Plan Your Own Reunion

Planning Guide: Planning an Event

When planning an event, there are a number of factors to consider. We’ve created a task planning sheet to help guide you. Also, use the resource guide to help identify venues and companies that will help make your event a success.

How to Get Started

Develop a Diverse Committee and Event
A diverse reunion planning committee will guarantee a variety of ideas and encourage a successful grassroots outreach campaign. Be diverse when planning your event activities—consider all ages and interests.

Use Volunteers
Volunteers are important at all stages of the planning process, especially the day of the event. Identify and utilize your volunteers by delegating tasks and supporting feedback and ideas.

Identify Your Target Audience
The UIAA has a comprehensive database and can assist in identifying and reaching your target audience, according to criteria such as age, degree, graduation year, and select on-campus involvement (i.e. former Hawkeye Marching Band member). Deceased alumni can also be identified—if you wish to contact a family member of a deceased alumnus, you can work with Alumni Records Department and use the Find a Friend tool.

Consider Local Venues
The Iowa City and Coralville area offers a variety of banquet and event locations to host your reunion. You can also look into campus banquet, ballroom, and meeting spaces, such as the Iowa Memorial Union. Lastly, the UIAA is housed in the Levitt Center for University Advancement, which also offers event space.

Discuss and Confirm Logistics
Consider the following logistical questions when planning your reunion:

  1. Is parking available? Parking on the UI campus can be difficult for guests who are not familiar with regulations and updates.
    View UI public parking maps.

  2. Is there access for disabled persons?

  3. Does the facility require an approved caterer? Is a vegetarian meal option available?

  4. What is the cost, if any, to rent linens, china, eating utensils, tables, and chairs?

  5. What is the date for a final head-count to be given to the caterer?

  6. Does the location offer audio and visual facilities, including a projector and microphone?

  7. What is the alcohol policy—cash bar minimums; security personnel requirements; serving times?

  8. Are there area maps or tours to consider? Visit the UI campus maps and tours site.

Address Accommodations
When requiring people to travel to attend your event, it is good to suggest accommodations and/or have a block of rooms reserved. There are a handful of Iowa City/Coralville area hotels to consider. In addition, University Housing offers summer housing in the residential halls for conference groups and camp participants sponsored by any university department. Learn more.

When blocking a set of rooms, consider:

  • Payment: Is a deposit, minimum-night stay, or upfront payment required?

  • Duration: How long will the rooms be blocked? Contact the group sales office during the block period to monitor the number of rooms being reserved.

  • Identification: What group name should be assigned to the block so alumni can accurately reserve their room (i.e. School of Journalism Reunion)?

  • Contract: Are there any financial obligations? You will most likely sign a contract, so be sure to read it carefully.

Childcare may be an issue for many of your guests. If you would like to accommodate families in need of one-day child care, the Iowa Child Care Resource and Referral office provides an online childcare referral directory. The UIAA does not endorse any childcare facility or referral agency.

Assemble Event Materials
Possible event materials include:

  • Registration Packets—the need for registration packets depends on the type of reunion and attendees (i.e. age or familiarity with campus). The UIAA can provide the following materials: campus maps, Iowa City/Coralville visitor’s guides, UIAA membership brochures, UIAA ink pens, a list of reunion attendees, including degree year and current city and state, and a list of deceased alumni.

  • Nametags—all reunion attendees should have nametags that include graduation year, degree, and current city and state. The UIAA can provide a list of this information to the reunion planning committee. You can create the nametags yourself or work with a local printing and copying business that can produce high quality, full-color nametags—the UIAA uses UI Printing and Mailing Services and Technigraphics.

Football Tickets
The UIAA can provide access to purchase group football tickets to most home games. The UI Athletics Department determines the allotment, purchasing deadlines, costs, and seating. The UIAA must receive a group request by January before the football season.  Please know that all requests may not be fulfilled due to the game date.