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Alumni-led Reunions

1958 Royal Free Hospital alumni1963 Laws1980 Medics

Organising a reunion with your former class mates is the perfect way to get back in touch and celebrate your student days.

We appreciate that organising a reunion can seem quite daunting, so the UCL Alumni Relations team is here to help you by advising on venues, format and by putting you in touch with your fellow graduates.

Please see the sections below for more information on planning the perfect event. We look forward to working with you.

UCL Room Hire, Cafes and Bars

As London’s Global University, our alumni-led reunions take place around the world. However, if you’d like to come back and hold your reunion on campus there are plenty of options.

Cafes and Bars

Rather than organising a formal event, many alumni come back to visit the main campus and meet for a drink or lunch in one of the bars or cafes here.

The Print Room Café (http://uclu.org/venues/print-room-cafe) is an excellent venue for a small group and the union bars are open for either afternoon or evening drinks during term time (http://uclu.org/facilities/bars). If you are just using this as a meeting place, rather than for exclusive hire, you don’t need to make a booking or incur any hire fees – just make sure you have your free alumni benefit card to hand to prove you’re alumni (http://www.ucl.ac.uk/alumni/benefits).

Please be aware that opening times for the Print Room Café and Union bars vary throughout term and out of term time, it is always best to check their webpages advance.

Room Hire

If you are looking for exclusive room hire there are several options on campus for your reunion and as a former student you’ll also get discounted hire. So whether you want to book a lecture hall or the Jeremy Bentham Room we can help.

Some of the most popular rooms on central campus are listed below, along with their capacity, but we are always happy to suggest other options.

Venue & Capacity
Old Refectory 110
JBR 180
Haldane 50
Cloisters 220/300
Terrace 35
Whistler 10

See ‘How your alumni relations team can help’ for information on how to check availability and book.

Things to consider

When planning your event, it’s useful to consider the following to help you prioritise:

When

Choose a date for your event. Remember that you will need time to organise the event, and your invitees will need sufficient notice. Start to plan at least six months in advance if possible. Take into consideration public and school holidays – and if you want to hold your event at UCL, bear term dates in mind as there will be less space available during term time (particularly at the start of the academic year and during exam times).

Why

Define the purpose of your event (e.g. cultural outing or anniversary get-together) and what sort of event will it be (e.g. reception, dinner, lecture, tour)? If it has a special theme, consider linking your event with an existing event taking place at UCL or externally. You can find out more about current UCL events at www.ucl.ac.uk/events.

Where

Decide on your preferred location and room set-up. UCL has a variety of different venues suitable for alumni reunion events. Alternatively we can provide a list of nearby restaurants and hotels which offer discounts for alumni.

Who

Think about who you are going to invite and how many people do you want to attend. Remember to allow for last-minute drop-outs. Events planners allow for a typical drop-out rate of up to 40%, depending on whether attendance is paid for or free. If you would prefer to organise the reunion with others, you could ask a few classmates to join forces with you to set up a reunion committee. This would also be useful if you plan to continue your reunions in future years.

Budgeting

Work out a simple budget at the start of your planning. This should include all the costs you expect to incur, and income required if you need to charge people for tickets.
For large events, you may wish to set up a separate bank account to monitor the spending for the event.
Costs to consider should include:

  • Entertainment – music, speakers
  • Mailing and print costs – invitations, tickets
  • Venue hire
  • Catering
  • Decorations
  • Local accommodation
  • Transport

You may also wish to add a contingency of around 10% to the overall total to cover forgotten or unexpected costs.
If you are charging guests to attend, ensure that the invitation includes the date after which payment can no longer be returned, for example prior to the date final numbers are required for catering.

How your alumni relations team can help

Your UCL Alumni Relations team are happy to help by:

  • Arranging UCL room hire and catering (initial booking)
  • Advising on restaurants and hotels local to UCL
  • Sending out initial e-invitations to class mates and providing information on who we are in touch with
  • Publicising the event on the alumni webpages and social media
  • Putting you in touch with your department
  • Arranging tours of the campus for you and guests

UCL cannot fund reunions and after initial room and catering bookings have been made the organisers will be required to liaise with University caterers directly to confirm numbers and updates.

Get in touch with us at alumni@ucl.ac.uk or by calling +44 (0)20 7679 9130.

Helpful documents

Information request form

If you’d like to know which of your classmates we’re in touch with please sign and return our Information Request Form. Our postal address is listed at the bottom of the document; alternatively you are welcome to send it electronically to alumni@ucl.ac.uk (the signature needs to be written rather than typed).

Download Form

Reunion Planning Checklist

Download the reunion planning checklist, a step-by-step guide to ensure you get the most out of your reunion.

Download checklist


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