Key Takeaways:

• Assemble Your Dream Committee: A dedicated planning committee ensures every detail, from venue selection to decor, rekindles friendships and creates unforgettable memories.
• Transform with Premium Rentals: EventWorks’ versatile inventory, including elegant tablescapes and dance floors, brings your vision to life while ensuring a seamless and extraordinary reunion.
• Forge Bonds Through Thoughtful Touches: Entertainment, stylish amenities, and nostalgic moments set the stage for celebrating shared histories and building new connections.

The years have flown by, but the memories remain vivid—laughing in the cafeteria, the roar of the crowd at pep rallies, and those fleeting moments that only your classmates can truly understand. A high school reunion is a chance to relive those moments, reconnect with old friends, and create new memories that honor your shared history. As you embark on planning this special event, think of it as not just a celebration but a tribute to the experiences that shaped who you are today.

This guide will walk you through every step of the journey, from laying the groundwork to perfecting the final details that make your reunion unforgettable. At EventWorks, we’re here to support your vision with a dedicated team and a curated selection of tents, tablescapes, specialty chairs, lounge areas, dance floors, and more. Together, we’ll help you craft an event that reflects the bonds of the past and the excitement of reconnecting in the present.

Choosing the Perfect Venue for High School Reunions

Selecting the right venue is one of the most important steps in planning a high school reunion. The venue sets the stage for the entire event, shaping the atmosphere and ensuring your guests feel comfortable and welcomed. Whether your reunion is an elegant evening or a laid-back outdoor gathering, these considerations will help you choose the perfect location.

Consider Space Requirements

Estimate the number of attendees to determine how much space you’ll need. A cozy indoor venue with room for dining and mingling might suit a smaller class reunion, while a larger outdoor setting with dance floors and seating areas can accommodate a bustling turnout. EventWorks’ sales professionals can help you match your guest count to the right combination of tents, tables, and chairs, ensuring every guest has room to relax and enjoy the event.

Prioritize Location

Location plays a key role in attendance. Venues near your old high school can evoke a sense of nostalgia, while spots like museums or other field trip destinations from your school years add a meaningful, personalized touch. Accessible venues with nearby hotels ensure convenience for out-of-town guests. A central and memorable location helps classmates feel connected to the reunion’s purpose and makes the event feel special from the start.

Evaluate Amenities

Amenities can make or break your event. Ensure the venue provides essentials like ample parking, restrooms, and accommodations for attendees with mobility needs. Likewise, a venue with catering facilities or outdoor electricity access for lighting and music can simplify your planning. While EventWorks doesn’t handle venue logistics directly, our experienced staff can recommend tried-and-true locations throughout the Southeast to suit your needs.

Style, Ambiance, and Venue Visits

Your venue should reflect the personality of your reunion. A chic banquet hall sets the tone for an elegant dinner, while a rustic barn or rooftop bar might appeal to a more relaxed crowd. For those who want an open-air celebration, outdoor venues like parks, vineyards, or scenic gardens offer natural beauty and plenty of space to create a vibrant atmosphere. 

Before making your final choice, visit potential venues either in person or virtually to visualize how the space aligns with your vision. Pay attention to details like accessibility, flow, and any special requirements. With EventWorks’ inventory of tailored tents, tablescapes, and decor, we’ll help you transform any venue into a space that honors your graduating class.

The Main Event: Choosing the Best Rentals

A high school reunion is a celebration of shared history, cherished memories, and the connections that have endured through the years. The atmosphere you create sets the tone for the entire event, and choosing the right rentals ensures your reunion is both meaningful and memorable. EventWorks, the Southeast’s leading event rental provider, offers everything you need to craft a reunion that feels nostalgic, stylish, and effortlessly executed.

Tent Rentals

Outdoor reunions come alive under the shelter of EventWorks’ thoughtfully designed tents. A sailcloth tent can add an air of elegance to a lakeside gathering, while a sturdy frame tent provides versatility for weatherproofing a celebration in a spacious park. With options like sailcloth, frame, and clear-top styles, you can create a setting where classmates mingle, laugh, and reconnect under the open sky or glowing string lights.

Tables and Chairs

The layout of your reunion speaks volumes about its ambiance. Long banquet tables encourage lively conversation and communal dining, while round tables foster intimate moments of connection among classmates. Pair these arrangements with specialty chairs, designed to complement everything from rustic outdoor gatherings to sophisticated indoor dinners. Imagine tables lined with flickering candles, surrounded by classmates catching up on old memories and making new ones.

Linens and Tablescapes

Linens and tablescapes transform functional spaces into visually stunning ones. Bold patterns in school colors or soft, muted tones for a more refined vibe can reflect your reunion’s theme. EventWorks offers a curated selection of linens, making it easy to add layers of texture and personality to your event. Picture richly colored fabrics draping tables adorned with simple yet elegant centerpieces, drawing attention to every thoughtful detail.

Lounge Areas and Dance floors

The heartbeat of any high school reunion lies in spaces where classmates reconnect, laughter echoes, and memories are made. Lounge areas and dance floors create the perfect balance of relaxation and celebration, setting the stage for unforgettable moments. Imagine plush sofas and accent chairs arranged in cozy clusters, creating inviting corners where classmates can share stories or flip through yearbooks. 

Add thoughtful touches like flickering candles or floral accents to elevate the ambiance, whether indoors or under a tent adorned with string lights. As the night unfolds, the dance floor transforms into the heart of the party. A sleek LED floor lights up the room as guests relive the soundtracks of their high school days, from prom slow dances to spirited singalongs. Thankfully, EventWorks helps make all of these possible with furniture and flooring options that ensure these spaces match any high school reunion. 

Bars and Refreshment Areas

The bar area at a high school reunion often becomes more than just a place to grab a drink—it’s where connections are reignited, laughter is shared, and memories of old hangouts resurface. EventWorks offers elegant bar setups and accessories that seamlessly adapt to any venue, whether you’re hosting indoors or under the open sky.

Picture a sleek, polished bar surrounded by classmates reminiscing about favorite high school hangouts while sipping signature cocktails named after inside jokes or iconic moments. For a sophisticated indoor event, a mirrored or backlit bar adds a touch of glamour, while rustic setups with wooden finishes create a warm, nostalgic feel for outdoor venues. 

Step-by-Step Guide to Planning a High School Reunion

Planning a high school reunion can feel overwhelming, but the process becomes an exciting opportunity to reconnect with classmates and celebrate shared memories. From gathering a team to managing the final details, this guide walks you through every step to ensure your event is seamless, meaningful, and unforgettable.

Step 1: Form a Planning Committee

A successful reunion begins with a group of enthusiastic alumni ready to make the event memorable. Bringing together classmates with diverse skills ensures no detail is overlooked, from budgeting and marketing to event coordination. Clear roles and responsibilities keep the process manageable, while tools like group chats, emails, or shared calendars help everyone stay on the same page. 

Step 2: Set a Date and Budget

Picking the right date is key to ensuring a strong turnout. Holiday weekends or your school’s homecoming can make it easier for classmates to attend and add to the nostalgia. Once you’ve locked in the date, shift your focus to building a realistic budget that covers the essentials: venue, catering, entertainment, and decorations. Breaking your budget into clear categories helps keep expenses organized while setting aside a little extra for surprises ensures you’re ready for any last-minute changes.

Step 3: Choose the Perfect Venue

The venue sets the stage for your reunion, shaping the mood and bringing your vision to life. Whether you picture a nostalgic gathering in your high school gym, a relaxed picnic at a local park, or an elegant dinner in a banquet hall, the location should reflect your class’s personality and comfortably host your group. Spaces with sentimental ties like a museum your class visited on field trips or a favorite local hangout can add an extra layer of nostalgia. 

Step 4: Curate Decor, Seating, and More

Transforming your venue into an unforgettable space requires thoughtful decor and attention to detail. Showcase your school spirit with decorations in your class colors or subtle nods to your mascot. Elegant tablescapes paired with comfortable seating create a welcoming atmosphere, while personal touches like banners featuring your graduating year or a photo wall with yearbook pictures add warmth and personality. These details elevate your reunion from a gathering to a night to remember.

Step 5: Plan Entertainment and Activities

Entertainment infuses energy into your reunion and keeps classmates engaged. A DJ spinning high school hits or a live band covering nostalgic favorites sets the perfect backdrop for laughter and celebration.

Incorporate interactive elements like a slideshow of old photos, a memory wall where attendees can share messages, or a trivia game about your graduating class to spark conversation and connection. Unique touches, such as a photo booth with props or a “memory corner” featuring yearbooks, create opportunities for classmates to reminisce and capture new memories. Thoughtful entertainment transforms your reunion into a lively and meaningful experience.

Step 6: Spread the Word

Once the key details are set, it’s time to invite your classmates. Use social media platforms, email campaigns, and printed invitations to reach everyone, ensuring no one feels left out. An event page or website with RSVP functionality makes tracking attendance and sharing updates easy. As the event draws closer, send reminders with finalized details such as directions and schedule to build excitement and ensure a strong turnout. 

Step 7: Execute on the Day of the Event

Reunion day is where all your hard work comes to life. Arrive early to ensure the venue is set up and ready for guests. Organize check-ins to welcome attendees smoothly and assign planning committee members specific roles, such as overseeing entertainment, coordinating catering, or troubleshooting logistics. EventWorks takes care of rental delivery, setup, and breakdown so you can focus on making everlasting memories. As laughter fills the room and old friends reminisce, you’ll know the preparation was worth it.

Final Thoughts

Planning a high school reunion is a chance to reconnect with the moments and people who shaped your journey. It’s the laughter over inside jokes, the nostalgia of flipping through yearbooks, and the music of prom nights and pep rallies that still echo in your memories. A reunion celebrates old friendships while creating new ones, honoring the past, and embracing your present self. EventWorks makes it easy to bring your vision to life. From bar setups that keep conversations flowing to dance floors that set the stage for unforgettable moments, our rentals help you craft a reunion that classmates will remember for years.

Frequently Asked Questions for Planning a High School Reunion

What is the ideal time frame for planning a high school reunion?

Start planning your reunion 12 to 18 months in advance. This allows ample time to secure venues, contact classmates, and arrange essential event rentals. Early preparation ensures access to high-demand items like tents, tables, chairs, and dance floors to make your event unforgettable.

What are the key responsibilities of a high school reunion committee?

A reunion committee divides tasks and keeps everything on track. Responsibilities typically include selecting a venue, managing catering, booking entertainment, handling finances, and coordinating event rentals. Our sales team can help you choose rental items tailored to your theme and group size.

What are the best ways to communicate reunion information to classmates?

Use a combination of digital and traditional communication. Social media platforms and email are great for updates and RSVPs, while a dedicated website or Facebook group can house detailed information. For classmates who are less tech-savvy, mailed invitations ensure everyone receives the details.

What should I consider when choosing a location for the reunion?

Choose a venue that is accessible for most classmates and fits your group size. The setting should reflect your event’s vibe, whether formal, casual, or nostalgic. Decor options like tablescapes and linens can transform any venue to match your reunion theme.

What kind of activities can be planned for a high school reunion?

Activities should encourage mingling and spark memories. Popular options include icebreaker games, a slideshow of school events, a campus tour, and group photos. Lounge areas play an essential role in creating a welcoming atmosphere for conversations and reconnections. Arrange cozy seating clusters with plush sofas, armchairs, or even stylish ottomans to encourage smaller, intimate groups.

What type of entertainment is suitable for a high school reunion?

Choose entertainment that resonates with your graduating class, bringing energy and nostalgia to the celebration. A live band playing school-era hits can revive the soundtrack of your high school days, while a DJ spinning favorite anthems creates a lively and engaging atmosphere. Consider adding photo booths with themed props to add a playful touch to your reunion. 

What are some ideas for memorabilia or keepsakes?

Keepsakes can include customized class merchandise like t-shirts, mugs, or professionally taken group photos. A memory book filled with classmate messages or a video montage of the reunion adds a personal touch, serving as both a memento and a celebration of shared history.