Class Reunion Planning Guide: Timeline, Budget and Tips

A class reunion planning guide covering committee roles, finding classmates, timeline, ticket pricing, venue choices, food amounts and Chicago-area logistics.

November 2, 2026 · 6 min read · By the Beyond Chiavari team

Long reception table render by Beyond Chiavari with rows of gold chairs, charcoal linen and candlelight — A long Midnight Gold reception table.

Reunions are hard to plan because you do not know who is coming until the last minute, and you have to collect money from people you have not talked to in decades. Success depends on starting early, using a small committee and keeping the schedule simple. The reward is a night where people who shared a hallway get to catch up.

Lead time for a reunion: 9 to 12 mo; Lead time for a reunion
Typical attendance share of a class: 25 to 40%; Typical attendance share of a class
Event length with dinner: 3 to 4 hrs; Event length with dinner
Committee members is a good size: 4 to 6; Committee members is a good size
Ticket sales window: 60 to 90 days; Ticket sales window
Single source for contacts and payments: 1 shared list; Single source for contacts and payments

Form a small committee

Five or six people can run a reunion. Assign clear roles: chair, treasurer, venue and food, communications, program and decor, and a classmate locator. Meet monthly at first, then every two weeks as the date gets closer. Keep a shared document with the guest list, budget and tasks. The guest list and RSVP tracker works well for this.

Find your classmates

Start with the names you have. Use social media groups, alumni associations and school records. Ask classmates to help find others. Set up a simple email or group page with updates. Include a short form so people can update their contact info and let you know if they plan to come. Ask for a favorite memory or a photo, and plan to use them in the slideshow.

Pick a date and a format

Most reunions happen in late summer or fall, when travel is easier and homecoming weekends bring people back. Avoid long holiday weekends. A Saturday evening is usual. Format choices include:

Dinner and dancing. A banquet hall or restaurant room with a DJ. Best for 60 or more.

Casual picnic. A park pavilion with a cookout and lawn games. Good for a lower ticket price and family-friendly turnout.

Cocktail party or bar night. A private room at a bar or brewery. See brewery and winery event venues.

Weekend of events. A casual Friday meetup, the main dinner on Saturday and a Sunday brunch.

Set the budget and ticket price

List all costs: venue, food, drinks, DJ, photographer, decor, name tags, printing, and a small cushion. Divide by the number of paying guests. Many committees set the ticket price slightly above the cost per person to cover no-shows. Offer an early-bird price and a deadline. Consider covering costs with a sponsor or a raffle. Keep the money in a separate account and report it openly.

Venue booking comes early because the committee needs a ticket price. Ticket sales close about three weeks before the event so the caterer gets a final count.

Rough planning by class size

Class size	Likely attendees (25 to 40%)	With guests	Venue size	Round tables
100	25 to 40	40 to 70	Restaurant room	5 to 9
200	50 to 80	80 to 130	Banquet hall	10 to 16
300	75 to 120	120 to 190	Large hall	15 to 24
500	125 to 200	200 to 320	Hall or tent	25 to 40

Attendance varies with how long it has been since graduation, how well you reach people, and the date and price. Use these as a starting range, then update as RSVPs come in.

Venue and layout

Choose a space that allows conversation. Name tags with yearbook photos are a hit. Set up a registration table at the entrance with name tags, the schedule and a table for memorabilia. Leave room for mingling. A good layout has seating for about 60 to 70 percent of guests, lounge areas and a dance floor. See floor plan for 100 guests and dance floor size by guest count.

Food and drink

Appetizers and a buffet or stations work well, because people move around. See food station ideas and equipment. Add a cash bar or tickets for drinks. Include a non-alcoholic option. Remember the 'Class of' sheet cake or cupcakes.

Program

Keep the program short: a welcome, a moment of silence for lost classmates, a slideshow and a few awards or fun trivia. Avoid long speeches. Play music from your high school years. Provide a photo wall or a yearbook table.

Communication

Send updates by email, social media and a printed postcard to those who are offline. Tell people the date early, even before the venue is set. Remind them about the ticket deadline.

Day-of

Arrive early to set up. Have a team at the registration table. Take a group photo early in the evening, before people leave. Collect leftover supplies and money counts at the end. The run of show template keeps the evening on schedule.

Order of operations

1Step 1Form the committeeFive or six people with clear roles.
2Step 2Find classmates and collect contactsUse social media, alumni lists and word of mouth.
3Step 3Pick the date, format and venueBook six to nine months ahead.
4Step 4Set the ticket price and open salesInclude an early-bird date.
5Step 5Plan food, music and decorOrder what you can once the headcount firms up.
6Step 6Run the nightRegistration, photo, program and mingling.

Chicago-area notes

For Chicago-area reunions, many classmates now live in other states, so pick a date that works for travel, such as homecoming weekend or a summer holiday weekend. Banquet halls, VFW or Legion halls, park district buildings, restaurants and breweries are common choices. Parking is a key issue in city venues, so plan how guests will park and how to reach the venue by transit. For suburban park districts, check with your village or park district for reservation dates, deposits and alcohol rules. Winter reunions need coat space, and summer outdoor reunions need shade and rain plans. See suburban park district pavilion rentals.

Free download: Guest List and RSVP Tracker

The Guest List and RSVP Tracker helps a reunion committee manage hundreds of names, mailing addresses, payments and guest counts. You can mark who has paid, who has not responded and who needs a follow-up, then share a clean count with the caterer. Get the free Guest List and RSVP Tracker

Frequently asked questions

How far in advance should I plan a class reunion?

Nine to twelve months is ideal. This gives you time to find classmates, book a venue and sell tickets.

How much should I charge for a class reunion ticket?

Add up all costs, divide by the expected paying guests, and add a small cushion. Many committees offer an early-bird price. Prices vary by venue and food style, so get quotes first.

What percentage of a class attends a reunion?

Attendance varies, but many planners expect roughly 25 to 40 percent of the class. Plan for a range and update as tickets sell.

How do I find my classmates?

Use social media groups, alumni associations, school records and word of mouth. Ask each classmate to name three others.

What should I do at a class reunion?

Offer name tags, a photo slideshow, music from your school years, food, a short program and time to talk. Take a group photo early.

How long should a class reunion last?

Three to four hours for a dinner event. For a weekend, add a casual Friday gathering and a Sunday brunch.

What is a good venue for a class reunion?

A banquet hall, restaurant private room, park pavilion, brewery or school gym can work. Choose by size, price and ease of parking.

Get your rentals priced

When the plan is ready, request a quote with your guest count and ZIP code, or book a free planning call and we will help you work through the numbers.

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