Planning Guide 2012 - Alumni - Cornell University

meals &checklistPART TWOLunchesClasses may plan class lunches on both Friday and Saturday,or take advantage of the All-Alumni meals on oneor both days. Many Reunion planners give their classsome free time to explore the campus or enjoy a mealat a favorite restaurant downtown or in Collegetown.Leaving lunch open on one day provides classmateswith this opportunity, and eliminates the need forthe Reunion planner to think about organizinganother meal!Food at lunch may be simple or elaborate. Generallythe atmosphere is quite casual, and outside locationsare particularly popular.Checklist forCatered MealsReceptions and DinnersReunion planners need to consider meal plans forThursday, Friday, and Saturday nights. The youngestclasses tend to plan little or nothing for Thursdayevening since the majority of their classmates do notarrive until Friday afternoon or evening. Classes beyondthe 15th Reunion, however, can expect to see manyhungry classmates on Thursday evening.As a rule of thumb, classes hold a casual welcomebuffet held right in their headquarters on Thursdayevening. Casual buffets can accommodate a rangeof arrival times, and help create a warm, welcomingatmosphere. In addition, a casual Thursday buffetshould prove to be a low-maintenance and inexpensiveaffair.• Prepare and work from a budget worksheet and an event summary sheet — refer to J and T ofthe appendix.• Plan the menu with the caterer.• Provide the caterer with a realistic estimate of attendance.• Obtain a contract with details, including times and types of service, set-up and clean-uparrangements, menu, gratuity, guarantees, and costs.• Arrange for silverware, dishes, tablecloths, etc.• Discuss special meal needs (kosher, vegetarian, low-salt) with caterer.• Arrange for decorations, flowers, balloons, music, tents, buses, and public address systems.• Arrange for the most appropriate number of buffet lines and bars to serve your guests quicklyand efficiently.• Submit a final guarantee to the caterer.• Assign a class clerk or committee member to check the site at least two hours before the mealto be sure everything is in order. Have the clerk use the event summary sheet as a reference —refer to T of the appendix.• At the event, identify yourself, or the appropriate committee member, to the catering manageras the person to contact in case of questions or problems.• Understand the responsibilities of the caterer and Alumni Affairs — refer to U of the appendixfor “Working with Your Caterer – Who Does What”.11