’73
30th Reunion Recap
There are many ways to slice this apple. Below is a combination of event and function approach with a description of the game plan (beforehand considerations), comments on results, and recommendations (as appropriate).
TABLE OF CONTENTS
I.
GENERAL
II.
BUDGET
III.
REGISTRATION
IV.
COMMUNICATION
V.
GEDUNK PACKAGE
VI.
OPTIONAL CLOTHING PACKAGE
VII.
CHECK-IN
VIII.
GOLF-OUTING
IX.
SHIPWRECK PARTY
X.
TIME CAPSULE
XI.
CLASS MEETING
XII.
BRIGADE PARADE
XIII.
ALL-CLASS PARTY
XIV.
CLASS DANCE
XV.
TAILGATE
XVI.
COMPANY NIGHT
XVII.
OTHER
a.
PHOTOGRAPHER
b.
BUSES
c.
HOTELS
XVIII.
FINAL COMMENT
I. General:
a.Game Plan for 30th:
All plans for the 30th were made with the expectation that we would be fortunate to have 400 classmates attend. That was the number expected for the 25th and in line with what ’71 and ’72 reported.
B.Comments
Overall, the reunion went very well; 456 classmates registered by the time the online
registration was closed and approximately 20 more were “walk-ins”. 366 classmates purchased the Couple’s
package and 25 purchased the singles package.
The remainder chose the a la carte option.
RECCOMENDATION #1:
The feasibility of the Alumni Association setting up an office to facilitate reunions for all classes should be investigated. This office would be staffed by one or two professionals and could establish standing relationships with Annapolis businesses. This should enable all classes to get better prices and service and would significantly reduce the learning curves and associated pain in setting up reunions. It seems that there would be an initial cost to the Association for setting up the office, but over time the office would become self-supporting since the Association would charge each class a nominal fee for helping with the reunion. (This is in addition to the great help that Jean Martini was to our Committee.)
II. Budget:
a. Game Plan for 30th:
There were two primary cost goals: 1) do not lose money for the Class [excess reunion income has historically kept the Class solvent in the years between reunions]; 2) prevent sticker shock – i.e., keep costs in line with previous reunions. To encourage early registration, a small surcharge was applied after 1 September.
b. Comments:
The cost goals were achieved; the total estimated cost for the reunion is about $125,000.
III.
Registration:
a. Game Plan for 30th:
Classmates could register for the reunion two ways. The primary method was online via the Alumni Association homepage. This provided two advantages. First, it enabled classmates to pay for the reunion by credit card; however, the Alumni Association charged a 3% fee for this convenience. The second advantage was that online registration eliminated the need to manually enter registration information.
Classmates could also register via mail by mailing a check or money order to the Class Treasurer.
Registered classmates were given a hard plastic nametag on a lanyard. Color codes were to be used to designate what had been paid for. 880 nametags and lanyards were ordered (a 10% excess on the planned 800 attendees).
b. Comments:
Several classmates noted that it is very easy and inexpensive to obtain a credit card account. It may make more sense for the class to develop the capability to handle credit cards to save the 3% fee.
Some classmates had difficulty accessing the registration page, especially those who were not members of the Alumni Association. The password scheme confused several and it is possible some classmates simply decided registration was just too hard. Also, at least two classmates who registered directly with the Association were not told to go to the ’73 registration page and ended up registering with the Alumni Association. This was fixed at the reunion, but is an indication of the types of problems that can arise.
This was the first time the ’73 web site was set up and used. There were several glitches with the site that were slow in being resolved.
Because of the unexpected number of walk-ins, we ran out of hard plastic nametags and lanyards.
RECOMMENDATION #2:
Continue to use the ’73 website as a primary means to communicate with the class and increase familiarity with internet transactions.
IV. Communication:
a. Game Plan for 30th:
Information on the reunion was mailed to all classmates in February, about 8 months before the reunion. This was followed up by e-mails to the company representatives who were asked to/expected to pass the info along. A second mailing was sent in June. A full page ad was run in the September SHIPMATE.
The primary means of communicating, however, was via the class web page. A brief description of each event was provided that included times, location, and gouge.
An information packet was provided at check-in.
b. Comments:
There will always be communication problems and some are unavoidable. However, there were several instances where the class web page was wrong or at least there were multiple versions available (e.g., dress code and food at the Class Dance). The company representatives corrected some items, but several people were still misinformed. The web site needs to be accurate.
RECOMMENDATION #3:
Class secretary will review and approve all website materials prior to publishing. He will also be incorporated into the Reunion Committee to insure full knowledge.
V. Gedunk Package:
a. Game Plan for 30th:
A classmate volunteer led the gedunk package effort. Marketing Designs, Inc. of Vienna, VA was selected as the vendor.
The basic gedunk package consisted of several items with the class crest: a men’s gym bag, stadium blanket and case, hat, and mug. The couples’ package also included a second hat, mug, and a ladies tote bag. The items were selected such that they were different from gedunk package items at previous reunions. The gedunk package was planned on a break-even basis. It was not subsidized by other income.
Gedunk packages were to be delivered at least a week before the reunion so the materials could be inventoried and organized. The packages were to be stored in the check-in room, which was supposed to be locked except during the established registration times.
b. Comments:
Gedunk packages will always be the most controversial topic of every Reunion. Everyone has an opinion but only one classmate stepped up to be responsible for the job, without doubt the most difficult one.
The gedunk packages were received at the last minute and were not inventoried before the reunion due to a lack of time. At least two sleeves of hats turned up missing. However, it was not possible to determine what happened to the hats because the packages were not inventoried upon receipt and the check-in room was found to be opened by the hotel staff on Friday morning.
The gedunk items [e.g., hat, bags] had iron-on class crests. Some classmates expressed a preference for embroidered crests. There is some concern about the durability of the iron-on crest: only time will tell.
A number of comments were made post-reunion about the usefulness of having a wives group provide input into the gedunk package. Some raised the issue of whether a gedunk package should be a standard item, reduced to a smaller package, be an optional purchase item, or eliminated altogether at future reunions.
RECOMMENDATION #4:
Establish a gedunk committee with wives’ input.
RECOMMENDATION #5:
Consider gedunk package alternatives.
VI. Optional Clothing
Items:
a. Game Plan for 30th:
The optional purchase items were added to give classmates more choices not available in the gedunk package. Marketing Designs, Inc. was also chosen to provide these items. The entire line of the company’s clothing was available for purchase with the class crest. Clothing items could be viewed on Marketing Designs’ web site and the class website and could be purchased via mail before the reunion. The company also had a table at the reunion where optional clothing items could be purchased for later delivery.
b. Comments:
Marketing Designs provides good quality clothing. However, the same concerns relative to iron-on crests apply to the optional clothing items. Further, there was a relatively limited selection of items for women. Similar to the gedunk package, next time there should be a female input on the optional items.
A number of classmates expressed dissatisfaction that ’73 clothing items could only be purchased every five years and that we should find a company or companies that would be willing to sell ’73 clothing items year round. Sources of year-round items are currently being investigated.
RECOMMENDATION #6:
Establish a standing committee to investigate and manage Class gedunk sales.
VII. Check-in:
a. Game Plan for 30th:
Check-in was handled primarily by classmate volunteers in a room set aside by the Loews Hotel. The volunteers also coordinated handing out the gedunk packages.
Scheduled check-in times:
Thursday: 16-2000 at Loews Hotel
Friday: 10-2000 at Loews Hotel
Saturday: 1030-1400 at tailgate
A table was provided for Herff Jones for ring questions
b. Comments:
The location of the check-in room was not well advertised. A large sign needs to be placed in the hotel lobby to direct classmates. Multiple versions of times of operation were circulated, leading to confusion.
Labels for the hard plastic nametags were printed just after the online registration closed out. Some confusion was experienced by the number of late registrants, but there’s nothing that can be done at that late point.
The feasibility and cost of tasking the hotel/Alumni Association reunion Coordinator to do check-in – similar to the way hotels do check-ins for conferences and seminars – should be investigated. This would eliminate an unnecessary burden on a few volunteer classmates [and their spouses]. However, there will still be a need for ’73 representation at the check-in to resolve any issues that hotel employees are unable to address.
RECOMMENDATION
#7.
Expand the Alumni Association Reunion Coordinator functions to include check-in and gedunk coordination (reception, preparation, and distribution after the gedunk committee has chosen items).
VIII. Golf Outing:
a. Game Plan for 30th:
A scramble golf tournament was held at Bay Hills Golf Course on Thursday [USNA Golf Course is used on Thursday by the Alumni Association]. Bay Hills was chosen for proximity to the Academy and price reasonableness. The drawback is that Bay Hills does not allow a shotgun start.
The price included tee times, carts, prizes, snacks, and beer.
b. Comments:
The successful tournament experienced no problems, but no
“official” photos were taken.
RECOMMENDATION #8:
Ensure the official photographer has a complete schedule of
events and a list of shots (i.e., class officers, reunion committee and
spouses/significant others).
IX. Shipwreck Party:
a. Game Plan for 30th:
A party was held on Thursday evening for early arrivals. The Alumni House was selected as a location to show support for the Alumni Associatio. The event included hors d’oeuvres (but was not intended as a substitute for dinner) and a cash bar.
b. Comments:
The Shipwreck Party was a huge success; virtually everyone who attended had very positive comments. This was the first time that many classmates had seen each other in years and the Alumni House provided an excellent venue. There were sufficient bars set up. On the other hand, the hors d’oeuvres were not as ‘robust’ as some people anticipated. However, this was a minor drawback.
X. Time Capsule:
a. Game Plan for 30th:
The meeting was held at the Class Bench in the Yard. The event was very well attended and VADM Calvert, USN (Ret.) was guest of honor. A picture of those in attendance was taken after the event.
b. Comments:
This was a one-time meeting and will not take place at future reunions. VADM Calvert was made an honorary classmate.
XI. Class Meeting:
a. Game Plan for 30th:
The meeting was held in Chauvenet Hall. The meeting included talks by the Athletic Director and Academic Dean. George Watt ‘73, CEO of the Alumni Association, introduced both. After the talks, a the Class Treasurer gave a brief report on Class finances; the Class fundraising chair gave a brief synopsis of the next Class fundraising goals and proposed project; and the Class Secretary announced the results of the Class election.
b. Comments:
There location for the Class meeting was changed due to the damage to Rickover Hall by Hurricane Isabel. However, this changed location was not well advertised and some classmates arrived late to the meeting; others may have missed the meeting altogether.
The meeting started late and the presentations by the Athletic Director and Dean ran long. Therefore, there was insufficient time to address Class business before the meeting had to break up for the Parade. At the next reunion, more time must be scheduled for the Class meeting so Class-specific issues can be discussed.
RECOMMENDATION #9:
Use the class the class website to conduct class business when appropriate. Ensure that topics for the Class Meeting at the reunion are posted well in advance so classmates will be appraised. Secretary will be responsible for updating the contents through the webmaster.
XII. Brigade Parade:
a. Game Plan for 30th:
A special section of the bleachers was set aside for ’73.
b. Comments:
The location of ’73 seats was not well promulgated before the Parade. However, this was not a big issue. There were plenty of seats that provided an excellent view of the Brigade.
XIII. All Class Party:
a. Game Plan for 30th:
The All Class Party was held in Alumni Hall immediately after the Parade. The costs for attendance were included in the Package price. The All Class Party included heavy hors d’oeuvres and free beer and wine. Mixed drinks were on a cash basis.
b. Comments:
The Class included the All Class Party in the Package price to support the Alumni Association. However, because of the large number of events on Friday and the fact the Class Dance followed immediately after the All Class Party, not many classmates attended the All Class Party.
RECOMMENDATION #10:
This event should be an optional event to be ordered through
the Alumni Association at future reunions.
XIV. Class Dance:
a. Game Plan for 30th:
The Dance was moved from Saturday after the Tailgate to Friday based on Lessons Learned from 25th reunion. The key driver in locating the dance was the relatively scarce number of facilities in Annapolis that can accommodate large numbers of people. In this case, the Dance was planned for the Loews Hotel based on a combination of price, location, and the number of people they could accommodate. (It is the largest hotel in Annapolis.)
The plan was to have moderate hors d’oevres served at the Dance on the assumption most people would have come to the Dance after eating heavy hors d’oevres at the All Class Party. A cash bar was implemented to reduce costs for the event and four bars were to be set up around the rooms. The band (Jr. Cline & the Recliners) was the same band that was used at the 25th reunion, where they were well received. They were scheduled to play from 20-2400. During the band breaks, a DJ (Kenny Berger, ’73) would provide music.
b. Comments:
The Class Dance generated the most comments from classmates; they had four primary issues:
First, since this was the first event that virtually everyone attended [an unintended consequence that resulted from moving the Dance to Friday], most people were far more interested in talking than dancing. Unfortunately, the seating arrangements in the ballroom combined with the live band made talking difficult. Consequently, a number of companies – or portions of companies – left the Dance early.
Second, the Class web site advertised “class dance/buffet” and said “lots-o-food and plenty of fun.” While the original intent was to provide heavy hors d’oeuvres, the plan was changed to moderate hors d’oevres with the expectation that most would eat at the All Class Party. However, the ’73 web site was not updated to reflect the change. Only snacks and desserts were available. Consequently, a number of companies – or portions of companies – left the Dance early to find someplace to eat.
Third, the need to purchase drink tickets was not widely disseminated before the Dance. This was exacerbated by the unilateral decision by the Loews Hotel to change the original plan and set up all the bars in the center of the Atrium Room. This eliminated needed ‘mingling’ space and created a logjam of people attempting to purchase drinks.
Fourth, the rooms were crowded. The original estimate for attendance at the Dance was 650 based on historical experience in the number of classmates attending the 30th Reunion vs. the 25th Reunion. In fact, about 860 actually attended. While the rooms rented for the Dance could accommodate the increased numbers, there was limited ability of the Hotel to increase the available floor space. Consequently, the rooms were much more crowded than planned. Note that there is a balancing act here – if you estimate too high, you end up paying for more people than actually attend the event. The solution may be to make sure whoever organizes/caters the 35th Reunion has sufficient flexibility to handle relatively large last-minute changes.
The decision to move the Dance to Friday was supported by the majority of classmates.
RECOMMENDATION #11:
A Friday night dance should be a buffet with sufficient space for everyone to be seated simultaneously. Cost should include free wine and beer, with mixed drinks extra. The Class should investigate locations other than a hotel, so there is more flexibility in selecting a caterer for the event; and the desirability of a live band should be evaluated.
Additional Comments:
Adding a buffet and free wine and beer to the Class Dance will increase costs, but there are several options for minimizing the cost increase, such as making the All Class Party an optional event and eliminating the live band.
The options for relocating the Class Dance are limited by
the number of facilities in Annapolis that can accommodate large groups. Also, most other options include additional
transportation costs. Some facilities
discussed include Alumni Hall, Dahlgren Hall, and restaurants. Some thought a cruise ship could be an
attractive alternative, although this would entail boat rides in potentially
bad weather.
The question of a live band has two factors. First, most classmates were more interested in talking than dancing. Second, some felt there would be even less inclination to dance at the 35th Reunion. On the other hand, some really liked the band. Regardless, if a live band is retained for the 35th reunion, the separate disk jockey probably should be eliminated to allow a respite.
XV. Tailgate:
a. Game Plan for 30th:
The Tailgate schedule was changed from the 25th Reunion to 1030-1800 to accommodate the 1330 game time. O’Leary’s catered the event and the menu included a raw bar, mixed grill buffet, antipasto table, fruit and vegetable table, and desserts. Two off-duty Annapolis Police were hired for security (to eliminate freeloaders) and a liquor license was required.
The base price includes a 40 x 80 frame tent, 25 5-foot round tables, and 250 chairs. Additional tables and chairs were rented so there would be a table for each company. O’Leary does not charge for children under 7; children 7-10 were half price.
b. Comments:
The Tailgate received rave reviews, with only a couple of suggestions for improvement:
Set up a second table for seafood [oysters, shrimp]. That line was often lengthy.
Level the restroom trailer [note: This comment is generally attributed to ladies and those who never went to sea or served primarily on birdfarms. Real sailors appreciated the sea-like environment and were interested in investigating an easy method – other than pushing – to get the trailer to pitch and roll also.]
RECOMMENDATION #12:
The Tailgate Chairman should request the tailgate location at least one year in advance in writing.
XVI. Company
Night:
a. Game Plan for 30th:
Each company decides what to do as a group after the tailgate.
b. Comments:
This seemed to work very well and provided an easy evening after two full days of fun.
XVII. Other:
A.Photographer.
1. Game Plan for 30th:
Photo Op, Arnold, MD was retained to take photos of the reunion.
Their primary focus was at the Class Dance where they would take
pictures of individuals, couples, company groups, and other buddy and friend
groups. There is no charge for taking
the pictures. The individual and couple
pictures were printed on site using Kodak Professional Digital Printers. The company also put together a full color
reunion memory book with numerous candid shots of the entire four day period as
well as all of the company and couples pictures taken at the Friday dance. The reunion book will be mailed after the
reunion. Prices: $10 for company group
and buddy pictures; $12 for individual & couple pictures; $25 for memory
book. Photographer will take cash,
credit cards, and checks.
Photo Op was the only company willing to take pictures with no upfront payment. This is a major consideration when the number of attendees is unknown.
The photographer was supposed to take photos of all the events, including the golf tournament. However, he was not present for some events and some of the disposable cameras he distributed were not returned. The game plan is to augment the photos taken by the photographer with ones taken by classmates
There needs to be a better game plan for taking company pictures. The plan to announce pictures by carrying around signs did not work. Several companies had a ‘scheduled’ time for the picture, but when they showed up, found several other companies ahead of them. Also, the photographer refused to take pictures unless someone could find the sign with the company number [an alternate or a sign made on the spot was insufficient]. Several times, chaos ensued. The photographer helped alleviate the problem by setting up a second location to take company pictures.
The prices for the pictures seemed somewhat high considering
the photographer had a captive audience.
On the other hand, this needs to be balanced against the fact he did not
require advance payments.
B.Buses:
1. Game Plan for 30th:
Annapolis Bus Co, Inc. was contracted to run a shuttle bus service from the Loews and
O'Callaghan hotels on Friday and Saturday.
All buses will have signs identifying "Class of 1973." This will facilitate getting onto academy
grounds for those who wanted to drive, but do not have DoD stickers on their
cars. Schedule:
FRIDAY, 24
OCTOBER 2003
0900 - 1200
Shuttle from hotels to Visitor’s Center and Mid Store
1200 - 1600
Shuttle from hotels to Alumni Hall and area for Time Capsule, Class Meeting,
Parade, and All-Class event at Alumni Hall
1830 - 2000
Shuttle to hotels for ‘73 Party
SATURDAY, 25
OCTOBER 2003
0930 - 1330
Shuttle from hotels to Tailgate
1600 - 1800
Shuttle from Tailgate to hotels
2. Comments:
A number of favorable comments were made about the buses. At future reunions, it may make sense to work with other classes having reunions on the same weekend to pool resources for bus rentals. For example, at the 30th, the same bus company provided service for ’73 and ’58; when the ’73 bus was delayed by traffic, the company representative simply put ’73 folks on the ’58 bus. This indicates there may be cost savings if classes pool resources. Of course, this may not be feasible if the classes are located at widely separated hotels.
RECOMMENDATION #14:
We should investigate pooling resources with any other class holding a reunion simultaneously. This may be facilitated if the Alumni Association initiates the Reunion coordinator function mentioned in Recommendation #1.
1.Game Plan for 30th:
The committee tried to
obtain commitments from the two largest hotels in the closest proximity to USNA
and the stadium. Loews offered us 175 rooms (later they added 30 more) and
O’Callaghan’s offered 75 rooms. Both offered package deals averaging about
$175/ night for 3 nights. This is high,
even for Annapolis, and it wasn’t even a boat show weekend! But the other considerations were
overriding. With many local classmates
and an expectation of 400 total classmates, 250 at two hotels within 1000 yards
of each other was thought to be the best solution.
2. Comments:
Some classmates were able to get a better hotel room prices during the reunion timeframe by using hotel.com, etc. The Class needs to ensure that the charge for reserved rooms is no worse than the best price obtained using alternate reservation methods.
In addition to centrally located hotels (such as Loews and O’Callaghan’s), other hotel package deals could be arranged to add class-related rooms. However, transportation considerations would be a major factor in the decision to select other hotels.
XVIII. Final Comment:
The 35th Reunion will be scheduled on a NON-Boat Show and non-homecoming weekend (because the Academy and NAAA do not give priority to classes at the ‘5-year’ intervals). The weekend will be scheduled, as far in advance as possible, preferably in September when favorable weather is more likely.