A class reunion has many moving parts — but when broken into phases, it's very manageable. This checklist is organized by how far in advance each task should happen. Items marked Joynly can be handled directly in the free Joynly app.
10–12 months before
Foundation
- Form a planning committee of 3–5 motivated classmates and assign roles (coordinator, treasurer, communications, venue scout)
- Create a shared event so your whole committee works from the same place Joynly
- Choose your target date — aim for a summer or early autumn weekend
- Set a rough per-person budget to guide your venue search (typically $60–$120 / €50–€100 per person)
- Start collecting contact information via Facebook alumni groups, LinkedIn, the school secretary, and personal contacts
6–8 months before
Venue & Save-the-Date
- Import your guest list (Excel upload or manual entry) Joynly
- Scout 3 venue options — compare price, capacity, catering, parking, and AV equipment
- Book the venue — good locations fill up fast, especially for summer weekends
- Lock in the final date and confirm with the venue
- Send the save-the-date — short message, just date and city, no full details yet Joynly
- Book a photographer — confirm they are available for your date
Tip:
Post your save-the-date in your school's Facebook alumni group too — it will reach classmates who aren't on your list yet and prompt them to get in touch.
8–10 weeks before
Invitations & Program
- Send formal invitations with date, time, venue, cost, dress code, and a clear RSVP link Joynly
- Set an RSVP deadline (4–6 weeks before the event)
- Plan the evening program — welcome, dinner, slideshow, activities, awards, open networking, group photo
- Run a preferences survey for music, dietary requirements, or activity ideas Joynly
- Start building the shared music playlist — let guests add their songs Joynly
- Confirm catering details with the venue (menu, dietary options, service style)
- Start collecting class photos from yearbooks or school archives for the slideshow
2–4 weeks before
Finalization
- Send RSVP reminder to non-responders — one friendly nudge is enough Joynly
- Confirm final headcount with venue and caterer
- Finalize the slideshow with class photos, yearbook images, and fun throwbacks
- Set up a bring-list so volunteers know exactly what to bring Joynly
- Prepare name tags — include class year and a fun throwback detail (e.g. "Most likely to become famous")
- Send logistics reminder to all confirmed guests: venue address, parking, public transit, dress code, program overview Joynly
- Confirm photographer — share the venue address and arrival time
- Track outstanding payments and send reminders to non-payers Joynly
Day of the event
Event Day
- Arrive 60–90 minutes early for setup — tables, decorations, registration table, AV test
- Brief the committee on roles for the evening (door, AV, MC, photography support)
- Test the slideshow and confirm audio volume with the venue
- Have name tags ready at the entrance
- Take the official group photo — schedule it while energy is still high (before 22:00)
- Collect any remaining payments on-site
After the event
Follow-Up
- Upload all photos to the shared Joynly gallery within a few days Joynly
- Send a thank-you message to all attendees within one week Joynly
- Run a short feedback survey — what worked, what to improve for next time Joynly
- Save your updated contact list — it's the most valuable asset for the next reunion Joynly
- Ask who wants to organize the next reunion — enthusiasm peaks right after the event
Start Planning — It's Free
Joynly handles guest lists, invitations, RSVPs, the bring-list, budget tracking, polls, shared playlists, and photo galleries — everything on this checklist, in one free app.
Create Your Reunion — It's FreeAvailable on Web, iOS, and Android · Free for up to 20 guests