Quick Answer
How far in advance to plan a class reunion
Plan a class reunion 12–18 months out. Lock the venue first, save-the-date at 9 months, RSVPs open at 5–6 months, deadline 30 days before the event. Anything under 6 months drops attendance noticeably.
12-month planning timeline
Lock the venue first. Every other date slides off that anchor.
The 18-month timeline at a glance
- 18 months out: Form committee, pick the date, scout venues.
- 12 months out: Sign venue contract, pay deposit.
- 9 months out: Save-the-date goes out, classmate list build begins.
- 6 months out: Caterer locked, photographer booked, sponsor outreach.
- 5 months out: RSVPs open with early-bird pricing.
- 3 months out: Early-bird ends, regular RSVPs continue.
- 30 days out: RSVP deadline, final headcount to caterer.
- 14 days out: Print badges, prep registration table, final reminders.
- Day of: Set up, welcome, run the event.
Month-by-month breakdown
Months 18–12: Foundation
Form the committee (4–6 people works best). Pick the date by surveying a small group of likely-attendees on three options. Scout 3–4 venues and get written quotes including F&B minimums and gratuity. Sign the venue contract no later than 12 months out — popular Saturdays book up fast.
Months 12–9: Save-the-date
Set up your Reunly reunion site (~30 min). Save-the-date email goes out at 9 months with date, city, venue type, and a link to the site. Begin building the classmate list — start with the existing Facebook group, then layer in lost-classmates outreach.
Months 9–5: Lock the operations
Sign caterer, DJ, photographer. Lock the hotel block (most reunions need 10–30 rooms). Reach out to local sponsors. Order printed materials — save-the-date postcards if you're mailing, banners if you're hanging.
Months 5–1: Sell tickets
RSVPs open at 5 months with an early-bird discount that ends at 90 days. Run the 4-touch reminder cadence (Facebook, email, text, personal outreach for VIPs). Most ticket revenue lands between months 3 and 1 — don't panic if it's slow at month 5.
Final 30 days: Logistics lock
RSVP deadline. Final headcount to caterer. Print name badges (Reunly handles this with QR codes). Build the seating chart. Send the day-of email with parking, dress code, schedule. Brief the committee on who's doing what at registration.
What happens when committees plan too late
- Best venues are booked. Saturdays at hotel ballrooms book 12+ months out. You'll take Friday or a B-tier room.
- Lower attendance. Classmates with kids and travel commitments need 4+ months to clear a weekend.
- Rush fees on printing. Badges, banners, programs all cost 30–50% more on short notice.
- Less missing-classmate recovery. The committee's time gets eaten by logistics instead of outreach.
- Sponsor commitments fall through. Local businesses budget event sponsorships quarterly. A 3-month ask often misses the budget cycle.
When "earlier" doesn't help
18 months is the practical maximum. Beyond that, classmates won't commit because the date feels abstract, and the committee burns out before the home stretch. Excitement and urgency are real drivers — they need to build, not sustain for two years.
The sweet spot is 14 months: enough time to lock the venue and run the full reminder cadence, not so much time that everyone forgets.
Class Reunion Planning Timeline FAQ
How far in advance should you plan a class reunion?
Start 12–18 months out. The venue lock typically needs to happen 12+ months ahead for popular Saturday slots. Save-the-date goes out at 9 months, RSVPs open at 5–6 months, and final deadline is 30 days before. Reunions planned in under 6 months tend to suffer 30%+ lower attendance simply because people can't clear their calendars.
Can you plan a class reunion in 6 months?
Yes, but expect compromises. You'll likely take a less ideal venue (Friday or Sunday instead of Saturday), miss some classmates who can't rearrange schedules that fast, and pay rush fees on printing. Attendance typically lands 25–30% lower than 12-month-out planning. Doable for a smaller, casual reunion; risky for a 100+ person milestone year.
When should we book the venue?
12+ months out for popular Saturdays at hotel ballrooms, country clubs, or restaurant private rooms. 6–9 months for backyard, park, or brewery venues. Locking the venue triggers the save-the-date — you can't promote a reunion without a confirmed location and date.
When should we send the save-the-date?
9 months before the reunion. Earlier and people forget; later and they've already committed to other things. Save-the-date should include date, city, and venue type (e.g., 'Saturday October 18, 2026 — hotel ballroom in downtown Chicago'). RSVPs don't open yet — you're just blocking calendars.
When should the RSVP deadline be?
30 days before the event. That gives the committee time to finalize caterer headcount, print name badges, lock the seating chart, and lock the bar order. Most classmates RSVP in the final 30 days regardless, so an earlier deadline mostly just creates churn.
Run the whole 12-month timeline in one place
Reunly comes with the milestone checklist, reminder cadence, and RSVP deadline tracker pre-built. You just fill in the date and venue.
Start your reunion site free →$39 one-time. No per-ticket fees.