I N D E X
· Introduction
· General
· Planning
· Reunion site
· Making arrangements
· Finance
· Reunion notice
· Activities
· Banquet
· Name tags
· Guest list
· Business meeting
· NCVANE Logo
· Records
· History
· Attendees
· Publicity
· Registration table
· Action check-off list
· Persons with disabilities
· Reunion information resources
· The Perfect Reunion
· Bonds of Friendship
Appendices
· A - Items for discussion with hotel/motel management
· B - Contents of reunion notice
· C - Sample request for newspaper publication
· D - New England newspapers that may publish a reunion notice
· E - Check-off list
· F - Services for disabled persons
· G - Financial Statement
INTRODUCTION (back to index)
How To Make It Happen:
The key to a successful reunion is allowing plenty of time to do the planning and execution. Ultimately, all planning is directed toward two basic goals: great attendance and enjoyment. With initiative and imagination, planning a reunion can be relatively simple and rewarding.
1. Do a head count. How many people are in our organization? This number is the prospective number of people who will attend.
2. Consider membership tastes. Do members enjoy a relaxed atmosphere or a more formal surrounding? Do people prefer a prescribed schedule of activities or to be left to individual desires?
3. Select a location that is affordable and easily accessed.
4. Set the date, avoiding confliction which may occur because of such events as: national holidays, school graduations, other reunions, major sporting events, major construction (example: roadworks), income tax time, or peak tourism.
5. Begin to plan six months before the reunion date.
6. Develop a master plan for keeping track of each detail.
7. Involve others when appropriate. Ideas and Actions are not unique to one individual. It also lightens the workload and can bring additional enthusiasm to the planning and implementing process.
8. Keep it simple. (back)
9. GENERAL: NCVANE reunions are usually scheduled for one day in the spring and one day in the fall. The minimum requirements for a reunion are: a place to stay; a room in which to have a meeting; a room in which to have a banquet. The traditional day of this get-together is a Saturday, due to the fact that some members are employed. The day consists of a business meeting in the morning, an "open" afternoon, and a banquet in the evening. Only the business meeting is a function required by chapter by-laws.
10. In setting the day, coordination with the chapter president is appropriate.
11. Some members arrive on Thursday or Friday. Some members may remain over Sunday night. Some may not stay overnight.
12. Site selection is determined at a previous meeting. This allows the host ample time to plan and make arrangements.
13. The responsibility of making arrangemetns rests with the host, who alone, must select the hotel/motel, coordinate with management, view the facilities, prepare the reunion notice, arrange for badges and Welcome Aboard packages, and be available to greet members.
14. Imagination and initiative are paramount to the host's efforts. It is appropriate for the host to keep the chapter president informed of progress.
15. PLANNING: The earlier this begins, the better. Six months in advance of the meeting date efforts should be made to plan the reunion. A check-off list should be made, setting the Action Required/Date By Which The Action Should Be Completed/Date Completed, and if not the responsibility of the host, Who Is Responsible. (back)
16. REUNION SITE: Either a hotel or a motel. As most members arrive by motor vehicle, parking space is important. In determining which hotel/motel to select, telephone yellow pages, websites, and tourist information offices are sources to provide possibilities. A telephone call to the sales manager (or other similarly titled person) should be made to arrange a visit to discuss the possible use of the facility. This visit will be the opportunity to discuss the facility features: room rates, parking, view a typical room, meeting room requirements, dining/banquet requirements, Welcome Aboard package, and registration table. See Appendix A for discussion items.
17. MAKING ARRANGEMENTS: A decision to select a hotel/motel should be made after reasonable possibilities are considered. The host, although a member of NCVANE, functions on his/her own when making commitments. Other than the chapter president and financial secretary, there are no provisions in chapter by-laws to allow a member to legally commit the chapter to any arrangement. It is not intended that any member incur any expenses when serving in the capacity of a reunion host. If a formal contract is required, the host must ensure that the provisions of the contract do not make obligations which cannot be met. (Note: if needed, a Letter of Authorization, allowing the host to speak as a member of the chapter, can be obtained from the chapter president.) To alleviate any uncertainty by a member to incur the responsibility of being a host, it is intended that costs for the reunion be borne by attending members: room costs are paid by members directly to the hotel/motel; banquet costs are paid (in advance) to the host, as is the registration fee. The keeping of a check-off sheet helps in monitoring these actions. (back)
18. FINANCE: Whether it is necessary to set up a separate Reunion Checking Account is a decision of the host. The advantage of a separate account is that it keeps one's personal checking account separate from the reunion costs and provides for a detailed permanent record of all transactions.
19. A Registration Fee should be charged in order to cover expenses for the meeting room, coffee, badges, printing, Welcome Aboard packages, and other miscellaneous items.
20. Appendix G is suggested format for Financial Statement. (back)
21. REUNION NOTICE: The chapter secretary maintains the name and address of members. At least two months in advance of the reunion date, members should be notified. The host should forward the notice to the chapter president and secretary. The secretary will publish the notice via U.S. and e-mail. Additionally, the NCVANE webmaster should receive a copy. Appendix B contains items recommended as part of a reunion notice.
22. ACTIVITIES: The days before and after the Saturday business meeting, and the Saturday afternoon, are left open to the attendee’s personal desires. However, the host may consider arranging tours or visits, or provide brochures, etc. to inform attendees of options. Likewise, arranging for entertainment and/or a guest speaker as part of the banquet is at the discretion of the host.
23. BANQUET: The social hi-lite of the reunion. Traditionally, set for early Saturday evening. Arranged through the hotel/motel. A menu choice should be offered (in advance through the registration process), allowing for special needs, such as vegetarian. (back)
24. NAME TAGS: Are provided for each attendee and their guest(s). The style of name tag is the choice of the host. Cost may be assessed as part of the registration fee. At a minimum the information printed on the tag is the name and hometown of the attendee.
25. GUEST LIST: When the cut-off date for registration has been reached, the host should compile a list of attendees, a copy of which should be provided the chapter president and secretary, and the NCVANE webmaster. Additionally, a copy should be made available at the registration table for viewing by attendees. (back)
26. BUSINESS MEETING: A private room should be available for this function. Ideally, there will be no charge for using the space, given that members are paying for room accommodations.
27. The U.S. flag and the NCVANE banner should be mounted in prominent positions. It is customary at the beginning of the meeting for the chapter president to lead members in reciting the Pledge of Allegiance.
28. The U.S. flag and the NCVANE banner are informally passed from present host to future host at the conclusion of the meeting.
29. The physical layout of table and chairs is at the discretion of the host.
30. At a minimum, drinking water should be made available during the meeting. Paper pads and pens (usually provided by the hotel/motel at not cost) are also recommended for each attendee.
31. The gavel used at the meeting is kept by the chapter president.
32. It is optional to have coffee/tea/soda/snacks at the meeting, cost of which may be obtained through the registration fee.
33. LOGO: The NCVANE logo is available from the chapter president. (back)
RECORDS: Any documentation, except for mini-reunion Financial Statement, prepared by the host is for his/her purpose. Chapter BYLAWS require a Financial Statement (Appendix G is suggested format) be submitted to the membership after the completion of the mini-reunion.
HISTORY: A written account, photographs, or other such chronicle of the reunion is at the discretion of the host. If photographs are taken, they can be posted on the website. (back)
ATTENDEES: There is no requirement that an individual be a member of NCVANE or NCVA in order to attend and participate in the social aspects of the reunion.
PUBLICITY: It can be expected that by advising members of the details of the reunion they will be better able to plan their attendance. The reunion date should be coordinated with the chapter president. Appendix C is a sample letter to news media requesting publicity. The following may be considered as possible publicity outlets:
· NCVA website: http://www.usncva.org
· NCVA-NE website: http://ncva-ne.org
Note: website address is lower case sensitive.)
· CRYPTOLOG:
· The Ellsworth American
P. O. Box 509
Ellsworth, ME 04605
BASE NEWSPAPERS:
· Public Affairs Officer
Naval Station Newport
Newport, RI 02841
· Public Affairs Officer
Naval Submarine Base New London
Groton, CT 06349
· Retirees Activities Office
66th ABW/CVR
20 Schilling Circle
Hanscom AFB, MA 01731-2800
· Public Affairs Officer
Portsmouth Naval Shipyard
Code 100PAO
Portsmouth, NH 03804-5000
· Marine Corps Cryptologic Association: http://www.mccaonline.org
· Naval Historical Center: http://www.history.navy.mil (provides link to a website that publishes reunion announcements)
· New England newspapers: Appendix D contains the addresses of newspapers in New England that may publish reunion notices. (back)
REGISTRATION TABLE: The host should set the time when he/she will be available in the hotel/motel lobby to register members. The purpose of the registrtion is to confirm the arrival of the member/guest(s), ensure that each member's requirements are being met, and deliver the Welcome Aboard packages. The Welcome Aboard package may contain:
· Welcome Aboard letter - prepared by the host, or jointly with hotel/motel management
· Name tag for each member and guest
· Plan of the Day, giving day, time and location of scheduled activities
· Information regarding accommodations (other than that provided by the hotel/motel)
· Instructions on how to contact the host during other-than-registration hours
· Meal tickets
· Instructions on how to obtain emergency medical care, if not provided by the hotel/motel
· Local laws regarding smoking in restaurants, etc.
· Tourist information: local activities/events/entertainment/eating facilities
· Map of local area (back)
ACTION CHECK-OFF LIST: Appendix E is a partial list to assist the host in completing tasks.
PERSONS WITH DISABILITIES: The Americans With Disabilities Act (ADA) was signed into law in 1990. It protects people with disabilities, including those who are deaf and hard of hearing, from discrimination in "...transportation, access to public and private facilities and services, and telecommunications." The scope of the law is very broad, as is its definition of "disability." It covers, among others, hotels and motels and restaurants. It mandates that TTY (Text Telephone), ALDS (Assistive Listening Devices and Systems), captioned television sets, visual alarms, CART (Communication Access Realtime Translation) Service and interpreter services be provided in many circumstances and situations.
When discharging duties, a host should ensure that hotel/motel facilities will benefit members with disabilities. See Appendix F. Through the Reunion Notice, members should be made aware of a hotel's/motel's ability to provide services to the disabled.
REUNION INFORMATION RESOURCES: The following websites provide information and ideas on holding a reunion: (back)
· http://www.family-reunion.com
· http://www.reunionsmag.com (Reunions Magazine)
THE PERFECT REUNION:
Value: Many members will be traveling a great distance. The more attractive the details of the reunion, the greater possibility that a member will attend.
Cost: Special events, conventions, peak tourism periods - all can prevent the host from negotiating reasonable rates for the reunion site, food and beverages, room accommodations, etc. A host does not want to settle for second-rate choices. In order to avoid unnecessary competition from other organizations, the host should check with the local visitor/convention bureau before setting the final dates.
Convenience: No date will be convenient for everyone. A host proceeds with the intent of attempting to draw as many members to the reunion as reasonably possible. (back)
BONDS OF FRIENDSHIP: The bond that is forged through military service is unique. Men and women from all walks of life are brought together to serve a common purpose. Friendships are born of shared disciplines, hardships, laughter, experiences, and even boredom. Whether this bond is based on short term, or several years of service, a mutual respect and appreciation is created. Shared moments make for strong bonds. Our reunions allow us to savor that which created the bond, acquaint ourselves with others whose path may have differed, develop new friendships, and provide for a positive memorable visit.
APPENDIX A
Items For Discussion With Hotel/Motel Management
Date of reunion: Normally, a Saturday, but with possible arrival of members on the preceeding Thursday or Friday. Most members depart on Sunday, however, some may decide to remain over Sunday night. Discussion with management should ensure that a proposed room rate is the same for each of these days. Additionally, a group discount rate should be discussed, whereby a reduced daily room rate is made available because of the number of people attending. (Because the number of attending members is not known at this initial discussion, management might not commit to a group discount.) From past reunions, a "working figure" of possible attendees is 20 to 25. This number does not included accompanying persons. Accommodations are usually spoken of as "rooms" rather than persons.