Symposia and Seminars
Many classmates attend reunions because of interesting seminars or symposia arranged by the reunion committee. At least eight months prior to the reunion the task of organizing an educational program should begin. Symposia can be held over one or two days or twice on one day and may have one central theme or may cover several different topics. The latter usually draws a larger audience. The committee or your classmates through the fall or winter mailing should be asked to suggest topics. Participants who make symposia presentations can include classmates and/or Harvard faculty members or members of the Harvard and Radcliffe administration. In the latter two cases the speakers might wish to choose the topic. Speakers donate their time and paying them an honorarium is not expected or necessary. The organizers of this part of the reunion program should work with the HAA to coordinate any University symposia already being offered to reunion classes.
Personal calls to potential participants should be made six to eight months in advance. If the topic is firm, an outline of what is expected to be covered in the seminar should be sent to the participants. The speakers should be contacted periodically through the spring. When the actual day, time, and location of their assignment is known that information should, naturally, be conveyed as soon as possible. At least two months prior to the symposia chairs should find out what audio/visual materials are needed, how many tables are needed, what the seating requirements are, if hand-outs need to be copied, if refreshments are necessary, and if any other special needs are necessary. These needs must then be conveyed to the HAA staff who will then work with the chairs to make the arrangements. The HAA will also make the appropriate location arrangements when the details are known.
If you would like to have your symposia or seminar recorded please ask the panelists for permission to do so. The HAA can make the arrangements for this service. The reunion co-chairs should be sure to include any costs associated with the symposia or seminar in the reunion budget. Seminar and symposia topics and participants names should be publicized in the reunion mailings whenever possible and most importantly in the final registration mailing. A few days before the symposia or seminar the chair should confirm with the scheduled participants and check all details.
If you are planning to present the results of a "Lifestyle Questionnaire" at one of these sessions, plans must be made well in advance. This type of session has grown in popularity over the past few years. Care must be taken to create and mail the questionnaire to classmates no later than the January mailing, allowing enough time for information to be compiled. One or two committee members should be assigned specifically to this project, as it requires a great deal of advance planning and work. It is, however, one of the most rewarding assignments if done well. It is up to the reunion committee to compile the information and prepare the presentation. Samples of "Lifestyle Questionnaires" are available through the HAA office so that you do not necessarily have to "reinvent the wheel."
