To Do (it's really long)

Decide on Location for Reunion (18 Months Out)

Contact State and Local CVB for Information

Request Leads from Local Convention and Visitors Bureau

Send out Site Inspection Packages to Hotels under Consideration

Select Potential Sites for Reunion from Site Inspection Returns

Arrange for Site Visit with Hotels

Arrange to Meet with Tour Company Representatives During Site Visit

Do Site Inspection

Fill in All Blanks on Site Inspection Worksheet When Meeting with Hotel Sales Staff

Select Hotel to Host Reunion (16 Months Out)

Start Contract Preparations

Finalize Menu's (12 Months Out)

Verify Special and Children's Menu's

Hotel Approval on Menu's Within Inclusive Price Limits

Select Tour Company and Arrange for Sample Tour Packages

Check with Hotel Sales and CVB on Band for Banquet

Send for Presidential Letter

Publish Reunion Information on Web Site

Publish Reunion Information in Newsletter

Print and Cut 50-50 Tickets for Newsletter Distribution

Design Ballcaps (10 Months Out)

Design Coffee Mugs (10 Months Out)

Contact Military for Guest Speaker

Contact Local CVB for Color Guard

Order Color Coded Event Ticket Cardstock

Finalize Tours and Sign Tour Contracts

Print and Cut Event Tickets

Order Ballcaps (8 Months Out)

Order Coffee Mugs

Order Annual Giveaway

Print Registration Forms and Distribute to Membership

Update Shopping List for Hospitality Room Refreshments

Send Reminder Letters to ComRoom Raffle Table Winners

Select Band and Other Entertainment (4 Months Out)

Check on Coffee Mugs (3 Months Out)

Sign Contracts for Entertainment

Request Hotel Pick-up, Rooming List

Create Nametag Blanks

Assemble Registration Packages

Make Copies of Presidential Letter (1 Month Out)

Verify Staff Hotel Room Confirmations

Request Hotel Pick-up, Rooming List

Update and Print MembershiRoster for Hospitality Room

Complete and Check Registration Packages

Update/print Financial Report for Business Meeting

Confirm Guest Speaker (and Guest)

Confirm and Arrange for Guest Speaker's Menu Selections

Verify and Print Guest Speaker's Bio for Banquet Dinner Program

Confirm Golor Guard Detail

Confirm and Arrange for Color Guard Menu Selections

Pick-uRaffle Table Items

Print Banquet Dinner Program

Print Head Table Tent Cards

Print Copy of Head Table Layout

Mail Copy of Head Table Layout to Hotel Catering Manager

Provide Color Coded Ticket Samples to Catering Manager

Provide Color Coded Ticket Samples to Tour Company

Print Raffle Table Signs

Prepare Packages for UPS Shipment to Hotel (3 Weeks Out)

Request Hotel Pick-up, Rooming List

Verify ComRoom Concessions and Advise Sales Manager of ComRoom Distribution

Verify Raffle ComRooms with Reservations for Raffle Winner (1 ComNight)

Verify Raffle ComRooms with Reservations for Raffle Winner (2 ComNights)

Required Items for Reunion

Copy of All Contracts

Micro Cassette, Extra Tapes

Batteries

Tablets, Pens, Pencils, Paper Clips

Tape Dispenser

Taper Roller (Packing Tape)

Extra Event Tickets

Association Check Book

Extra Checks If Needed

Cash (Change for Registration)

Dbase Print-out, Association Dues Status

Dbase Print-out, 50-50 Status

All 50/50 Ticket Stubs

Blank 50-50 Tickets

50-50 Ticket Master Copy

Calculators

Previous Years Reunion Files

Next Years Reunion Files

Auditors Financial Report

Blank Computer Disks

Camera's and Film

Slide Projector for Hospitality Room

Registration Packages

Staplers, Large and Small

Drop/Add Sheets

Tour Roster Sheets

Banquet and Buffet Sheets

Room Sign In Book

Cooler for Bottled Water on Tours

Master MembershiRoster

Envelopes and Box for MembershiDues

Hospitality Room Signs

Raffle Tickets (2 Rolls)

Raffle Table Prize Signs

50-50 Signs

Note Pad and Easels

Colored Markers

Prior Years Registration Books

New Registration Book

Miniature Flag Sets

National Ensign

Service and POW/MIA Flag

Standards and Bases

Head Table Tent Cards

Color Guard Tent Cards

Cassette Player, Cord

Batteries for Tape Player

Tape, National Anthym

Dinner Programs

Presidential Letter

Raffle Table Items

Raffle Certificate for Two Night Stay

Raffle Certificate for One Night Stay

Coffee Pot

Coffee Filter Packs

Stop Newspaper, Hold Mail

Hospitality Room Shopping List

Pepsi
7-Up
Diet Coke
Coke Classic
Diet Pepsi
Diet 7-Up
Root Beer
Doctor Pepper
Orange Soda
Potato Chips
Pretzels
Cheeto's
Cheese It's
Cheese Curls
Doritos
Peanuts
Goldfish Crackers
Popcorn
Hard Candy
Bottled Water

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