Planning for a reunion was never easy. Like what I've mentioned on my last post, it requires humongous work and demands time. In our experience we really have to squeeze our schedule together so we can meet and make most of our limited time to prepare the event.
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| Taken at Pitt Stop South woods o July 30, 2016 |
The last time our team met was thirty days after the second official school visit. In that morning, we've spent the whole time discussing and visualizing what needs to be done. It was that day, that Project LED starts rolling. Here are some of the important matters that we've discussed during our meeting.
PURPOSE OF THE REUNION
The main purpose of our reunion was to donate/ deliver a sets of Led televisions to be use at school. That explains why it was named "PROJECT LED". The idea of organizing a Reunion with a Cause was a consensus of the batch. I personally think that it was the main reason of the event's success as well. It led us to what we were supposed to be of not just having a reunion for the sake of "being together after 20 years" but more of, on the opportunity to be involved in something significant.
It is not every day that we can make a difference but to be able to pull off a project that can help student/teachers from our Alma Mater (one way or the other) it was really something to be grateful for. #Blessed
- "it's not how much we give, but of how much love we put into giving".
HOW TO RAISE FUND/ FIND SOURCES/ PLACE THE FUND PROPERLY
MONEY MATTERS. The most critical of all the discussion we have made. We diligently discuss how much (alumni fee) we need to impose for the Alumni. It is important to dissect how we will be able to supply both ends; to deliver the project successfully and make sure that everyone will be have a good time. We were able to produce an initial fund from our get together event and we opt to prioritize the TV Sets among other matters. The collections were securely kept. It stemed from some who've promised their support from the very beginning (thank you so much dear friends/classmates/batch mates). We also considered looking for some other people who we feel can spare more and sincerely give in their donations, pledges and sponsorship. While sixty percent (60%) of the imposed alumni fee goes to (from individual share) the completion of the project. The remaining 40% goes on other expenditures. Including and not limited to event supplies and party favors. We also considered having a garage sale (proceeds to fund the project) but due to time constraint it never materialize.
There were times that we almost thought we couldn't complete the target (budget) and honestly it was frustrating. However, talking to people and being realistic about the situation somehow alleviate our weariness. Help and sponsorship started to come in few weeks before the event and it made the preparation less complicated.
Blessed are those who has a good heart, without asking anything in return. They'd like keep their identity unknown.
Blessed are those who has a good heart, without asking anything in return. They'd like keep their identity unknown.
I mentioned "Frustration" twice already. You may or may not encounter it throughout the planning phase, but know that asking for help was not something to be ashamed of. I for instance, bravely ask for help and make known that I do not take NO for answer... hahaha (sapilitan pala.. lol) but really there's someone out there or many from the group who's willing to shell out for more from what is being required. Just make sure you know how to find them. If by chance they decline, you also need to understand without asking for an explanation. Just understand :)
SET THE DATE AND TIME OF THE EVENT
As early as May, we already had dates in mind, two dates to choose from. We chose Dec. 3 as a perfect day for the event as we did not want to meddle on the upcoming holidays of December. It falls on a Saturday so we won't be disturbing any classes. We also have the open field all to ourselves (hehe). We've also decided that a 6 Hour long - program was good enough.
THE ATTENDEES & THE NUMBER OF GUESTS
During the planning stage, we already set an approximate number of guests. We've set our target on how much we need to raise and had a projection of expenses. When funds were all secured/ hand over to our Treasurer that's the time we were able to compare, stretch out and do some adjustments on the budget.
While we had an active Alumni Page and Group Chat, we didn't stop reminding each and everyone about the progress. Updates and teasers were also uploaded from time to time to make it known that our purpose was legit and official. We've set a deadline for alumni payment (thru deposits) to be able to achieve our goal.
OFFICIAL LOGO AND ALUMNI SHIRT (UNIFORM)
Since the event serve as our very first alumni reunion, we thought of having an Alumni uniform. We've utilize our very own talent as well for this one. We've asked Jun, our fellow alumni to make at least 3 designs. The designs were presented to Alumni for voting. The black tee- shirts with a logo in yellow print emerged as the winner. Originally the big logo was supposedly printed at the back, but we opted to have it printed in front so we will be easier for us to face the camera (LOL). While the hashtag #TheReunion96 was placed at the back so as to serve as a walking advertisement.
EVENT PROGRAM, INVITATION, FOOD & OTHER PARTY FAVORS
These were also discussed during the meeting but mostly as draft. The items listed below were mostly discussed by admin group thru chat and divided the work to whoever is available. They are also important to consider as it takes time to design, print or complete but can be done later on. We had a week to distribute the shirts and alumni passes to all attendees. A few days to think about the menu and the food to serve. A few days to finish the colorful paper flower background for the DIY photo booth. A night to set up and design center table pieces. A day to remind sponsors about their sponsorship. An hour to set up everything and bring all of what we have planned for into reality.
ALUMNI PASSES
Invitations were sent via social media channel, through word of mouth, mobile messaging and again through group chat. Since almost everyone from the batch are included (less those who left on their own will). Program passes however, were given to those who have settled their alumni share together with their individual Alumni T-Shirt.
Here is a sample of our ALUMNI PASS (Printed on a glossy photo paper)
THE PROGRAM
On the day of the event, we encountered some delay (hindi mabuksan yung room walang susi hehe) but were able to set up quickly with the help of other committees. Music background were set up and provided by Kuya Moises. The registration was opened by Dess and Laila while the rest of the Alumni started to set up the tables and chairs. Leo was there to help us also in setting up photo booth. Tulong tulong talaga and magically we were able to start the program on time :). Our teachers were there early so they saw how the group works in magic hehehe... KUDOS opening Team and to everyone for all your HELP.
THE HOST
Since I was given the authority to pick for the event host. It was my personal choice to have Christy and Chad.. I have faith in them and it was a perfect tandem. Laughters echoed all throughout the room and we had an active program flow. Of course, there were few technical glitches (given naman yun hehehe) but it was everything that we visualize months ago. A lively, energetic, fun and memorable reunion. Without them I don't know if we can ever achieve it. Pwede na si Chad sa comedy bar hehehe :) but really you feel how happy the guests were during the whole program. So KUDOS! and congrats to the two of you.
On the day of the event, we encountered some delay (hindi mabuksan yung room walang susi hehe) but were able to set up quickly with the help of other committees. Music background were set up and provided by Kuya Moises. The registration was opened by Dess and Laila while the rest of the Alumni started to set up the tables and chairs. Leo was there to help us also in setting up photo booth. Tulong tulong talaga and magically we were able to start the program on time :). Our teachers were there early so they saw how the group works in magic hehehe... KUDOS opening Team and to everyone for all your HELP.
THE HOST
Since I was given the authority to pick for the event host. It was my personal choice to have Christy and Chad.. I have faith in them and it was a perfect tandem. Laughters echoed all throughout the room and we had an active program flow. Of course, there were few technical glitches (given naman yun hehehe) but it was everything that we visualize months ago. A lively, energetic, fun and memorable reunion. Without them I don't know if we can ever achieve it. Pwede na si Chad sa comedy bar hehehe :) but really you feel how happy the guests were during the whole program. So KUDOS! and congrats to the two of you.
FOOD, VENUE & DECORS
Food were served in buffet style. Hamonado, Chicken Cordon Bleu, mixed veggies, Ppancit, cakes, cupcakes, fruits and many more.
Food were served in buffet style. Hamonado, Chicken Cordon Bleu, mixed veggies, Ppancit, cakes, cupcakes, fruits and many more.
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| Our Celebratory Cake :) in Yellow |
VENUE
We were allowed to use one classroom (including the facade and the whole open area of the campus) for free. (Less gastos sa venue diba :) ) It was on the top of our mind to hold the event to our Alma Mater because it would perfectly bring back old memories. We had some party tables and chairs covered also in yellow and white (contrast for black uniform). A White tarpaulin was hanged on the black board and use it as projector screen for our audio visual presentation. The other side was use as the DIY Photo booth with DIY Paper Flowers in yellow, yellow gold and green our school official color. Yellow balloons where freely hanged on the same side with our throw back pictures and quotes tied at the bottom of it. We also set up a table for our photo booth props with some DIY speech balloon and funny abubot :).
ADDITIONAL SOUVENIR
These came last in the scene (hehe) since alumni coffee mugs didn't materialize (we did not achieved the required minimum number of orders eh so it won't fit the projected budget) so we opt to have the MASON JAR instead. Thank God! they appreciate it.
YES, we did! and the turnover ceremony was the climax of the event. Not to mention the celebratory cheers from our dearest advisers. We were able to complete the four sets of Led Television needed by the grade 6 pupils. It was really overwhelming.
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| All smiles with our Grade 6 Adviser Mam Vicky :)
It is through the cumulative interests and efforts of everyone involved (mentioned from my previous posts) that made the event possible. And as a part of the admin group, I couldn't be grateful of how things has turned out.
We had zero background in organizing a reunion. There were days that we were fully motivated and other days, gets us somewhat, frustrated. But the purpose of it kept us to stay focus and driven. Truly it makes a big difference when you have the will to make things happen, with prayers, patience and determination and believe that God will make the impossible possible.
With humility and gratitude.....
Much ♥ CVES Alumni Batch '95-96.
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