The document outlines the schedule and logistics for Alumni Reunion Weekend 2015 at St. Bonaventure University, including check-in locations and times, event locations and times, responsibilities of various departments, and notes for setup and staffing of events from June 4th to 6th. Key events include registration, campus tours, class dinners, social events, breakfast, and self-guided tours. The document provides all details needed to coordinate and execute the weekend reunion activities.

1. To: Alumni Services
CC: Dining Services, Housekeeping and Facilities
From: Office of Events and Conferences
Date: 5.27.2015 Updated
Re: Alumni Reunion Weekend 2015
Event Name: Early Arrival Check-In
Event Date: June 4, 2015
Event Components: Early Arrival Check-In
Anticipated Audience: Alumni
Location: Francis
Morning – 4:30pm/6pm: Check-In
Location: Shay Lo
4:30pm /6pm -10:00pm Check-In
Location: Security
After 10:00pm Check-In
Alumni:
 They will be staffing both Francis and Shay Lo
Security:
 Shay/Lo needs to be unlocked by 3PM
 Block off loading area by Shay/Lo sidewalk
 Signage:
 Townhouses 21-26
 Townhouses 31-32 & Gardens East/West
Maintenance: On Wednesday Work Order #30794
 Please cut grass in front of Hickey
 Please install elevator key in Shay/Lo
 Please hang the following banners by 2:30PM
 Registration: Hang over front porch of Shay/Lo Outside
 Welcome Alumni: Hang on outside window of Butler
 Welcome Alumni: Hang outside Hickey by University Club
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2. Event Name: Registration
Event Date: June 5, 2015
Event Components: Registration and coffee
Anticipated Audience: Alumni
Location: Shay Lo
10:00am-12:00am: Registration
10:00am-4:00pm: Coffee and Danish
Cookies at 11:30
1:30 and 2:30pm: Walking tours of campus
Housekeeping: Work Order 30795
 Need access to the duty hut
 Deliver Presidential Podium to Premiere Banquet before
2:30PM
 One stick podium to Deli at Café La Verna
 1-8ft table to brick wall in Swan
 1-8ft table under ticker in Murphy
 1-8ft table under ticker in Walsh
 All school flags over to Hickey Dining Hall
Maintenance:
 Assist Caya’s with tent placements in the following locations
(Set-up on Thursday)
 In front of Hickey
 Doyle Courtyard-near south entrance ramp
 In the parking lot by the Gardens
 In between TH 21-22
Security:
 Block off Skeller Circle Friday morning and Saturday
Morning
 Unlock Chapel in the morning
 Lock Shay/Lo at 3AM
 Set up security around townhouses late at night
 Shuttle busses in Allegany
Alumni:
 Handling all registration procedures
2

3. Events Office:
 On call
 Making signs for building closing etc.
 Assisting with any key or registration issues
Catering:
 Coffee , Danish , and cookies
 Ice in Mountain Dew coolers
 Bottled Water
 Refreshing
Caya’s:
 Reservation #15227-1 (ARRIVAL BETWEEN 9AM – 10AM)
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4. Event Name: Campus Tours
Event Date: June 5, 2015
Event Components: Campus Tour
Anticipated Audience: Any alumni and guests
Location: Shay-Lo Lobby
10:30am: Campus Tour
1:30pm: Campus Tour
2:30pm: Campus Tour
Admissions:
 Christina and Monica will be overseeing Campus
Tours
Events Office:
 Check in on tours
4

5. Event Name: Class of ‘65, ‘55, ‘50 & Prior Dinner
Event Date: June 5, 2015
Event Components: Cocktails and Dinner
Anticipated Audience: Classes of ‘65, ‘55, ‘50 and Prior Alumni
Location: Doyle
4:30pm-5:30pm: Mass in University Chapel/Memorial Candle Lighting
5:45pm –7:15pm: Cocktails in Doyle Courtyard (Rain location: Trustees
Room)
7:30pm: Dinner in Doyle Dining room
Housekeeping: Work Order #30796
 Foster Courtyard
 2-8fts for the bar(from Cayas)
 6 Bistro tables in the grass(from Cayas)
 24 Chairs(from Cayas)
 3 Round tables
 Dining Room
 Podium
 7-5ft rounds with 8 chairs at each
 8-6ft rounds with 10 chairs at each
 2 small tables to the right of the podium (linen and
skirt)
 Jones Trustees Room(If Inside)
 2-8ft tables set up for bar(from Cayas)
 6 Bistro tables placed in room(from Cayas)
 Re-set for next morning
 1-8ft table in Chapel behind Altar (linen and skirt)
 1-8ft table in middle of chapel for candles
Caya’s:
 Delivering and setting-up on 6/5 reservation #15227-1
 Rain call day before at 4pm
Events Office:
 Handling set-up with Housekeeping
 Make sure candles and matches are ready
 Finalize set-up Thursday evening
 2 Hospitality ushers
 Getting list of VIP guests from Alumni
 Rain call with alumni at 4pm 5

6. Event Name: Class of ‘65, ‘55, ‘50 & Prior Dinner: Continued
Event Date: June 5, 2015
Tech:
 Microphone for podium in Doyle Dining
Catering:
 Cocktails: Full open bar
 Same menu as last year (about 130 people)
 White TC and Brown napkins
 Centerpieces have been ordered by Kathleen Ryan
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7. Event Name: Classes of ‘60, ’70 & ‘75
Event Date: June 5, 2015
Event Components: Dinner and Drinks
Anticipated Audience: Alumni and Guests
Location: Old Library Restaurant
(Class of ‘60 on first floor)
5:30pm: Transportation Buses leaving Shay/Lo Circle
5:45pm: Transportation Buses leaving Townhouse Lot
6:30pm: Transportation Buses leaving Shay/Lo Circle
6:45pm: Transportation Buses leaving Townhouse Lot
9:15pm: Transportation Buses return to Shay/Lo and Townhouse
9:45pm: Transportation Buses return to Shay/Lo and Townhouses
Alumni:
 Present at Old Library for registration
Events Office:
 Present at bus loading points
 On bus going back and forth
 We need bus stops signs - Jason
 Get cell numbers of bus drivers as well
 JESSICA S. at event
 Kevin making class signs
 Signage:
 Dinner location sign
Security:
 Bus stop signs (Townhouses & Shay/Lo Circle)
Carrier Coach:
 Transportation service
 Valerie is contact: 716-307-6537
 Bus drivers cell #’s
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8. Event Name: Class of ‘80, ‘85, and ’95 Dinner
Event Date: June 5, 2015
Event Components: Cash Bar and Buffet Dinner
Anticipated Audience: Class of ’80, ‘85, and ’95 Alumni
Location: Hickey Dining Hall
6:15pm-7:30pm: Cash bar in the Hickey
7:15pm: Father Francis saying the prayer
7:30pm: Dinner
After Dinner: Prayer Service in Café La Verna
Class of ‘85 coordinating with Father Dan
Housekeeping: Work Order 30795
 Podium on Shay/Lo side up front
 Class Flags behind podium
Caya’s:
 2 large fans in dining hall (delivery on 6/5)
Event Staff:
 Signage for class tables: ‘80, ’85, ‘95
 JASON at event
Tech:
 Microphone for podium
Catering:
 Buffet
 White TC and Brown napkins
 Hickey should be set to accommodate 3 classes
 Please make sure Café la Verna is unlocked
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9. Event Name: Classes of ‘90
Event Date: June 5, 2015
Event Components: Dinner and Drinks
Anticipated Audience: Alumni and Guests
Location: Bartlett Country Club
5:30pm: Transportation bus leaving Shay/Lo Circle
5:45pm: Transportation bus leaving Townhouse Lot
6:30pm: Transportation bus leaving Shay/Lo Circle
6:45pm: Transportation bus leaving Townhouse Lot
9:15pm: Transportation bus returns to Shay/Lo and Townhouse
9:45pm: Transportation bus returns to Shay/Lo and Townhouses
Alumni:
 Ann Goergen present at Bartlett Country Club for
registration
Events Office:
 Present at bus loading points – Intern can stay
and eat
 We need bus stops signs
 KEVIN at event & making signs
 Signage:
 Dinner location sign
Security:
 Bus stop signs
Carrier Coach:
 Transportation service
 Valerie is contact: 716-307-6537
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10. Event Name: Classes of ‘00 and ‘05
Event Date: June 5, 2015
Event Components: Dinner and Drinks
Anticipated Audience: Alumni and Guests
Location: Saint Bonaventure Clubhouse
5:30pm: Mini bus leaving Shay/Lo Circle
5:50pm: Mini bus leaving Townhouse Lot
6:30pm: Mini bus leaving Shay/Lo Circle
6:45pm: Mini bus leaving Townhouse Lot
8:50pm: Mini bus return to Shay/Lo and Townhouse
9:00pm: Mini bus return to Shay/Lo and Townhouses
Alumni:
 Present at Clubhouse for registration
Events:
 Present at bus loading points
 We need bus stops signs
 Intern can stay and eat and help Alumni
 60 expected guests
 Kevin making signs
 OSCAR at event
 Signage:
 Dinner location sign
Security:
 Bus stop signs
Carrier Coach:
 Transportation service
 Valerie is contact: 716-307-6537
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11. Event Name: Classes of ‘10
Event Date: June 5, 2015
Event Components: Dinner and Drinks
Anticipated Audience: Alumni and Guests
Location: Rathskeller
7:00pm – 9:00pm: Dinner and Drinks
Alumni:
 Working Rathskeller for registration
Catering:
 Pub food
 Remove all barstools
 Must have 3 bartenders and beer
Caya’s:
 Delivering and setting-up on 6/5 reservation
#15227-1
Events:
 WENHAO at event
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12. Event Name: All Reunion Classes Social
Event Date: June 5, 2015
Event Components: Food and Drinks in the Rathskeller
Anticipated Audience: All alumni and guests
Location: Rathskeller
9:00pm-11:00pm: Free pizza, soft drinks
Cash bar
11:00pm-12:30am: Bar still open
9:00pm-12:30am: Music provided by DJ
Alumni:
 Present at event
 Buses into town and around campus stops
Cayas:
 Extra tables and chairs: 3 8-ft tables/30 chair
 Delivered and set up early on 6/5
Catering:
 Must have at least 3 bartenders and beer
 Please make sure to have enough beer
 All bar stools removed
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13. Event Name: Registration Continued
Event Date: June 6, 2015
Event Components: Registration and coffee
Anticipated Audience: Alumni
Location: Shay Lo
8:00am – 10:00pm Registration
8:00am-4:00pm: Coffee and Danish, Donuts and Cookies
11:00am: Walking campus tours
Security:
 Block off Skeller Circle Friday morning and Saturday
Morning
 Unlock Shay/ Lo by 6AM
 Unlock the following by 8AM:
 Plassman
 Swan
 St. Joseph Shrine
 Murphy
 Butler
 Walsh
 Unlock RC 219 at 2:30PM
 Lock RC 219 at 4:30PM
 Extra security Saturday evening at Townhouses
 Shuttle busses into Allegany on Saturday
Alumni:
 Handling all registration procedures
 Has access to duty hut
Events Office:
 On call
 Assisting with any key or registration issues
 Signs around campus detailing events happening that day
 JESSICA S. helping
Catering:
 Coffee , Danish , and cookies
 Ice in tubs on floor
 Replenish throughout the day
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14. Event Name: Reunion Breakfast
Event Date: June 6, 2015
Event Components: Breakfast
Anticipated Audience: All Alumni and Guests
Location: Hickey Dining Hall
7:30am – 9:30am: Breakfast
Alumni:
 Present at event
 Blue name tag or ticket required at door
Events Office:
 Check in with catering
 Collecting tickets and sending back to Shay-Lo if they don’t
have one ($14 per adult)
 JESS M. at event
Catering:
 Set for 250 people
 Blue name tag or ticket required at door
 Who is over seeing ticket collection
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15. Event Name: Golf at SBU
Event Date: June 6, 2015
Event Components: Golfing
Anticipated Audience: All Alumni registered and Guests
Location: University Golf Course/Clubhouse
8:00am – 1:00pm Golfing
Light refreshments
Alumni:
 Ann Goergen present at event
 9 holes only
Events Office:
 Check in with catering
Catering:
 Enough for 40 people
 1 carafe coffee
 Tray of Danish and donuts
 Deliver to Ann Goergen @ picnic table near 1st tree
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16. Event Name: Charles Major Fun Run
Event Date: June 6, 2015
Event Components: Run & Walk
Anticipated Audience: Any Alumni registered and Guests
Location: Behind Reilly Center (east entrance)
8:45am – ?? Registration
Walk and Run
Alumni:
 Joe present at event
 Registers alumni at back of Reilly Center
 Map of trail
 Handling out water bottles or t-shirt
Events Office:
 2 Interns to help Joe with run
 Need someone present at road crossing points
 KEVIN & WENHAO at event
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17. Event Name: Self-Guided Tours and Meetings
Event Date: June 6, 2015
Event Components: Tours
Anticipated Audience: Any Alumni and Guests
Location: Reilly Center, QCA, Swan, Walsh, Shay-Lo
9:00am – 1:00pm: Athletics Hall of Fame open and Trophy Cases
10:00am – 4:00pm: Mr. Iernaeus (Get directions from registration desk)
10:00am – 3:00pm: St. Joseph’s Oratory
11:00am – 4:00pm: Quick Center for the Arts
1:00pm – 3:00pm: Swan Business Center
1:00pm – 3:00pm Murphy/JMC Open House
1:00pm – 2:30pm: Computer Science Dept. Open House: Walsh 101
2:00pm – ? Walking campus tours from Shay-Lo Lobby
3:00pm – 4:00pm: Friends of Bill: RC 219
Alumni:
 Checking on locations
 Contacting admissions for campus tours
 Diane Frick selling bricks out front
Security:
 All building unlocked by 8AM
Events:
 Checking on locations
 Signs posted where needed
 Signage for Assisi Pilgrimage (Walsh Amp.)
 1-8ft table for coffee in Murphy
 2-8ft tables in Swan for refreshments and brick selling
 JASON checking on events
 Signage:
 The Grotto 17

18. Event Name: Devereux and Seraphim Legacy Societies Breakfast
Event Date: June 6, 2015
Event Components: Breakfast and Talks
Anticipated Audience: Invited guests only & Sister Margaret
Location: Doyle Dining Room
9:00am – 11:30am Registration
Breakfast
Alumni:
 Kathleen Ryan running event
Housekeeping: (Set on 6/5 after Class Dinner) Work Order #30797
 10-5ft rounds with 8 chairs at each
 8-6ft rounds with 10 chairs at each
 1-8ft table (or smaller) for water and cups by podium
 Presidential Podium
 2 – 8ft tables set together for registration by door closes to
coat rack in hall with 4 chairs: linen and skirt
 Please pull up all shades in Dining Room
 3 extra tables with chairs in Trustee’s room for overflow
(pull from other side of room from night before)
 4 Caya’s tables in back will have 11 chairs
Tech:
 Microphone for podium
Events:
 Creating menu/table number card
 Place menus/table cards
 CAITLIN, JEN, ALLEY AT EVENT
Security:
 Signage:
 Double sided sign by main entrance
 Single sided sign by 1st stop sign
 Single sided sign by 2nd stop sign
 Single sided sign on sidewalk by Doyle
 Double sided sign near main doors point into
Chapel
 Single sided sign by Wellness Center Steps
Catering:
 Flowers from previous night dinner used for this as well
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19. Event Name: Meet the Athletic Director, Tim Kinney
Event Date: June 6, 2015
Event Components: Talks
Anticipated Audience: Any Alumni and Guest
Location: Café La Verna
9:00am: Presentation & Questions
Alumni:
 Steve Mest is handling event details
 Present at event
Events Office:
 Check with Steve Mest for event details prior
 Check in on event - OSCAR
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20. Event Name: Catering Needs
Event Date: June 6, 2015
Event Components: Catering Necessities
Anticipated Audience: Any Alumni registered and Guests
Location: Hickey and Café La Verna
9:00am – 3:00pm: Café La Verna open for Tours
10:00am - 2:00pm: Food set
Catering:
 Food set up on North side for presentations
Events Office:
 Check-in with Catering
Event Name: Catering Needs
Event Date: June 6, 2015
Event Components: Catering Necessities
Anticipated Audience: Any Alumni registered and Guests
Location: Hickey
10:00am: Pick up for Mountain
Alumni:
 Brother Kevin will pick up
Catering:
 Same as last year and for 40 people
20

21. Event Name: Catering Needs Continued
Event Date: June 6, 2015
Event Components: Catering Necessities
Anticipated Audience: Any Alumni registered and Guests
Location: Swan Lobby & Murphy
10:45am: Swan Lobby Reception
12:30pm: Murphy set-up
Housekeeping:
 1-8ft table by brick wall in Swan
 1-8ft table in atrium
 1-8ft table under TV in Murphy
Catering:
 Water, Coffee and cookies for 40 people
21

22. Event Name: Assisi Pilgrimage Talk
Event Date: June 6, 2015
Event Components: Talks
Anticipated Audience: Any alumni and guest
Location: Walsh Auditorium
2:30pm – 3:30pm Assisi Pilgrimage Presentation
Alumni:
 present at event
Events Office:
 Checking on event – JASON
 Signage:
 Single sided sign in front of Library (with “Thomas
Merton at 100”)
 Single sided sign on sidewalk between Shay and
Walsh
 8.5 x 11 on door to Walsh
22

23. Event Name: Conversation with Sister Margaret
Event Date: June 6, 2015
Event Components: Presentation
Anticipated Audience: Any Alumni
Location: Rigas Theatre – QCA
11:00am – 11:45am Presentation
Alumni:
 Present at event
QCA Staff:
 Presidential Podium
 Microphone
 Set-up according to reservation form
 Slide presentation
Events Office:
 2 interns present at event to usher in – KEVIN & WENHAO
 Signage
 Double sided sign in front of QCA
 CAITLIN, JEN, ALLEY checking on event
23

24. Event Name: Alumni Picnic Lunch
Event Date: June 6, 2015
Event Components: Lunch
Anticipated Audience: Any Alumni and Guests
Location: Hickey Dining Hall and Front Lawn
11:30am – 1:30pm Lunch
Alumni:
 Present at event
 Blue name tag or ticket required
Events Office:
 Present at event
Caya’s:
 Setting up lawn on 6/5/2015 Reservation #15227-1
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25. Event Name: Class of ‘65 Ladies Luncheon
Event Date: June 6, 2015
Event Components: Lunch
Anticipated Audience: Ladies of the Class of ‘65
Location: The Loft - QCA
12:00pm – 2:00pm Lunch
Alumni:
 Present at event
Housekeeping:
 Tables in “U” shape with 30 chairs (facing the screen)
 2 tables to the side for display boards
Events:
 Present at event to assist with technology
 Skirted tables set up in horseshoe configuration
 Laptop, projector and screen for them to play a dvd (from
QCA)
 JESSICA S. checking in on event
 Signage:
 (3) 8x11 signs in Plexiglass holders
Catering:
 Lunch for 30
 Salad, assorted sandwiches, cookies, soft drinks,
water, tea
 Linen and skirt tables
25

26. Event Name: Friedsam Library Events
Event Date: June 6, 2015
Event Components: Tours
Anticipated Audience: Any Alumni and Guests
Location: Friedsam Library
10:00am – 4:00pm: University Archives: Friedsam Library
1:00pm – 3:00pm: Rare Book Collection: Friedsam Library
1:00pm: “Thomas Merton: His Story and the Bona Story”
Alumni:
 Paul Spaeth present at Rare Book Collection for questions
 Checking on locations
Events:
 JASON checking on events
 Signage:
 Single sided sign in front of Library
26

27. Event Name: Athletics Hall of Fame Inductions
Event Date: June 6, 2015
Event Components: Induction Ceremony and Reception
Anticipated Audience: Inducted Alumni, Invited Guests, Athletics
Location: QCA: Rigas Theater and Reilly Center
1:00pm – 1:45pm: Induction Ceremony: Rigas Theater
2:00pm – 2:45pm: Reception: QCA Atrium
Alumni:
 Present at event
Athletic:
 Steve Campbell is client for event
 Inductees:
 Otto Piedmont, ’70
 Laura Spaulding Sumner, ’04
 Mario Arce, ’05
 Kim Dodson, ’05
QCA Staff:
 Set stage according to reservation form
Events Office:
 Present at event
 OSCAR at event
 Signage:
 Double sided sign in front of QCA
Catering:
 Food ready to go in Hall of Fame at 1:45pm
 Bistro tables around room
 Simple cookies and punch
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28. Event Name: “Do You See What I See?” Art Exhibition Discussion
Event Date: June 6, 2015
Event Components: Presentation and Discussion
Anticipated Audience: Any alumni and guests
Location: QCA 211
2:30pm – 3:30pm: Talk by Brendan Bannon
Alumni:
 Present at event
 Brendan Bannon, son of alumnus Tony Bannon, speaking
about exhibition
QCA Staff:
 Present at event
Events Office:
 Check-In – ALYSSA
 Signage:
 (3) 8x11 signs in Plexiglass holders
28

29. Event Name: Alumni Memorial Mass
Event Date: June 6, 2015
Event Components: Mass
Anticipated Audience: Any alumni guests
Location: University Chapel
4:30pm – 5:30pm: Mass
Alumni:
 Present at event
 Father Dan presiding
Events Office:
 Greeters present at event
 Getting ready for buses to take to Premiere
 Signs posted as needed
 JESSICA S. at event
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30. Event Name: Reunion Weekend Ending Dinner
Event Date: June 6, 2015
Event Components: Cocktail reception and Dinner, Presentations
Anticipated Audience: Any alumni and guests
Location: Premiere Banquet Center
5:20pm Shuttle bus pick up at Shay-Lo Circle, Townhouses and
Chapel
2nd Pick up Shuttle bus pick up at Shay-Lo Circle, Townhouses and
Chapel
5:30pm – 7:00pm: Cocktail Reception under tent
7:00pm – 9:00pm: Dinner and Ceremony
9:00pm – 11:00pm: Shuttle bus returns at Shay-Lo Circle, Townhouses and
Chapel
Alumni:
 Present at event
 Casual Dress
 Blue name tag or ticket required
 Seating chart coming from Monica
Events Office:
 Present at event
 Presidential Podium should have been delivered on Friday
 Coordinating with buses to take to Premiere
 Signs posted as needed
 Tent signs on tables at Premiere
 Some staff at Premiere to help seat guests
 JASON, WENHAO, JESS M. – SHAY/LO
 KEVIN, OSCAR, JESSICA S. - TOWNHOUSES
30

31. Event Name: Saturday Late Night
Event Date: June 6, 2015
Event Components: Drinks
Anticipated Audience: Any alumni and guests
Location: Rathskeller
8:30pm-11:00pm: Rathskeller open
Alumni:
 Present at event
Catering:
 Rathskeller clean and ready for guests
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32. Event Name: Reunion Farewell Mass and Breakfast
Event Date: June 7, 2015
Event Components: Breakfast, Mass
Anticipated Audience: Any alumni and guests
Location: Hickey Dining Hall & University Chapel
7:30am – 12:00pm: Breakfast
10:30am – 11:30am: Mass – Father Francis
7:30am – 12:30pm: Check-Out
Alumni:
 Present at event
 Blue ticket or name tag required at breakfast
Events Office:
 Start working with Alumni to collect all keys from guests
 Alyssa & Jen and Intern Staff
Security:
 Someone present to walk around and unlock doors to
collect keys
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33. Important Information for the Weekend
Registration Desk:
 Located in Shay-Lo Lobby
 Will be Lost and Found Location
 Phone #: 716-375-2302
 Hours:
 Thursday: 6pm – 10pm
 Friday: 8am – 12am
 Saturday: 8am – 10pm
Safety and Security:
 Main Office: 716-375-2525
 Ralph: 716-378-6004
Alumni Office #’s:
 Monica: 716-307-8073
 Joe: 716-307-5545
 Lucia:
Events Office:
 Caitlin 585-610-0009
 Jen 540-903-4270
 Alyssa 716-939-0439
 Alley 814-331-9490
Catering:
 Ieva 716-375-2615
704-421-4426
Housekeeping:
 Joe 585-403-9105
 Renee 716-307-6018
Other Important Numbers:
 Sr. Margaret : 716-485-6083
 Tom Buttafarro: 716-499-1311
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