Making Reunions Work

1. Making Reunions Work March 17, 2009 Robin Rubenstein Alumni Coordinator Camp Ramah in Wisconsin 2008 13th Year Reunion

2. 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 Making Reunions Work

3. 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.” Making Reunions Work

4. 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!” Making Reunions Work

5. 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. Making Reunions Work

6. 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.” Making Reunions Work

7. 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 Making Reunions Work

8. 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.” Making Reunions Work

9. 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 Making Reunions Work

10. How We Run a Reunion - Planning • Timeline Making Reunions Work

11. 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. Making Reunions Work

12. 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 Making Reunions Work

13. 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.” Making Reunions Work

14. 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 Making Reunions Work

15. How We Run a Reunion – Facebook Making Reunions Work

16. 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 Making Reunions Work

17. 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!” Making Reunions Work

18. Questions? Making Reunions Work

19. 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 Making Reunions Work