Planning Guide 2012 - Alumni - Cornell University

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LegalitiesReunion souvenirs are not “giveaways”. Attendees “purchase” a souvenir as part of their package price. Also,additional souvenirs may be sold during Reunion if you have a more than adequate stock. It is because of this thattrademarking is particularly important.If you are confident that you’ll have extra souvenirs, you can offer to sell additional souvenirs to classmates. Youmust sell them at cost or below in order to avoid having to deal with sales tax. You can, however, lower the priceper item a bit, or offer a “buy one get one half price” deal, but don’t lose money on your souvenirs because youcan always sell them at class events or at your next Reunion.If you want to produce something that contains photos or audio/visual recordings that are or may be copyrighted,please speak directly with your Reunion contact in <strong>Alumni</strong> Affairs before proceeding. They can tell you what canand can’t be done, and can help guide you through the production process.TimelinessWe strongly suggest deciding on your vendor(s), if not before, soon after receiving the souvenir update worksheetin January. Although you may not have made final decisions on items and quantity by the time that update is due,you should have at least discussed the items you are considering with your vendor(s) by then, so that they can giveyou a time frame needed for ordering. If an item is being produced internationally, for example, the vendor mayneed extra time to receive and finalize the order. Better early than too late!Other tips• Get quotes in writing! There will likely be additional costs, such as set- up fees and shipping. You’ll need allthis information to budget appropriately.• Consider where your souvenirs will be shipped/stored before Reunion. Some local vendors offer storage, andyou might have a local classmate willing to help.• The more specialization you request from the vendor, the higher the cost will likely be. Also, sized souvenirscan create complications. If you order sized souvenirs, carefully consider the fit and order plenty in each size.• If you are interested in shopping around for the best price, Business Services will assist with this process, even ifthe cost will come in under $20,000 (which would necessitate the bid process.)• Consider that several of your classmates will be traveling by plane and will need to take one or more souvenirson the plane.• Classes that anticipate having a lot of children may want to consider purchasing a reasonable child souvenir.• One or two souvenirs are preferable. It is better to have one nice item than five trinkets!• Souvenirs are a fixed cost in your budget. Order one per adult at the top range of expected attendance, butdo not order 100+ beyond that top number hoping you’ll break a record. You can lose money quickly thatway!• Once you decide on your anticipated souvenir cost (during budget preparation in December), stick to it! If youcome in less than anticipated you can use the additional dollars for your cushion, or lower your fees.1/18/2011CC
Rental EquipmentRentals <strong>Alumni</strong> Affairs pays for:Booster seatChairsCribsCoffeemakerEaselsHigh chairsIce tubRefrigerator (if one is not available at HQs)TablesTelevisionVCR/DVDShelf stereoSound system for Presidential visitsWalkersWheelchairsRentals Classes pay for:Audio visual/sound equipment not related to presidential visitsBalloonsCocktail tablesDance FloorsFreezersHelium TankPipe and DrapePopcorn Machine equipment and popcornStanchions and ropeUmbrella tablesVinyl table covers (for tables)DD
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alumni.cornell.edu/reunionPlanning
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Promoting Attendance: The More the
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Reunion Marketing Timeline:marketin
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arrival &budgetsPART ONEThe Big Day
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accessibilityPART TWOCampus Life or
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meals &checklistPART TWOLunchesClas
Page 17 and 18: caterers &alcoholPART TWOJohnny’s
Page 19 and 20: clerks &evaluationsPART TWO• With
Page 21: Buttons:Our office orders Cornell b
Page 24 and 25: Recreational Activities:Fun for All
Page 26 and 27: teens &entertainingPART TWOTeensPro
Page 36 and 37: Reunion 2011 Registration Processed
Page 38 and 39: 2011Class of 1956: Reunion Registra
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Page 48 and 49: 2011 Registration Fees by ClassClas
Page 50 and 51: ClassFullWeekendEarly BirdFullWeeke
Page 52 and 53: ALUMNI AFFAIRS BUDGET• Advertisem
Page 54: Housing Bed CountsClass Adults Chil
Page 63: Reunion 2011 Clerk Pay# ofAdultsTot
Page 66: 2010 and 2011Souvenir Price ListCla
Page 71 and 72: Cornell University130 E. Seneca Str
Page 74 and 75: Staff and CACO ContactsYearMembersh
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Planning Guide 2012 - Alumni - Cornell University

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