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Reunion Planning Resources & Policies

alumni and staff talking

The Reunion Planning Guide and other resources for members of class reunion committees are available on the Reunion Committee Information page. Questions about planning your reunion or your class reunion committee? Alumni celebrating their 2nd–50th Reunion should contact Katie Kuzoian (kkuzoia1@swarthmore.edu). Garnet Sages, please contact Caitlin Halloran Edwards (challor2@swarthmore.edu). 

Please review the volunteer code of conduct.

Class Outreach

As volunteers, you are our best resource for encouraging your classmates to attend Alumni Weekend. We encourage you to connect with your classmates about attending Alumni Weekend often and early! 
 
Sending Class Letters 
If you are planning to send a letter, please allow 10 business days for the mailing to be sent. 

Alumni Weekend Programming

Entertainment
Each year, Alumni & Parent Engagement receives a multitude of requests for bands and other performers. Space on campus that can accommodate these types of events is limited. Our office strives to offer a wide variety of entertainment to appeal to the broad cross-section of alumni who attend each year. We take into consideration the class year of performers, genre and style of performances, audio visual requirements, venue type, and budget.
 
Invited bands are scheduled based on the College's needs and overall Alumni Weekend schedule; they are not permitted to perform past 11 p.m. Performers are compensated for their time and talents.

Questions about entertainment during Alumni Weekend? Contact alumniweekend@swarthmore.edu or 610-328-7332

Class Activities
All of the class activities have been submitted and are being coordinated with the committee at this point. Any requests received after Nov. 20 will be considered on a rolling basis. Please use the Rolling Activities request form to submit your requests. 

Video and Audio Recording
The Communications Office, in partnership with the Office of Alumni & Parent Engagement, selects a small number of Alumni Weekend programs to record for the College's website. Classes who wish to have panel discussions, lectures, performances, or any other programming recorded by the College during Alumni Weekend must submit a written request through this form by April 15. Preference is given to content that is of broad educational interest to the Swarthmore College community and the general public; certain events are recorded for Swarthmore archives, such as Alumni Collection. Requests will be reviewed in late April and classes will be notified in early May. Requests for recording made after April 15 cannot be accommodated.

Fundraising at Alumni Weekend
Fundraising during Alumni Weekend (at a class memorial, for instance) has numerous regulations set forth by the IRS and CASE. We do not permit auctions, admission charges for tickets, etc. as part of programming over Alumni Weekend. 

Requesting donations of gifts made directly to Swarthmore College from classmates is the best way to raise funds during Alumni Weekend.

Arrivals

On Thursday we welcome the 50th reunion class. All other arrivals are scheduled for Friday. If you are not in the 50th reunion class and need to arrive before Friday, we invite you to book your stay at one of the nearby hotels.

Transportation

Please plan to coordinate your own transportation needs throughout the weekend. We recommend that you use Uber/Lyft or check with your local hotel, which may offer a shuttle to a desired location. The College does provide a shuttle from campus to the airport on Sunday morning. 

Accommodations

Staying in the dorm
When packing for Alumni Weekend, remember to consider small comforts. Clothes hangers, fans, and extra blankets or pillows are not available. Sheets will be provided. For buildings with air conditioning, please do not open your windows if you are cold; this can cause the air conditioner to collect condensation and your room will become damp. The temperature is adjustable through a unit in your room (typically by the door), and we recommend bringing layers in case of a chill. 

Nearby Hotels
Advancement secures a limited number of rooms over the weekend at the Inn to be offered to guests at their discretion. All other rooms are available on a first come, first serve basis through contacting the Inn directly at 610-543-7500. More information about accommodations can be found on the Alumni Weekend website

Campus Facilities

Class Spaces / Lounges
Reunion classes are invited to request a reserved space or “lounge” for their own informal use over Alumni Weekend. Since use of spaces on campus are limited, especially during this busy weekend, these lounges will be held in classrooms that align logistically with the general flow of class activities throughout the weekend.

Room availability
Alumni & Parent Engagement will work with each reunion committee to coordinate the spaces for each activity that best fit their needs. Unfortunately, with around 200 events happening throughout the weekend, we are unable to guarantee the first-choice building location. Locations will be published in the spring, although please recognize mitigating circumstances may require a new location. Refer to the Guidebook app for the most up-to-date information. 

Large performance spaces 
Several performance spaces and large audience classrooms are offline this year during Alumni Weekend. The Alumni & Parent Engagement Office makes room assignments to balance demand for all-alumni activities, large crowds, meals, and inclement weather plans, as well as routine maintenance and staffing needs. 

Gender inclusive bathrooms
The College has a number of gender inclusive bathrooms. Please note: all restrooms in the Hormel-Nguyen Intercultural Center are gender inclusive.

Materials for Alumni Weekend

Reimbursement policy
Save your original receipts and submit them to your assigned staff member for reimbursement. The College cannot reimburse without receipts and the full committee must approve the use of funds. All alcohol must be purchased in PA in order to be reimbursed. 

Party Pack supplies
The College will provide each reunion class and affinity network with scheduled events a party pack of compostable plates and napkins. Remember to pack the little things that will make your event go smoothly! Think corkscrews, extra water, lawn games, etc. 

Shipping materials
The Alumni & Parent Engagement office is unable to receive and store materials for Alumni Weekend activities. Please coordinate local pickups and delivery with a classmate.