Reunion Day-Of Logistics Checklist

Why the day-of falls apart, and how to prevent it

Most reunions are not ruined by bad planning months out. They stumble in the first 45 minutes, when 60 people arrive at once, one volunteer is still hanging streamers, the caterer needs a final count, and nobody knows where the extension cords are. The fix is not more effort on the day, it is a written run-of-show and pre-assigned roles so no single decision waits on you.

Treat the day like a small production. Everyone should be able to answer three questions without asking: what am I doing, when does it happen, and who do I go to if something breaks. Get that right and the event runs itself.

3 hrs

Setup buffer before doors open

Volunteers on the check-in table

45 min

Reserved for teardown at the end

Blocks slide in along the gold timeline, the setup block pulses because it is the one people underestimate.

The day-of run-of-show, block by block

Load-in and setup (3 hours before doors)

Arrive early with the setup crew. Hang decor, set the check-in table by the entrance, test the AV and slideshow, place the memory table, and lay out name tags alphabetically. Do a full walk of the room as a first-time guest would, then fix whatever is confusing.

Doors and check-in (30 minutes before start)

Open check-in early, people always come early. Two volunteers work the table: one finds the name tag or scans the QR code, the other handles walk-ups, name changes, and cash or card payments. Keep a printed guest list as the paper backup if wifi drops.

Dinner, program, and announcements

Give the caterer a final headcount from your live check-in count. Your emcee runs the program off a printed script: welcome, blessing or toast, slideshow, awards, in-memoriam moment. Announce the timeline out loud so people know when photos happen.

Teardown (last 45 minutes)

Recruit the teardown crew before the event, not during it. Assign the deposit walkthrough with the venue manager, collect decor and the memory table items, do a lost-and-found sweep, and settle the final invoice. Nobody leaves until the room is handed back clean.

A reunion runs on the run-of-show. Write it down, hand it out, and the day stops living in your head.

Assign these roles before anyone arrives

Spread the work so you are free to greet people. Every role gets a name, a phone number, and one printed page describing the job. These five cover almost everything that comes up:

Check-in lead: owns the door, the name tags, the guest list, and the money box. This is the most important role of the night.
Venue and catering liaison: the single point of contact for the venue manager and caterer, so staff never have to hunt for an organizer.
Program and emcee: keeps the timeline moving, runs the mic, cues the slideshow, and delivers the in-memoriam moment.
Setup and teardown crew: two or three people who load in early and stay to hand the room back.

The day-of box: what to pack

Pack one clearly labeled bin the night before so nothing is a last-minute scramble. The essentials that people forget:

Printed name tags (alphabetized), blank tags, and thick markers for walk-ups
Two printed guest lists and the run-of-show, in case phones or wifi fail
A cash box with small bills for change, plus a charged card reader
Tape, scissors, zip ties, extension cords, and a power strip
Phone chargers, a portable battery, and the AV adapter for the slideshow
A basic first-aid kit, pain relievers, and a stain pen

Frequently asked questions

How do I run reunion check-in smoothly?

Set up a check-in table with alphabetized name tags or a QR scanner, staff it with two volunteers, and have a printed guest list as backup.

What day-of roles should I assign?

Assign a check-in lead, a setup and teardown crew, a point person for the venue and caterer, and someone to manage the program and announcements.

What should I bring on reunion day?

Bring name tags, printed guest lists, markers, tape, a cash box or card reader, phone chargers, and a printed run-of-show timeline.

Let the check-in run itself

Class Reunly turns your RSVP list into a live check-in count, printable name tags, and QR scanning, so the door moves fast and you know exactly who showed up.

Start your free reunion page →