Work out a budget before you start planning the event and try to stick to it where possible. In the past alumni have set up separate accounts for their event. Costs to bear in mind are:

  • How to guide imageVenue hire
  • Catering
  • Entertainment
  • Accommodation
  • Transport
  • Mailing costs
  • Decorations
  • Equipment

We suggest adding a 10% contingency to the overall total to cover any last-minute expenses. If your reunion requires tickets, ensure your guests are aware of the cost and the deadline for purchasing these.


Decide upon a date for the event. Remember that you will need time to organise the event and give invitees plenty of notice. Some graduates may have to travel long distances. Therefore we suggest that you start to plan at least 12 months in advance. Take into consideration public and school holidays. If you want to hold your event at the University, bear term dates in mind as there will be less space available on and around campus.


What sort of event will it be?

A dinner, drinks reception or educational tour?. If it has a special theme, consider linking it with an existing event taking place at Aberdeen. 


What is your preferred location and room set-up?

Aberdeen has a variety of different venues suitable for alumni reunions and events. We can put you directly in touch with our Conference and Events Office, or you can find ideas here

Who are you going to invite

Those in the same year, studied the same subject or lived in the same Halls of Residence?

Do you plan to invite partners?

How many people do you want to attend? Please remember there will always be a drop-out rate on the night of events so be prepared for at least 10% of those registered not to attend.

Do you want a guest academic? Alumni Relations can assist you with this.