Procedures and Policies
1.) Form a Reunion Committee - This will help to reach out to more alumni in order to have a better turnout. We ask that there is only 1 direct contact with SJVHS. This cuts back on any miscommunication.
2.) Committee’s Responsibility - find the venue and set the date for the reunion. When a date and venue have been decided on please have a contract sent to SJVHS. It can be faxed to 732-335-9574, ATTN: Advancement Office or emailed to firstname.lastname@example.org. SJVHS will then mail in the deposit for the venue. SJVHS is a non-profit and is tax-exempt. You will not pay taxes on the venue which will save some money in your budget. SJVHS will handle all of the payments going out to vendors and handle all RSVPs coming in for the reunion. We do this so everything is covered and you don’t have to worry the night of the event.
3.) Pricing - Set the final price with the Advancement Office. This price must cover, the venue, DJ, decorations, favors, name tags, etc.
4.) Invitations - will send out by SJVHS. SJVHS will either design something for you or you can design something and we will print them and mail them for you. You will get final approval if we design the invitations for you. This cuts down on costs as well. Many classes also make a Facebook page to keep their class up to date. We highly recommend each class doing this. But, please remind fellow classmates that they must officially RSVP and pay online at www.sjvhs.com/alumni or mail back the response card and check to SJVHS. A FB post is not an official RSVP. Once the date is set, an online form will be available onwww.sjvhs.com/alumni
5.) RSVP Date - must be two weeks before the event. The SJVHS Business Office needs time to process the checks that are needed. Again all payments must go through SJVHS, either by mail or online.
6.) Other Considerations - Items that you may need are centerpieces, name tags and favors. Most venues provide centerpieces. If they do not SJVHS has centerpieces that can be used if you choose. You can provide name tags with just the names of the alumni or SJVHS can provide name tags with the alumni’s senior photo and name on it. Providing favors is up to the reunion committee. Many classes have opted out of favors to cut down on costs. But again, that is up to the committee. SJVHS will reimburse any items purchased for the reunion. SJVHS must approve any items and budget before any purchases are made. All receipts must be submitted for reimbursement.
We ask that any money that is left over be donated back to SJVHS. This will be included in the Annual Fund and will be listed as a gift from your class.
7.) Cancellation Policy - SJVHS has the right to cancel a reunion if the minimum required is not met. All purchases must be approved by the Advancement Office for all reunions.