Decade (1948-1960)

Regularity builds excitement and anticipation

“I have been walking around with a smile on my face since I returned.”

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What is a Reunion? - Agenda Begins late Thursday afternoon with camp-wide program Friday

Camp Tour with Director Interaction with oldest camper group Pre-Shabbat – explore camp; official reunion photo Speak with group about current camp needs and campaigns Introduce concept of “friendraising” Shabbat – Hadvalah brings the group together for an emotional ending to

Shabbat Saturday – purely social

Balancing act – Give them space to explore vs. creating agenda? Sports, swimming, singing, etc…

Sunday – reunion ends after breakfast

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How We Run a Reunion – Alum Engagement Ongoing Process

Before Reunions Various channels for building community with Alumni

Website Facebook eNewsletters Other events (ex. NYC event)

During Reunions Both formal and informal time during reunion – reconnect with both camp

and old friends After Reunions

Track attendance at reunions for future communications, solicitations, etc. Reunion photos on website, Facebook

“We felt like time had not passed between us, but alternately, felt that time had been VERY, VERY good to the camp.”

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How We Run a Reunion – Alum Engagement Communicate Alumni information in

all channels, including traditional Newsletter, website, etc.

Reunion sign-ups Past Reunion pictures/details

Build excitement

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How We Run a Reunion - Planning Timeline

Fall Winter Spring Summer

Which Reunions? Announce Registration (email and mail)

Continue processing registrations

Hold Reunions!

Generate Attendee Lists

Process Registrations

Finalize logistics

Chairs “self-identify”; gather data

Ongoing:- Communications with Alumni (eNewsletters, Newsletters, Website, Facebook, etc.)- Gather/update contact data- Keep in touch following reunion!

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How We Run a Reunion - Planning

Planning – Which Reunions? Small Focus Groups of Alumni Discuss with Dev. Director, Chair of Alumni Subcommittee

Fall before Reunion Generate list of invitees Use Sage donor management system to track Alumni. Alumni

(and all other constituents) can be flagged in the system.

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How We Run a Reunion – Finding Alumni

Fall before Reunion Chairs “self-identify” to participate Update contact data

Chairs help find missing information (Google Docs) Requests/reminders on website, alumni eNewsletter,

Facebook

Ongoing Continue to get new data Continue to send registration materials to new people

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How We Run a Reunion - Communication December

Registration materials sent by both mail and email Welcome Letter Registration Materials Reunions Chairs’ names placed on the materials

Communicate the event in various channels Website eNewsletter Newsletter Facebook

Alumni newsletter with personal stories from alumni who RSVP’d to reunions

“It really was one of the best weekends I have ever experienced. I felt like I was home.”

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How We Run a Reunion - eNewsletter

Details about reunions and link to register in all communications

Highlight personal stories and build excitement for upcoming reunions

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How We Run a Reunion – Facebook

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How We Run a Reunion – Roles/Resp. Robin and team

Prepare materials Handle logistics

Robin arranges these tasks with business manager, kitchen staff, and housekeeping staff

Communication Admins of various Facebook groups help send information to members

Manage volunteer “Chairs” Alumni “Chairs”

Help locate lost alumni Update Google Docs

Names are used on registration materials to personalize the process

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Lessons Learned/Key Takeaways Alumni really want to get back to camp – make it

happen! Balancing act

Logistics Free time vs. structured time

Be very clear about Shabbat expectations and other general rules (ex: cell phones)

Be friendly, flexible, respectful, and accommodating…as best you can!

Remember: it’s all about reconnecting people to each other and to camp

“Thank you again, I shall remember this forever!”

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Questions?

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For More Information

This presentation and recorded session will be available in our Webinar archives by the end of the week: http://webinar.gijptech.org

Tech Program Blog: http://blog.gijptech.org Tech Program eNewsletter Archives:

http://enewsletter.gijptech.org