Class Reunion Planning: Estimating Expenses

To create a budget for your class reunion, you'll need to first make a list of potential expenses that will be necessary to hold your event as well as a list of possible sources of revenue that will cover those expenses.

Start with your "dream" list of expenses. What would you and your committee ideally like your class reunion to be like? Are you picturing a sophisticated affair with linen tablecloths and a catered dinner or a casual get-together with beer and pretzels?

To find out if your dream class reunion is achievable, you'll have to do some research. Hop on the Web or on the phone and start getting price quotes. Make a list of possible expenses.

All the little details have price tags, and they will add up quickly, so be sure to spend some time carefully considering all your possible expenses. It's better to overestimate expenses than to end up in the red, because you or the members of the committee will have to pay the bills.

The following section, which includes questions you should ask and points to consider when estimating class reunion expenses, should help you begin to create your budget worksheet.

Questions to Ask When Estimating Expenses for Your Class Reunion

Location-Are you renting a meeting hall, hotel meeting room or suite, etc.? How much is the rental fee? Does the site require you to hire security or secure any kind of insurance? If so, how much will it cost?

Food-Will you provide no food, just snacks, a buffet or plated meals? Do you want to buy and serve the food yourself or hire a caterer? Is there any additional food that you'll need to purchase that is not included by the caterer? What is the cost for each of these options?

Drinks-Are non-alcoholic drinks such as iced tea or sodas included in the caterer's price? Do you plan on making alcoholic beverages available? If so, will the class reunion foot the bill, or will you need to hire a company to operate a cash bar? (Before you make these decisions, be sure to find out your site's rules regarding the serving/sale of alcoholic beverages.)

Tableware-Will the caterer provide plates, napkins, cups, forks and the like? Will you need these items?

Promotions-Will you be doing traditional mailings to promote the class reunion? If so, you'll need paper, envelopes and address labels as well as stamps.

Decorations-Think about whether you will need to rent or buy tablecloths and table skirts or other linens. How much will that cost? What else will you use for decorations? Some traditional items include balloons (if you plan to use balloons, also budget for bottled helium, weights and clips for the balloons); a personalized welcome banner, table centerpieces, materials to create a display of memorabilia from your high school years (fabric for a backdrop, photo corners, push pins, etc.); materials to create memorials of deceased classmates (frames, mats, photo paper, etc.). How much will these items cost?

Entertainment-Will you hire a live band, DJ or bust out your old boom box? Will you need to allot money to pay for games at any events involving children? Are you planning on giving prizes or trophies to the classmates who are least changed, most changed, most famous, etc.? What will you give as prizes, and how much will the prizes cost?

Miscellaneous-Do you need to purchase a reference book on class reunion planning? Do you want to purchase a gold membership to Classmates.com to help with locating classmates? Will you need extension cords or other equipment? Will you be asking underclassmen, friends or family to "work" the event? If so, you might want to budget for thank-you gifts for them. What about name tags and paper on which to print a class reunion program of events? Are there any other items or services you want or need to hold your class reunion? What will those things cost?

Evaluate Your Potential Expenses

After you've made a list of possible expenses, add them up. That total is how much money you will need to raise to break even on your class reunion. Does the amount seem reasonable? Divide it by the number of classmates you expect to attend. Would one of your classmates be willing to pay that amount if you charged that much for a ticket?

If not, or if you don't want to charge admission to your class reunion, you'll either need to alter your plans and cut back on expenses or get creative and figure out some other ways to raise funds to pay for those expenses.

See also Class Reunion Planning: Reunion Committee and Class Reunion Planning: Locating Classmates, and click here for more class reunion planning articles, including one on how to raise money for your event.