Detailed Task List
The Detailed Class Reunion Planning Checklist (Every Task by Deadline)
Other reunion checklists give you bullet-point dumps with no deadlines and no owners. This one is sequenced by category, every task has a real deadline (counted backward from reunion day), and every task has a named role owner. 138 tasks across 9 categories. Print it, paste it into a spreadsheet, or run it inside Reunly with deadlines that auto-set from your reunion date.
How to use this checklist
At your kickoff meeting, walk through every category and confirm the owner for each role. Do not read every task — that takes 2 hours and overwhelms the committee. At each weekly meeting, look at the next 4 weeks of tasks across categories. The chair confirms each is on track or escalates if not. The full checklist is the reference, not the agenda.
✅ With Reunly
Skip the spreadsheet — run all 138 tasks in Reunly
Every task here lands in your committee's dashboard with the deadline pre-calculated from your reunion date.
Committee & Setup
12 tasksThe work before any other work. Get the committee structured, the bank account open, and the kickoff done before you do anything else.
Classmate Roster & Search
16 tasksFinding classmates is a marathon, not a sprint. The work starts in Month 11 and stays open through Month 6. Most classes find 80–90% of graduates; the remaining 10–20% require accepting the missing list.
Venue & Vendors
25 tasksLock the venue at Week 38, the rest of the vendors by Week 30. The venue contract is the single most consequential document of the year — read every clause before signing.
💰 With Reunly
Vendor contracts and deposits in one place
Upload signed contracts to Reunly and get auto-reminders before every payment milestone.
Money & Budget
14 tasksTreasurer reconciles every 2 weeks once money is flowing. Every contract, every deposit, every refund — through the treasurer, period.
Communications & Website
16 tasksAll outbound goes through the comms lead. Other members can draft; comms lead has final edit and final send.
RSVP & Tickets
12 tasksSingle source of truth: the RSVP form is the headcount. Don't run a parallel spreadsheet that drifts.
👥 With Reunly
Track RSVPs and tickets without a separate Eventbrite
Reunly's RSVP form, ticket sales, and headcount dashboard are one integrated system.
Program & Decor
17 tasksPlan every minute of the day. The run sheet is the source of truth; share it with every committee member and every vendor.
Day-Of
15 tasksThe day runs the day. Setup at T-3 hours. Brief vendors as they arrive. Committee dinner at T-30 minutes. Doors at T-0.
📅 With Reunly
The run sheet, the supply bin, the day-of crew — all coordinated
Reunly's day-of view turns the run sheet into a live shared timeline every crew member can see.
Post-Event
11 tasksMost committees skip the post-event phase. Don't. The 4-week wrap-up is what makes the next reunion easier — and it's the single most-skipped task category of every reunion cycle.
Patterns Every Committee Should Notice
Reading the full list at once, three patterns become obvious. Most committees only learn these the hard way:
✦ Front-load the boring infrastructure
Bank account, shared docs, recurring meeting — get the boring stuff done in weeks 52–48. Skip these and every later task becomes harder.
✦ Treasurer is busy long before the rest of the committee
The treasurer's clock starts at Week 50 (bank account). The classmate-search lead and event coord don't really fire up until Week 44. Plan your recruitment in that order — treasurer first, then everyone else.
✦ The final 4 weeks have more tasks than the previous 6 months
Roughly 35% of all tasks happen in the last 4 weeks. If the committee feels relaxed at week 8, that's the calm before — plan for a 5-hour-per-week spike for every member from week 4 onward.
✦ The post-event phase is real work, not a victory lap
11 post-event tasks across 6 weeks. Skip them and the next committee starts from scratch. Block calendar time for it in advance.
🎉 With Reunly
Stop maintaining the spreadsheet
Reunly turns this entire 138-task checklist into a live dashboard — owners, deadlines, status, all in sync.
Frequently Asked Questions
Is this really every task?
Close to it — 138 tasks across 9 categories. Some reunions add work that's specific to their context (campus venue coordination, fundraising for a class gift, a memorial bench dedication). Skim, then add any class-specific tasks at the right deadline. The structure of category + deadline + owner is what makes the checklist usable — the specific tasks are customizable.
How do I use this without losing my mind?
Don't read it all at once. At your weekly committee meeting, look only at the next 4 weeks of tasks across every category. Confirm owner, confirm progress, move on. The full checklist is the reference; the 4-week window is the to-do. Reunly does this automatically — only this week's and next week's tasks surface in the dashboard.
What if we're not assigning tasks by role?
Assign anyway. Tasks without owners don't get done. Even on a solo-planning setup, write your own name next to every task — it forces you to look at the volume of work and make sober scope decisions early. See our solo planning guide for the compressed version.
Which tasks are the most commonly skipped?
Three: (1) Verifying the memorial list with two independent sources — committees often trust one source and end up with errors that can't be undone. (2) The post-event handoff to the next committee — most committees disband within a week and never archive the playbook. (3) The 1-page lessons-learned doc — saves the next committee 40 hours and takes 4 hours to write.
What deadline format should I use in the spreadsheet?
Real dates, not relative weeks. Convert 'Week 38' to '2027-01-15' or whatever your reunion-minus-38-weeks lands on. Relative weeks are useful for reading the checklist; real dates are what go in the calendar. Reunly does this conversion automatically when you enter the reunion date.
Should we share this checklist with the full class?
No. The checklist is committee-internal. Sharing it can create the impression that work is being micromanaged, and produces unhelpful 'why don't you also do X' suggestions. Share the headline milestones (date locked, venue locked, invite sent) — not the underlying tasks.
How do we handle a task that gets delayed?
First, escalate it at the weekly meeting. Most delays are recoverable if caught early. Second, identify the cascade — does delaying this task push another later task? If yes, the chair needs to decide whether to compress the later task or move both. Third, if the delay is structural (the owner is overwhelmed or quitting), backfill the role before the cascade gets worse.
What goes in the spreadsheet alongside each task?
Five columns: Task, Owner, Deadline, Status (Not started / In progress / Done / Blocked), Notes. Keep it simple. If you need more columns, you're overengineering and the spreadsheet will fall out of date. Reunly's task model is the same five fields — it just auto-populates the deadline from the reunion date.
✅ With Reunly
The detailed checklist, but actually usable
Reunly's task dashboard surfaces only this week and next week — no overwhelming wall of 180 items.
138 tasks. One dashboard. Zero spreadsheet chaos.
Reunly turns this entire checklist into a working committee dashboard — tasks, owners, deadlines, RSVPs, and money all in one place.