Class Reunion Registration Software (RFP + Comparison)

Standard policy (recommended)

Refund Policy: • Full refund: requested 30+ days before [Event Date] • 50% refund: requested 14-29 days before [Event Date] • No refund: within 13 days of the event, except for documented emergency Documented emergency includes: hospitalization, family bereavement, jury duty, military deployment. Email [committee@email] with documentation for review. To request a refund: email [committee@email] with your name, RSVP confirmation number, and reason. We process within 5-7 business days.

Strict policy (high-cost events, $150+/ticket)

Refund Policy: • Full refund: requested 60+ days before [Event Date] • 50% refund: requested 30-59 days before [Event Date] • No refunds within 30 days of the event for any reason. Tickets are transferable - you may transfer your registration to another classmate at no charge. Email [committee@email] to initiate. This policy reflects venue and catering commitments that cannot be unwound within 30 days.

Casual policy (small/free events)

Refund Policy: Things come up. If you can't make it, email [committee@email] and we'll refund your registration in full up to 7 days before the event. Within 7 days, refund is at the committee's discretion based on what we've committed to with the venue and caterer. Tickets are transferable - just let us know who you're sending in your place.

What's class reunion registration software?

The system that handles the path from 'announcement goes out' to 'I'm at the door with a paid ticket'. The core jobs: collect RSVPs with structured data, process payment (typically via Stripe at 2.9% + 30¢), send confirmation emails, manage waitlists or cap registrations, and hand off a clean list to night-of check-in. The right tool depends on class size, budget, and whether the committee wants one tool or a stack.

Reunly vs Eventbrite for class reunion registration?

Reunly is purpose-built for class reunions at $79 flat per event (Stripe pass-through fees only). Eventbrite is general-purpose at 3.7% + $1.79 per ticket plus 2.9% processing - roughly 6-7% total. For a 100-person reunion at $75/ticket: Reunly costs ~$327 total in software + fees; Eventbrite costs ~$674. The break-even where Eventbrite wins is small free events (under 25 people) where Reunly's $79 still applies but Eventbrite is fully free.

Should I build a custom registration site?

Almost never. Custom builds typically cost $3,000-$15,000 plus ongoing maintenance, and they re-create features Reunly and Eventbrite have already polished over years. Exception: alumni associations with a multi-school CMS already in place may justify custom integration. For a single class reunion, custom is over-engineered.

What payment processor should I use?

Stripe (2.9% + 30¢ per transaction) is the de-facto standard. Square (2.6% + 10¢) is cheaper per transaction but requires more setup and lacks the recurring/subscription tooling. PayPal is more expensive (3.49% + 49¢). Venmo Business is ~1.9% + 10¢ but with platform-specific friction. For class reunions, just use Stripe - every registration platform supports it natively and the per-transaction math is small in absolute terms.

What's a fair refund policy for a class reunion?

Full refund 30+ days before the event (caterer hasn't locked in yet). 50% refund 14-29 days before. No refund within 13 days, except for documented emergency. Publish the policy on the RSVP form, in the confirmation email, and on the website. The published policy is your protection against the 'but my dog got sick' refund request the week of the event.

How do I handle early-bird pricing?

Two-tier pricing typically lifts pre-pay compliance by 25-30%. Example: $65 if you register by [date 90 days out], $85 after. The discount should be meaningful (15-25%) for the urgency to land. Reunly and Eventbrite both support automatic price switches at a date threshold. Don't run more than two tiers - it confuses classmates.

Can I cap registrations or run a waitlist?

Yes - all major tools support this. Cap by total tickets sold or by tier (e.g., 60 dinner tickets + 40 cocktail-only). When the cap is hit, a waitlist auto-populates. If someone refunds, the system can auto-promote the first waitlist person. Useful for venue-constrained reunions (boat cruises, restaurants with fixed seating). For most ballroom-based reunions, just over-book by 5-10% since 10-15% of paid RSVPs no-show.

What goes on the registration form vs the confirmation email?

Form: name, maiden name, email, phone, attending Y/N, plus-one Y/N (with name capture), dietary, payment. Keep the form under 90 seconds. Confirmation email: receipt, event details (date, time, address, dress code), what to expect, the QR code for check-in, link to update RSVP, and the refund policy. Less is more on the form; more is more on the confirmation.