Planning Guide 2012 - Alumni - Cornell University

arrival &budgetsPART ONEThe Big Day:Arrival at ReunionAs your classmates and their families arrive on campus, theyneed to check in at your headquarters desk and the housingassignment desk. See G in the appendix for a chart of Reunion2011 Arrival Times. Those who have not preregistered will haveto complete a registration form, plus a housing form for thosestaying in the residence halls.It is vital to keep an accurate record of classmates and guestsin the computerized registration system. Our office will usethese records to charge the university Reunion fee. In addition,Reunion records and attendance awards will be based onthis data.Reunion Budget:6Money Matters• Accounts: To handle Reunion expenses, auniversity account must be used. Our businessmanager will set one up for each class. TheTompkins Trust Company will deposit checksand credit card charges into this accountthe same day they are received from yourclassmates. See H of the appendix for theReunion Registration Process. Payments madethrough the online registration system will bedirectly deposited into your Reunion accountthrough CyberSource. (see I of the appendix)• Reunion Fee: In order to determine yourReunion registration fee, you will need toestimate all of your expenses on both a fixedand a variable basis, then divide by a realisticexpected attendance figure. Plan your Reunionbudget so that the registration fee will coveryour expenses, even if the actual attendancedoes not meet your projections. A budgetworksheet to help with these calculations is in Jof the appendix.Please note: It is important that you offer variouspackages corresponding to different lengths of stay, soclassmates can choose one that is best for them. Yourstaff contact will help you work through this plan. Besure that all fees include a fair share of the fixed costs.As a resource, a list of fees from Reunion 2011 is onpage K, and a chart showing number of attendees bypackage is on page L of the appendix (see appendix Mfor credit card fees).University Fee:Supporting the Home TeamAs you create your Reunion budget, there is a line itemon the budget that includes the university fee. This perperson, variable fee helps defray the costs of universityReunion programming, including: shuttle buses, tentparties, Reunion buttons for each class, the ReunionK-card, and other support services for which there areno class or association charges. The university fee coversmany other fixed costs associated with Reunion. Tentrental, headquarter rental, computer hardware, classvans, and on-campus class buses are just some of theexpenses covered (see N of the appendix). Universityfees will be set on a sliding scale, based on Reunionyear. Your Reunion account will be charged this feefollowing Reunion weekend.