Decide who you would like to invite to the reunion. Perhaps it was those in your hall, fellow classmates or members of a society you were in? The Alumni Office can help put you in touch with old friends you’re no longer in contact with. We can provide you with a list of relevant alumni for whom we have contact details and send emails or letters to them on your behalf. Through your own personal networks you may be able to help us find any we have lost touch with over the years.
The Alumni Office may be able to contact current and former members of staff on your behalf. If you would like to invite any lecturers or support staff to your reunion, please do not hesitate to ask.
Consider the different factors that might affect attendance:
- Are your classmates retired?
- Do they have young families?
- Are some of your classmates now overseas?
- Are you going to invite partners?
- When are you going to hold your event? And does it conflict with other major events or alumni events?
- Would a daytime or evening event suit your fellow alumni better?
Sometimes organisers prefer initially to send a letter to gauge interest in a reunion before the invitation itself goes out. We usually send an invitation two to three months before the event, so you should factor this into your planning.
We can contact selected Birmingham graduates on your behalf by sending out email notices or forwarding on letters. Due to the Data Protection Act we are unable to give out contact details, but you can send your email notice to firstname.lastname@example.org and we will forward it on for you. Alternatively, send the correct number of letters to the Alumni Office for each person you wish to invite, and we will then address and seal the envelopes and post them on for you.
Consider the following when sending out invitations:
- A list of invitees – it encourages people to attend.
- Lists of ‘lost’ alumni – some alumni contacted may have up to date contact details.
- Produce several pieces of correspondence to keep your guests informed (initial letter/invitation, confirmation letter, final details letter etc.).
- An RSVP date with your invitation. This will ensure everyone responds in sufficient time to plan an event.