Reunions

6+ months before your Reunion 

• Form an organizing committee – more hands make light work 
• Set a date and location (e.g., Vancouver) and book a venue 
• Create a budget for your event 

3-6 months before your Reunion 

• Send email invitation and open registration 
• Personally reach out to classmates who have not registered yet 
• Plan a program (e.g., presentations, speakers, slideshow, menu) 

<1 month before your Reunion 

• Check in with Alumni Engagement Office for swag bags and reunion pins, if available 
• Continue reaching out to classmates who have not registered yet 
• Finalize program 

2 weeks before your Reunion 

• Close registration (may be sooner or later depending on venue) 
• Give final numbers to venue and caterer, including special dietary requests (maybe sooner or later depending on the caterer) 
• Request nametags from Alumni Engagement Office if needed 

Post Reunion 

• Send reunion attendance and photos to med.alumni@ubc.ca 
• Send any invoices and receipts to us, if we have set up a reunion account for you and you paid for something out of pocket 
• Take care of final balance after reconciled (pay outstanding balance or donate surplus to a UBC fund of your choice)
• Send a post-reunion thank you to your classmates (Optional) 

Class List

We can provide you with a list of your classmates, including contact information, for reunion purposes. To ensure privacy, you will need to sign a confidentiality form acknowledging that this information will be used solely for the reunion. 

Invitations 

Our team can assist with sending out communications to your class (e.g., Save the dates and invitations). We can provide templates to use if you prefer to send out communications yourself.  

Note: We cannot contact individuals who have opted out of UBC communications; you may need to forward emails to these individuals. It is also important for reunion organizers to update any missing or outdated contact information to ensure everyone receives the reunion communications. 

Direct outreach from reunion organizers tends to result in higher attendance compared to emails from UBC. We encourage you to personally reach out to classmates for the best turnout.

EventsAir Registration Page

We can create a personalized registration page where attendees can easily sign up. You can view an example here: Example Class Registration Page

Registration Management

We can manage the entire registration process and handle the collection of all necessary registration information, streamlining the process and ensuring you have all the details you need. 

UBC Reunion Account

To assist with financial management, we can set up a UBC reunion account for your class to collect ticket sales and pay invoices. We can pay for deposits and invoices using this account, or reimburse organizers if they are paid out of pocket. 

Budget Management

Our team can help create a budget and review venue/catering contracts for important details such as cancellation policies and deadlines. Working alongside the organizing committee, we can help determine an appropriate ticket price to avoid any potential deficits, which will be the responsibility of the organizers. 

Sample Reunion Budget

Venue & Catering Ideas 

• Reunion Venue & Event Ideas
• Robert H. Lee Alumni Centre Website has a list of catering partners. 

On Campus Venue Booking and Activity Support 

There are several UBC Vancouver Campus venues and activities to accommodate your reunion needs. A few of these are: 

• Robert H. Lee Alumni Centre 
• AMS Student Nest 
• Cecil Green Park House 
• Sage
• UBC Campus and Department Tours 

Contact us at med.alumni@ubc.ca for more information. 

UBC Medical Student & Alumni Centre (MSAC) Vancouver 

The UBC MSAC venue is available free of charge for MD reunions.  

• Hardwick Hall accommodates 60-100 depending on layout. 
• Latham Hall, accommodates 32-50 depending on layout. 
• Both halls and the courtyard can be booked to accommodate 200+ individuals. 

The space includes several convenient features to support your event: 

• Complimentary set up and takedown support 
• Fridge and kitchen facilities 
• A/V equipment 
• Bar space 

Please visit the UBC MSAC website for more information about the venue. You can view availability in the MSAC Calendar. Please reach out to med.alumni@ubc.ca once you decide on a date to hold. 

Important Information 

We strongly advise all reunions to purchase special events liability insurance so that organizers are protected if an incident occurs at the event. For example, if a surgeon falls and breaks their arm and can no longer perform surgeries, the organizers would be protected from potential lawsuits.  

We typically recommend PAL Insurance Brokers as we found them to be the easiest to work with. However, you are welcome to purchase from any other company. 

Swag

To enhance your event, our office can provide nametags and swag bags for classmates that are attending. Please reach out to med.alumni@ubc.ca for more information.

MD Reunions

For MD reunions, we can arrange for a representative from the UBC Medical Alumni Advisory Council to speak at your event, adding a meaningful touch to your reunion. 

Attendance 

Send in reunion attendance to us. We like to track how successful our reunions are and just how many alumni are attending. Please send your reunion lists to med.alumni@ubc.ca. 

Finance 

After the event, we can help reconcile the budget and reimburse organizers for any out-of-pocket expenses. Any surplus funds can be used for additional event expenses (drinks, dessert, etc.), memorabilia, future reunions, or donated as a class. For more information on donations, please click here. 

Legacy Page 

Share your reunion memories by creating a legacy page. We can help set up a page where classmates can view and share photos and highlights from the event. This page can serve as a lasting reminder of your special reunion. Click here to view examples of legacy pages from past reunions