Explain who the reunion is for
Describe which school, club or association is meeting and which years or groups are welcome. Say whether partners or guests may attend and which ticket they need. A publicly shared booking link does not prove that a buyer belongs to the intended group. If you need to verify eligibility, arrange your own process. Do not publish old address lists or personal details to recruit attendees; ask contacts to share the link through their own permitted channels.
- Name the organiser, date, venue and intended audience.
- Explain partner and guest conditions before purchase.
Translate the programme into a clear ticket
A reunion may combine a welcome, tour, dinner and party. Describe which parts admission includes and create separate tickets only when you genuinely sell different access. Different activities or ticket names do not automatically create programme scheduling or assigned seating. Track activity quantities and combined venue capacity yourself. Publish start and finish times too, so a visitor arriving later knows which parts of the evening they can still join without relying on a personal explanation.
- Make included food, drinks and activities concrete.
- Avoid year-group pricing unless there is a clear reason for it.
Share one registration link through trusted contacts
Use the same booking link in your invitation, association website and relevant groups. Ask for advance payment when you need to commit to catering or a venue. This is more useful than informal promises, but always check the actual order status. Agree how changes and cancellations are handled and who answers questions. First complete a test order on your phone and check whether the email makes sense to someone who does not personally know the organising team.
- Keep a contact available for people who struggle online.
- Budget for venue, catering, platform and payment-provider costs.
Keep the welcome personal and the check consistent
Recognising a familiar name makes it tempting to mark someone as present immediately. Still apply the same QR process to everyone and confirm manual check-in only after verifying the correct order. Create a separate station for name badges or year-group questions; a ticket does not automatically generate that information. Give volunteers only the access they need. After the reunion, do not share the visitor list with all attendees without an appropriate arrangement for doing so.
- Test valid and already-used demo tickets with the welcome team.
- Send exceptions to one designated contact.