Visit Beloit Reunion Guide 2024

3-4

5

6-7

8

9-12

Reunion Timeline

18-20 Months Before

☐ Gauge Interest

Send out a poll; who would attend?

☐ Create an invite list

☐ Form a committee(s) to help you plan

☐ Assign responsibilities and form schedules

Use this as a checklist to make sure your reunion is on track!

☐ Set up a website/Facebook page - Send out e-vites this way

☐ Inquire with Visit Beloit (Convention and Visitors Bureau)

☐ Set up FAM (familiarization) tours for potential locations and facilities

One Year Before

☐ Set your dates(s)

☐ Go on FAM tours and select your locations

☐ Select and contract with facilities

☐ Select and contract all needed services

Caterer Photographer Videographer

☐ Contact Visit Beloit to begin coordinating hotels and rates

☐ Send “Save the Date” cards

6-9 Months Before

☐ Visit your facility of choice with your committee

☐ Reserve a block of hotel rooms

☐ Finalize your theme

☐ Create a schedule of events

☐ Send your second mail-out:

Registration Form

Cost

Updated list of missing persons (who have you not been able to contact yet?)

Souvenir/Keepsake order form

PRO TIP!

Don’t be afraid to delegate! In order for everything to get done in a quick, stress-free manner, you’ll have to trust your committee with tasks you may wish you could do yourself.

This timetable can be used for any kind of reunion from family to class and beyond!

5 Months Before

☐ Announce your event to local media, if possible

☐ Contact and send mailing as people are found

☐ Confirm all reservations and services

☐ Decide on your menu

Should your event be catered or are you more of a potluck kind of group? You could also eat some meals at local restaurants as a group or allow people to get their meals independently.

☐ Continue to update all social media

☐ Begin working on print projects: Directory

Memory Book

4 Months Before

☐ Submit all personalized souvenir/keepsake orders (if any)

☐ Finalize print projects for production

☐ Order decorations, signs, banners, etc

☐ Begin seeking volunteers

6 Weeks Before

☐ Send out projects to printer

☐ Create a reunion day checklist

☐ Assign tasks to volunteers

2 Weeks Before

☐ Purchase any last-minute needs

☐ Verify with your committee that all tasks have been completed

☐ Reconfirm all reservations and services

☐ Review the final checklist

The Final Days Before

☐ Determine and verify staff contacts for the event at the facility and with all vendors

☐ Review final details with your committees

Reunion Day

☐ Set up and decorate

☐ Thank your volunteers

☐ Problem solve

☐ Enjoy!

PRO TIP!

The most popular travel months, and the ones you may opt to steer clear of for your reunion are: December, June, July, & August

When choosing a date keep this in mind. Depending on when you begin sending out invitations, people may already have vacations or other events planned during these dates.

PRO TIP!

In the age of social media, it is important to keep your event pages on websites and networking sites up to date. It’s a fast and easy way to get information out to your guests.

Spring Wine Walk

Selecting a Date for your Reunion

Important Things to Think About:

What season do you want the reunion to be in?

Depending on the season, certain attractions or locations may be harder to get

Facilities and hotels also have “peak seasons” where rooms and services cost more

Are there any special events/situations you’d like, or not like, your reunion to be around?

Holiday weekends are typically three-day weekends. This may come in handy for travelers!

Booking in the off-season usually means lower hotel rates

Do you want the reunion to coincide with a(n):

Anniversary

Homecoming event

Graduation ceremony

Local event (Such as local sporting events, festivals, etc.)

How long do you want your reunion to be?

An afternoon/evening

One day

One weekend

One week

How often do you want your reunion to happen?

Annually

Every other year

Every five years

Other things to keep in mind:

Pick your date early

Stick with your choice

You will not find a date that works for everyone... And that’s okay!

Check with Visit Beloit about possible conflicts with securing rooms and service

PRO TIP!

Picking a date for your reunion a year or more in advance not only gives you enough time to plan, but also gives your guests ample time to do things like request off of work, book a flight, and find childcare in order to make sure they can make it to your event. You should poll your group a year or more in advance to find the best possible date

PRO TIP!

When picking a date for your reunion, it is important to keep major holidays, sporting events in the area, and other days where travel might be more stressful in mind.

Big Hill Park

Budgeting for your Reunion

What makes up the income for your budget?

Contributions and donations - Don’t be afraid to ask!

Fees and dues - be realistic. This about a number everyone can afford.

Keepsake and souvenir sales

Sponsors

Door prizes and awards

Raffles and auctions

What makes up the expenses for your budget?

Organizational Expenses:

Banking fees

Potential web page fees

Postage - The number of mailings times the number on the list

Printing Supplies

Pre-Reunion Deposits:

Hotel (at the time of the reservation)

Caterer and meals (when you place your order)

Keepsakes and souvenirs (when you place your order)

Tours (when you book them)

Printing (at the time of submission)

Pre-Reunion Expenses:

Printing Flyers

Invitations

Memory books

Newsletter

Rentals

Registration supplies

Awards and prizes

Picnic paper goods

Decorations

Displays

Flowers

PRO TIP!

Keep in mind that your committee may need to front some deposit costs if you have not received payments from all your attendees.

Expenses Cont.

Reunion Day Expenses

Meals

Beverages/Bartender

Entertainment

Photographer

DJ

Tips and gratuities

Taxes

Post-Reunion Expenses

Printing

Postage

Pictures

Things to Remember about your Budget:

Set Goals

Do you want to break even?

Do you want to make a profit to begin financing another reunion?

Establish your budget

It’s better to overestima

Don’t forget to add taxe

Find an experienced bud

Open a separate checking a legal record of reunion inco

For each mailing, you should count:

Paper

Postage

*Make sure to

PRO TIP!

When determining your budget, it is better to overestimate what you’ll spend. If you don’t, you could end up with bills you can’t pay!

Beloit Farmers’ Market

Communication - Invitations & More!

Who do you invite?

If it’s a class or military reunion, invite all known members

Locate to the best of your ability

If it is a family reunion, stick with three generations so it doesn’t get too messy Parents, children, grandchildren

How do you get in contact with them?

Regular mail updates work very well

If you are looking to reduce costs on postage, e-mail can also be utilized Sometimes this can be less reliable (could be sent to spam/junk folders, or e-mail may not be checked very often)

Reunion websites and Facebook pages can generate a lot of attention as well You can get information out instantly and even post pictures after posting about the event

Trust word-of-mouth

Keep in contact with attendees up until your event

Continue mailing out information and posting about:

Final deadlines and details

Programs and schedule

Costs and fees

Accommodation information

Maps, directions, and instructions

Hotel information

What should invitations and mailouts include?

Keepsake/souvenir orders

Accommodation instructions

Meal choices

Special requests

PRO TIP!

When deciding who to contact via e-mail or social media and who to contact via mail, think what you prefer... but also remember different generations may feel differently!

BELOIT FACT!

The City of Beloit is perfect for hosting reunions large or small! With more than 750 available rooms in the Greater Beloit area, you ’ re sure to find just what you need

What do you do at your reunion?

Here is a rough itinerary for a reunion happening in Beloit, WI

Friday: Arrival Day

Noon-5:30pm: Arrival - Check in to hotel, unpack, etc.

Need a hotel option? visitbeloit.com/stay

5:30pm-7:00pm: Dinner, meet and greet

Although a reunion is typically filled with people you know, there are probably new and unfamiliar people in the room. Designating a time for a meet and greet gives those who may not know each other time to introduce themselves. The rest of the night could be filled with games and other activities, or your group can go out on their own and explore, or hit the hay early if they choose. This night should be more laid back so people can reconnect, settle in, and relax.

Hotel Variety of Price Levels

Baymont Inn

Best Western Legacy Inn & Suites

Fairfield Inn & Suites

Hampton Inn

Holiday Inn Express & Suites

Home2 Suites by Hilton

Hotel Goodwin (Downtown)

Ironworks Hotel (Downtown)

Quality Inn

Super 8 by Wyndham

Saturday: 8:30am - Breakfast

This could be done at your hotel with continental breakfast, or you can plan an outing to a local diner or coffee shop for breakfast. The choices are endless!

Breakfast Options (included but not limited to):

Bushel & Peck’s Local Market (Vegetarian & Vegan Friendly)

Bagels & More of Beloit (Vegetarian and Vegan Friendly)

Bagels & More

10:00am - Activities

This should be an activity or tournament that all ages can get in to. You could make teams based on generations, or randomly assign teams so that they can create a special bond.

Potential games: Bingo, Water Balloon Toss, Tug of War, Family Trivia

If you’d rather take your group out on the town, look into local events that may be happening, like the Beloit Farmers’ Market (Saturday morning, May-October).

Also, remember that if you noted your reunion was a “rain or shine” event that you need to be prepared for all kinds of weather For every outdoor event you plan, make sure there’s an indoor backup plan.

Noon - Lunch

Have a pizza party, enjoy a picnic lunch, tailgate, or have someone cater! As always, make sure to be aware and accommodating to different restrictions such as vegetarians, vegans, gluten-free, and other food allergies

Lunch Options in the Beloit Area (Included but not limited to):

Jersey’s Bar & Grill

Truk’t

The Rock Bar & Grill

Lucy’s #7 Burger Bar

Beloit Farmers’ Market

The Rock Bar & Grill

The Rock Bar & Grill

1:00pm - 5:00pm - Activities

If you haven’t already, get out into the Beloit community Go on museum tours or for a hike, tour a winery, or check out local shops original to the area You can also refer back to the activities listed earlier or come up with your own that are tailored to your reunion

Activity options in Beloit:

Hiking at Big Hill Park

Catching a Sky Carp baseball game at ABC Supply Stadium

Shopping in Beloit’s historic downtown Fun and games on simulators at the Ironworks Golf Lab Wine tasting at DC Estate Winery (if all participants are 21+)

While you’re in your reception area or hospitality room you can do the following games and activities:

Set up a photo display with photos as far back as your family, organization, class, or group can go This will spark conversation amongst those who remember those moments and teach the younger, newer family/group members about the history your reunion is celebrating.

Gather photos, heirlooms, and other memories and make a time capsule, The when another reunion occurs five, ten, or fifty years later, it can be opened and enjoyed.

Play Family Feud or other games that can test knowledge and bond group members in a fun way.

When the weather is nice and your group wants to spend time outside:

Three-legged race

Bags tournament

Make a scavenger hunt out of photos and other artifacts from your reunion

The Greater Beloit area offers fairs and festivals year-round, including:

Beloit International Film Festival

Thunder on the Rock

Beloit Kubb Open Tournament

Beloit Autorama

Music at Harry’s Place

Oktoberfest

Street Dance

Spring and Fall Wine Walks

ABC Supply Stadium | Sky Carp Baseball

7:00pm - Dinner

This can get as laid back or up-scale as you’d like Head to a traditional Wisconsin supper club for a fancier setting or keep it casual with a pizzeria, pub, or family restaurant.

Dinner options in Beloit (included but not limited to):

615 Club

Grand Avenue Pub*

The Butterfly Club

Merrill & Houston’s Steak Joint

La Casa Grande*

Lucy’s #7 Burger Bar*

Liberty House Grill

Benedetti’s Supper Club

Zen Sushi*

*Indicates a more casual dining experience

PRO TIP!

For larger parties (any more than 10 people) make your reservation at least two weeks before the date you’d like to reserve. This ensures that there will be enough staff to make sure your experience is as efficient and enjoyable as possible!

Need something to do with the kids?

We’ve got you covered!

Kids love anything that can get them active and moving, so try to have lots of activities that can help them get their energy going. Here are some suggestions:

Face painting and temporary tattoos

Piñata

Water balloon toss

Limbo

Make and fly kites

Arts and crafts

Softball

Dodgeball

There’s also a lot for kids to do in Beloit! Some of them include:

Playing at Big Hill Park

Stopping at Flying Pig or Northwood’s Premium to grab a frozen treat

Visiting the Apple Hut in the fall

Beloit Dirty Dash in August

Beloit sports - Beloit Sky Carp, Beloit College Buccaneers, Beloit Memorial

High School Purple Knights, and Beloit Turner Trojans

Northwoods Premium Confections

Why Beloit for your Reunion?

We’re Glad You Asked!

7 reasons why your reunion should be held in Beloit:

Beloit, WI is in the southcentral portion of the state; right on the Wisconsin-Illinois border

Easy access to Interstate 43 and Interstate 39/90 from Beloit

The Beloit area has more than 750 hotel rooms available

Seven area hotels feature pools

Beloit has four golf courses for you to choose from along with the indoor simulators at Ironworks Golf Lab 32 city parks, and more than 900 acres of parkland for families to enjoy and explore

Beloit is a family friendly community that offers amenities for trade shows, banquet options, and sporting events You’ll be sure to find everything you need in the Greater Beloit area!

Gateway to Wisconsin

In addition to being known as the Gateway to Wisconsin, Beloit is also known for its excellent customer service and signature Midwestern charm. From traditional Wisconsin supper clubs to dairy farms, the Greater Beloit area really does capture the flavor of Wisconsin.

Beloit is centrally located to a number of major Midwestern cities and also has five airports within a 100-mile radius, making travel for long-distance relatives and friends easy. Beloit is a very accessible community, and we welcome everyone to come and check out all we have to offer in the area.

Downtown Beloit