Reunion Committee
The BOFA, Inc. Reunion Committee is responsible for planning, organizing, and executing a successful Black O'Kelley Family reunion every two years. The reunion committee ensures that the event is well-organized, enjoyable, and memorable for all attendees. Responsibilities cover a wide range of activities, from initial planning and budgeting to day-of coordination and post-event follow-up, all aimed at creating a successful and meaningful reunion experience for all.
Reunion Committee
Key Activity Areas for the Reunion Committee:
Planning and Coordination:
Goal Setting: Defining the purpose and goals of the reunion.
Date Selection: Choosing a suitable date for the event, considering the availability and preferences of the majority.
Venue Selection: Finding and booking a venue that can accommodate the expected number of attendees.
Budgeting and Fundraising:
Budget Creation: Developing a budget that outlines all expected expenses, such as venue rental, catering, entertainment, and decorations.
Fundraising: Organizing fundraising activities if necessary to cover the costs, or determining ticket prices to ensure the event is financially feasible.
Communication and Promotion:
Invitations: Creating and sending out invitations, either digitally or by mail, and managing RSVPs.
Promotion: Promoting the event through various channels such as social media, newsletters, and community bulletins.
Logistics and Coordination:
Transportation: Arranging transportation options for attendees if necessary.
Accommodation: Providing information on local accommodation options for out-of-town guests.
On-Site Coordination: Ensuring everything runs smoothly on the day of the event, from setup to cleanup.
Program and Activities:
Agenda: Creating a detailed agenda or schedule of events for the reunion.
Entertainment: Organizing entertainment options, such as live music, DJ, games, or other activities to keep attendees engaged.
Speakers and Presentations: Coordinating any speeches, presentations, or awards that will take place during the event.
Catering and Refreshments:
Menu Planning: Selecting a catering service and planning the menu, taking into account dietary restrictions and preferences of attendees.
Beverage Service: Arranging for drinks, including non-alcoholic and alcoholic options if appropriate.
Decorations and Ambiance:
Theme: Deciding on a theme for the reunion and planning decorations accordingly.
Setup: Ensuring the venue is appropriately decorated and arranged to create a welcoming atmosphere.
Photography and Memorabilia:
Photographer: Hiring a professional photographer or designating someone to take photos during the event.
Memorabilia: Creating or collecting memorabilia, such as photo albums, videos, or keepsakes to distribute to attendees.
Registration and Attendance Tracking:
Check-In: Setting up a registration/check-in process to keep track of attendees.
Name Tags: Preparing name tags or badges for attendees to facilitate introductions and mingling.
Post-Event Activities:
Follow-Up: Sending thank-you notes or emails to attendees after the event.
Feedback: Gathering feedback from attendees to assess the event’s success and areas for improvement.
Reporting: Providing a final report on the event, including attendance, expenses, and any other relevant details for future reference.
Contact Us!
If you would like more information about BOFA, Inc. committees, please let us know!