Loomis Chaffee

2008-09

Reunion Volunteer

Handbook

Table of Contents

Section One: Meet the Office

Alumni/Development Office Staff Liaisons and Reunion Classes 5 Alumni/Development Office Contacts 6

Section Two: Reunion Volunteer Structure

Structure Overview 8 Volunteer Job Descriptions 9

Section Three: Reunion Volunteer Work in Detail

Fundraising in Detail 12 Reunion Communications in Detail 13 Class-specific Reports and Annual Fund Update 14 Locating Classmates 14 A Note About Confidentiality 14 Class Events in Detail 15

Section Four: Reunion Timelines and Schedule

Timeline of Reunion Volunteer Responsibilities 17 Timeline of Communications from the Alumni/Development Office 19 Reunion Weekend Overview 20 Sample Weekend Schedule 20

Section Five: Reunion Giving Overview

Multi-year Gift Commitment 22 The Importance of the Annual Fund 23 The Importance of Annual Fund Participation 23 Reunion Giving Crediting Guidelines 24 Reunion Donor and Class Recognition 25 Ways to Make a Contribution 26 Giving Societies 28

Section Six: Reunion Awards

Reunion Award List 30

Section Seven: Miscellaneous

Loomis Chaffee Information and Statistics 32 Travel and Accommodations 33 Trustees of the Loomis Chaffee School 34 Glossary of Terms 35

R

eunion

A Message from the Reunion Program Staff

Thank you for volunteering to help with your reunion! Loomis Chaffee is pleased to offer a reunion program that creates opportunities to help with fundraising, communications and class events. The school welcomes all reunion classes back to campus and challenges your class to reach its potential in all of these areas. This handbook serves as a guide and a checklist that will help you to be successful in participation, fundraising and “fun” raising. We offer suggestions on how to communicate with classmates leading up to your reunion, how to solicit your classmates, how to plan your reunion celebration and how to encourage your classmates to return for their Reunion Weekend. We provide information about Loomis Chaffee’s needs and the opportunities for giving. Whether you are a new or seasoned Loomis Chaffee volunteer, there’s something in here for everyone. We recommend that you study the contents of this manual carefully. We are proud to offer you a reunion program, and its success and vitality depend on your efforts. The Alumni/Development Office staff is available to answer your reunion planning questions. We look forward to working with you – let’s make this an unforgettable celebration. Good luck and have fun! With gratitude,

Heidi E.V. McCann ’93 Cara Coscarelli Woods Lynn A. Petrillo ’86 Dir. of Reunion Programs Assoc. Dir. of Reunion Programs Dir. of Alumni & Parent Relations heidi_mccann@loomis.org cara_woods@loomis.org lynn_petrillo@loomis.org 860 687 6802 860 687 6821 860 687 6140

Section One:

Meet the Office

Reunion

Section One: Meet the Office

Alumni/Development Office Staff Liaisons & 2009 Reunion Classes 65th Reunion Loomis & Chaffee Classes of ’44 Sharon Flannery ’82 60th Reunion Loomis & Chaffee Classes of ’49 Sharon Flannery ’82 55th Reunion Loomis & Chaffee Classes of ’54 Sharon Flannery ’82 50th Reunion Loomis & Chaffee Classes of ’59 Krissie Kelleher 45th Reunion Loomis & Chaffee Classes of ’64 Lisa Salinetti Ross 40th Reunion Loomis & Chaffee Classes of ’69 Lisa Salinetti Ross 35th Reunion Loomis Chaffee Class of ’74 Heidi E.V. McCann ’93 30th Reunion Loomis Chaffee Class of ’79 Heidi E.V. McCann ’93 25th Reunion Loomis Chaffee Class of ’84 Heidi E.V. McCann ’93 20th Reunion Loomis Chaffee Class of ’89 Cara Coscarelli Woods 15th Reunion Loomis Chaffee Class of ’94 Cara Coscarelli Woods 10th Reunion Loomis Chaffee Class of ’99 Cara Coscarelli Woods 5th Reunion Loomis Chaffee Class of ’04 Kari Diamond ’97

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2008-09 Alumni/Development Office Contacts

Tim Struthers ’85 860 687 6221 Director of Development tim_struthers@loomis.org Lisa Salinetti Ross 860 687 6277 Director of the Annual Fund Associate Director of Development lisa_ross@loomis.org Heidi E.V. McCann ’93 860 687 6802 Director of Reunion Programs Associate Director of the Annual Fund heidi_mccann@loomis.org Krissie Kelleher 860 687 6816 Director of Major Gifts Associate Director of Development krissie_kelleher@loomis.org Lynn A. Petrillo ’86 860 687 6140 Director of Alumni and Parent Relations lynn_petrillo@loomis.org Jeanine Middleton 860 687 6276 Annual Fund Administrative Associate jeanine_middleton@loomis.org Marcia Alvord 860 687 6814 Development Assistant marcia_alvord@loomis.org

Marc Cicciarella 860 687 6087 Director of Gift Planning marc_cicciarella@loomis.org Kari Diamond ’97 860 687 6275 Director of the Parent Annual Fund Associate Director of the Annual Fund kari_diamond@loomis.org Cara Coscarelli Woods 860 687 6821 Associate Director of Reunion Programs cara_woods@loomis.org Sharon Flannery ’82 860 687 6805 Associate Director of Reunion Programs and Gift Planning sharon_flannery@loomis.org Maria Reap 860 687 6813 Assoc. Dir. of Alumni and Parent Relations maria_reap@loomis.org Nicole Jamieson 860 687 6273 Coordinator of Administrative Services nicole_jamieson@loomis.org Donna Burrall 860 687 6815 Assistant to Director of Development donna_burrall@loomis.org

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Section Two:

Reunion Volunteer

Structure

Reunion

7

Section Two: Reunion Volunteer Structure

Structure Overview The reunion year is a time for alumni to reconnect with each other, as well as with their alma mater. During a reunion year, your role as a volunteer takes on increased importance because the school’s goal is to create a structure by which personalization takes top priority. Thus, the aim is to have every classmate contacted by a reunion volunteer, for both the purposes of encouraging attendance at Reunion Weekend, as well as asking him/her to make a financial commitment to Loomis Chaffee in honor of reunion. You are an integral part of the weekend’s and the school’s success. Volunteers in reunion classes will be asked to serve in one of three capacities: 1) Fundraising (may include participation, major gifts, planned gifts) 2) Communications 3) Class Events Most reunion classes will have an Overall Chair(s), whose job it is to oversee the Fundraising, Communications and Class Events committees. In addition, reunion volunteers will work directly with assigned Loomis Chaffee Alumni/Development Office staff members. Your A/D staff member and others in the Loomis Chaffee community are here to assist you in any way they can and when possible, your A/D staff member may try to meet with you in person. It is important to keep in mind that the more you can inform the staff about your class, the more helpful they can be to you.

Class Events Chair

Class Events

Volunteers

Overall Chair(s)

Fundraising Chair Communications Chair

Fundraising Volunteers Communications Volunteers

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Volunteer Job Descriptions Overall Chair(s)

• Lead by example. Make a multi-year stretch reunion gift to the Annual Fund before asking others to do the same.

• Work directly with an assigned member of the A/D staff to manage and organize the class reunion effort.

• Collaborate with the A/D staff member to select and recruit volunteers for committee chair positions.

• Oversee the other class chairs and the entire fundraising process. • Set class goals for dollars raised, class participation and attendance. • Responsible for soliciting/securing larger gifts for the reunion year and/or overseeing

volunteers who perform this function. • Reunion Weekend responsibilities (if able to attend): welcome and thank classmates for

attending, thank donors for participation in the class gift, encourage non-donors to participate, attend the Reunion Volunteer Recognition Reception.

Fundraising Chair(s)

• Lead by example. Make a multi-year stretch reunion gift to the Annual Fund before asking others to do the same.

• Work with Overall Chair(s) and assigned A/D staff member to oversee class reunion fundraising process.

• Assist A/D staff member with establishing appropriate suggested gift amounts. • Recruit, support, encourage and manage a team of Fundraising Volunteers. • Solicit reunion gifts from your Fundraising Volunteers before asking the rest of the class. • Help assign classmates to the appropriate Fundraising Volunteer. • Support overall giving effort (participation and dollars) with energy and enthusiasm by

individual solicitations and follow-up with classmates. • Reunion Weekend responsibilities (if able to attend): welcome and thank classmates for

attending, thank donors for participation in the class gift, encourage non-donors to participate, attend the Reunion Volunteer Recognition Reception.

Fundraising Volunteers

• Lead by example. Make a multi-year stretch reunion gift to the Annual Fund before asking others to do the same.

• Work with Fundraising Chair(s) to select a list of classmates with whom to speak, e-mail and/or correspond via letter, in order to personally ask that they make a multi-year stretch reunion gift to the Annual Fund in honor of their reunion.

• Personally follow-up with classmates on list several times throughout the year to encourage participation.

• Write thank you notes to donors who are on your list that have made a reunion gift. • Provide regular updates to the Fundraising Chair(s) and/or assigned A/D staff member. • Reunion Weekend responsibilities (if able to attend): welcome and thank classmates for

attending, thank donors for participation in the class gift, encourage non-donors to participate, attend the Reunion Volunteer Recognition Reception.

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Communications Chair(s) • Lead by example. Make a multi-year stretch reunion gift to the Annual Fund. • Work with Overall Chair(s) and assigned A/D staff member to oversee Reunion

communications. • Recruit, support, encourage and manage a team of Communications Volunteers. • Help assign classmates to the appropriate Communications Volunteer. • Build and maintain the class’s enthusiasm for Reunion Weekend by establishing and

continuing communication among classmates and volunteers (via telephone, e-mail, and/or letters).

• Design broadcast e-mails (e-newsletters) with news about reunion events, LC news and who’s coming to reunion.

• Encourage reunion registration to reach attendance goals. • Reunion Weekend responsibilities (if able to attend): welcome and thank classmates for

attending, attend the Reunion Volunteer Recognition Reception. Communications Volunteers

• Lead by example. Make a multi-year stretch reunion gift to the Annual Fund. • Work with Communications Chair(s) to select a list of classmates with whom to speak, e-

mail and/or correspond via letter, in order to initiate and sustain communication about Reunion Weekend.

• Personally contact classmates on list several times throughout the year to encourage attendance.

• Provide regular updates to the Communications Chair(s) (including updated classmate contact information, who plans to attend, etc.).

• Encourage reunion registration to reach attendance goals. • Reunion Weekend responsibilities (if able to attend): welcome and thank classmates for

attending, attend the Reunion Volunteer Recognition Reception. Class Events Chair(s)

• Lead by example. Make a multi-year stretch reunion gift to the Annual Fund. • Work with Overall Chair(s) and assigned A/D staff member to oversee planning of the

class’s weekend activities. • Plan and organize the program for Saturday’s on-campus class dinner. • Invite faculty to the class dinner and other reunion events. • Arrange additional special events for the class, such as alumni presentations and

recreational activities. • Send a detailed agenda of weekend events to classmates to encourage attendance. • Reunion Weekend responsibilities (if able to attend): welcome and thank classmates for

attending, attend the Reunion Volunteer Recognition Reception. Class Events Volunteers

• Lead by example. Make a multi-year stretch reunion gift to the Annual Fund. • Work with Class Events Chair(s) to assist in the planning of the class’s weekend activities. • Reunion Weekend responsibilities (if able to attend): welcome and thank classmates for

attending, attend the Reunion Volunteer Recognition Reception.

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Section Three:

Reunion Volunteer

Work in Detail

Reunion

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Section Three: Reunion Volunteer Work in Detail

Fundraising in Detail Forming the Fundraising Committee How the process begins:

• The Overall Chair(s) for each class is identified by the Alumni/Development Office, approached and confirmed.

• The Overall Chair(s) works with the A/D Office to recruit other lead volunteers, including the Fundraising Chair(s). Fundraising Committee recruiting flows from here.

Tips for organizing an effective reunion Fundraising Committee:

• Start early. The earlier the committees are in place, the better prepared you will be to inform your classmates of the goals for dollars and participation.

• Big committees work best. The more volunteers you have, the less work for each individual and thus, each person can dedicate more time and energy to his/her tasks.

• Be inclusive. Remember that those who want to be volunteers are those who will do the best job.

• Encourage balanced representation from groupings within the class (e.g. male/female, boarding/day, etc.).

• Look at a classmate’s giving and volunteer history for consistent commitment to the school. These people may be possible leaders.

• Be sure that your volunteers commit to doing the work and completing the assignments. You want people who are invested in the end result.

• Involve classmates with good giving potential. • Set gift-level expectations before you recruit the volunteer. Solicitation may occur

beforehand, during, or after recruitment, depending on the individual. Being prepared is key.

• Personalization. Anyone with major potential should be contacted by a committee member.

• Keep it fun! Remember, it’s your reunion! Solicitation As a Fundraising Volunteer, you will communicate personally with your prospects, explaining the focus of the reunion year, the need for increased giving at your reunion, and the desire to have all classmates participate in the class gift. Additionally, you will explain the importance of increasing alumni participation in the Annual Fund. To complement your personal contact with classmates, the A/D office will mail three solicitation letters throughout the year, over the signature(s) of the Overall Chair(s) and/or Fundraising Chair(s). These office-generated mailings will include a BRE, a brochure that explains reunion giving and the multi-year gift commitment, and a three-year pledge form. Please remember that your chair(s) and A/D staff member are always available to you, so do not hesitate to call or e-mail with any questions or concerns about this process.

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Reunion Communications in Detail Forming the Communications Committee

• The Overall Chair(s) for each class is identified by the Alumni/Development Office, approached and confirmed.

• The Overall Chair(s) works with the A/D office to recruit other lead volunteers, including the Communications Chair(s). Volunteer committee recruiting flows from here.

Class e-newsletters and broadcast e-mails To promote and provide information about Reunion Weekend, class e-newsletters and broadcast e-mails will be sent out periodically over the signature of the Communications Chair(s). These electronic communications will generally be designed with the help of an A/D staff member, along with input from the Communications Volunteers. In addition, the class list will be divided among all Communications Volunteers so that each classmate can be contacted individually by a volunteer, informed of the reunion plans and encouraged to attend the weekend activities. Means of Communication The Alumni/Development Office will initiate and/or send:

• Save the date postcards • Reunion invitation and registration materials • Online registration

Reunion Communications volunteers will initiate and/or send (with the A/D Office’s help):

• Class reunion letters (encouraging attendance, detailing the Saturday evening class dinner, and highlighting other reunion activities of interest)

• Phone calls and e-mails to classmates • Class e-newsletters and broadcast e-mails • LC Online communications (news notes) • Reunion class blogs • Reunion booklets (50th reunion only) • Any other creative communication ideas initiated by the committee

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Class-specific Reports and Annual Fund Update The reports listed below can be e-mailed to volunteers in an Excel spreadsheet. The ability to filter, sort, and correlate data via Excel has proven to be very useful to our volunteers. Your A/D staff member can assist you with standard or specialized Excel reports. Reports

• Class Giving History • Results from previous reunion class performances (giving, participation, attendance) • Biographical and employment information

Annual Fund Update The Annual Fund Update contains a newsletter, fundraising volunteer assignment summaries and updates, class reunion giving totals (starting in the spring), as well as other pertinent information. It is sent monthly beginning in October. The entire Annual Fund Update can be accessed online at www.loomischaffee.org/annualfund. Reminder e-mails are sent to volunteers when new updates are released. Locating Classmates Loomis Chaffee uses various resources to keep addresses and phone numbers updated. However, you may find there is either no address or phone number listed for someone you are contacting or that information is incorrect. Please take the following steps to remedy the situation:

• Visit www.loomischaffee.org and log onto LC Online. Use the alumni database to look up your classmate to see if there is updated contact information. Or, search other websites to find a new address, such as www.switchboard.com or www.whitepages.com.

• Call the Alumni/Development Office at 860.687.6273 for recent updates. • Call a classmate who you think may keep in touch with this person. • Call Directory Assistance for a new phone number.

** When you receive updated information please send it, fax it or e-mail it to the A/D Office as soon as possible. Our records can be kept up-to-date with your help!** A Note about Confidentiality Please be aware that giving records and contact information for alumni are confidential. Volunteers granted access to this information may do so only to conduct business on behalf of Loomis Chaffee. This information is not to be shared, and like the Alumni Directory, is not to be used for solicitation purposes for other causes.

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Class Events in Detail Friday Night Reception (for milestone 25th and 50th reunions only) There is a special reception on the Friday evening of Reunion Weekend for the respective milestone 25th and 50th reunions. The Class Events Committee, under the leadership of the Class Events Chair and with the help of an A/D staff member, has the option of organizing a program for the class’s Friday night reception. Examples of reception programs initiated by class events committees:

• Wine tasting • Art show

Saturday Night Dinner Program The Class Events Committee, under the leadership of the Class Events Chair and with the help of an A/D staff member, is responsible for organizing a class’s Saturday night dinner program. This is an opportunity for classmates to reconnect, to reminisce about their school days and to catch up on their lives since graduation. Examples of dinner programs initiated by class events committees:

• Trivia games • Slideshows • CDs/DVDs • Musical performances

Reunion Weekend Class Events The Class Events Committee may elect to plan other special class events during the weekend and is encouraged to do so! Examples of events initiated by class events committees:

• Tennis tournaments • Softball games • Family-oriented activities • Alumni presentations • Class meetings • Inviting favorite faculty to speak or give a presentation

Novelty Items The Class Events Committee also might consider designing a special novelty item for the weekend. Please note that Loomis Chaffee gives registered alumni a special reunion commemorative item when they check-in for Reunion Weekend; so, if you choose to create a take-away item, all costs incurred will be the responsibility of the alumni and not of Loomis Chaffee. Examples of novelty items:

• Coffee mugs • Baseball caps • Picture frames • T-shirts

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Section Four:

Reunion Timelines

and Schedule

Reunion

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Section Four: Reunion Timelines and Schedule

Timeline of Reunion Volunteer Responsibilities

• August/September 2008 o Recruit Overall Chairs (by A/D Office) o Recruit additional leadership as necessary (Communications, Class Events,

Fundraising Chairs) o Conference call with overall and committee chairs—discuss reunion program

and committee recruitment

• September/October 2008 o Committee members are recruited by chairs and alumni office staff o Set class goals for dollars to be raised, class giving participation and reunion

attendance (alumni office staff will prompt this process and initiate a conference call)

o Overall Chairs send “welcome” letter to class if they wish to do so (alumni office staff will provide templates and coordinate the mailing)

o Overall Chair(s) or Communications Chair(s) help write 1st reunion e-newsletter to class, encouraging classmates to “save the date”

• By end of October 2008

o Committees solidified (of course, this can be ongoing—we can always accept additional volunteers, but it would be great to get the majority on-board by this time)

• November 2008

o Overall Chair(s) solicits reunion committee chairs and members (alumni office staff will drive this process)

o Conference calls with fundraising, communications, class events committees o Fundraising and Communications Volunteers select a list of classmates they

wish to contact throughout the year (this process will be coordinated by alumni office staff)

o Communications committee members reach out to assigned classmates (message: “Save the Date”—Reunion Weekend, June 12-14, 2009)

• December 2008

o Reunion gifts or pledges made by all reunion volunteers who are on-board by this time

o 1st overall fundraising letter sent to the class, signed by overall/fundraising chairs (alumni office staff will help coordinate)

• January 2009

o Communications Chair(s) works on message for 2nd reunion e-newsletter o Fundraising Volunteers make personalized pitches via phone calls/e-mail o Class Events Committee, with the assistance of an assigned A/D staff member,

finalizes plans for any class-specific events it wants included on the Reunion invitation

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• March/April 2009 o Fundraisers write personalized 2nd solicitation letters and follow up via phone

and e-mail o Reunion volunteers pre-register for Reunion Weekend o Communications and Fundraising Volunteers continue calling and e-mailing,

continue to encourage attendance at reunion and giving (ONGOING)

• April 2009 o Communications Chair(s) work on message for 3rd reunion e-newsletter o All class-specific events planning completed.

• May 2009 o Final push for reunion attendance o Personal follow-up with assigned classmates for gifts

• June 12-14, 2009: Reunion Weekend o In addition to all the fun activities that will be planned for the weekend, we

ask that all reunion volunteers try to attend the Reunion Volunteer Recognition Reception on Saturday evening (usually held at the Head’s house). It’s a lot of fun!

• Post-reunion through June 30, 2009

o End of the Annual Fund year—final push for reunion gifts!

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Timeline of Communications sent from the Alumni/Development Office September 2008 Reunion Save the Date postcard mailed to all classes October 2008 Reunion Welcome Letter, Survey and Summer ’08 Reunion Newsletter

mailed to all classes E-newsletter encouraging alumni to “Save the Date” for Reunion (sent on

a class by class basis) December 2008 1st overall fundraising letter (sent on a class by class basis) February 2009 Reunion postcard mailed to all classes (detailing Reunion Weekend events) March 2009 Spring Reunion Newsletter mailed to all classes April 2009 2nd overall fundraising letter (sent on a class by class basis to non-donors) Reunion invitation mailed Reunion E-invite sent Pledge reminders sent to those celebrating a reunion with outstanding

pledges May 2009 Reunion postcard mailed to all classes (fundraising message) Reunion postcard mailed to all classes (detailing Reunion Weekend events) E-newsletter (reunion giving information and event updates) June 2009 Pledge reminders sent to those celebrating a reunion with outstanding

pledges 3rd overall fundraising letter (sent post-reunion to non-donors) Bulk e-mail sent as final solicit before close of Annual Fund (to non-

donors) July 2009 Summer Reunion Newsletter mailed to all classes

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Reunion Weekend Overview Reunion Weekend is held on campus usually during the second weekend in June. Reunion 2009 will take place June 12-14. This celebration marks the culmination of the extraordinary volunteer efforts to encourage reunion attendance, raise money, and increase giving participation. For three days, starting Friday afternoon and ending Sunday morning, Loomis, Chaffee, and Loomis Chaffee alumni will convene to relive some of their fondest memories, rekindle friendships with classmates and faculty, and reconnect to their school. Reunion kicks off on Friday night with an all-class dinner and late night party, and continues through the weekend with alumni/faculty presentations, campus tours, a memorial service, athletic games and family-friendly entertainment for all reunion classes. The Saturday night program includes a cocktail reception, individual class dinners, dancing to a live band, and another late night party. On Sunday, the weekend comes to a close with a farewell brunch. Please see the sample schedule below to help you plan your Reunion Weekend. The Alumni/Development Office and classmates will send more detailed information throughout the year. Specifics for your Reunion Weekend will be mailed along with your reunion invitation. Sample Weekend Schedule Friday, June 12 12:00 p.m.– 11:00 p.m. Registration 5:30 p.m.– 7:00 p.m. 50th Reunion Reception 6:00 p.m.– 8:00 p.m. 25th Reunion Reception 6:00 p.m.– 9:00 p.m. All-Class Reunion Cocktails and Dinner 9:00 p.m.– 11:00 p.m. Dancing to a live band 11:00 p.m. All-Class Late-Night Reunion Party Saturday, June 13 8:00 a.m.– 8:00 p.m. Registration 8:00 a.m.– 10:00 a.m. Breakfast 8:15 a.m.– 10:00 a.m. Chaffee Breakfast and Tour (Sill House, Palisado Campus) 9:00 a.m.– 11:00 a.m. Special Events

• Alumni/Faculty Presentations • Campus Tours

11:30 a.m.– 12:15 p.m. State of the School Address with Head of School 12:15 p.m.– 12:30 p.m. Alumni Parade 12:30 p.m.– 2:00 p.m Reunion Luncheon 2:00 p.m.– 4:00 p.m. Special Events

• Alumni/Faculty Presentations • Athletic/Recreational Games • Family-Friendly Activities • Class Meetings

4:30 p.m. –5:30 p.m. Memorial Service 6:00 p.m.– 7:00 p.m. Reunion Volunteer Recognition Reception 6:30 p.m.– 7:45 p.m. All-Class Reunion Reception 8:00 p.m.– 9:30 p.m. Individual Class Reunion Dinners 9:30 p.m.– 12:00 a.m. All-Class Reunion Dessert & Dance 12 a.m. All-Class Late-Night Reunion Party Sunday, June 14 8:00 a.m.– 11:00 a.m. Farewell Brunch

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Reunion

Section Five:

Reunion Giving

Overview

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Section Five: Reunion Giving Overview

Multi-year Gift Commitment The Reunion Program at Loomis Chaffee was established within the Annual Fund with the aim of improving reunion attendance, as well as alumni giving and participation during reunion years through increased and multi-year giving. Reunions provide the perfect opportunity for alumni to make a significant financial commitment to the Annual Fund by renewing or enhancing their support of the school. The school looks to its reunion classes for increased support of the Annual Fund by asking reunion celebrants to consider making gifts, in honor of reunion, that are a “stretch” beyond a typical Annual Fund gift. In fact, alumni celebrating reunions will be asked to participate in their reunion class gift by making a multi-year gift commitment to the Annual Fund. Typically, reunion donors will pledge an amount that will be paid over a three-year period and the entire three-year gift/pledge will be counted in class reunion gift totals. Reunion donors will be reminded of their pledges in the subsequent two years. They will not be asked for additional Annual Fund gifts during this time. For example:

• If you are a regular donor to the Annual Fund, we encourage you to increase your annual gift amounts for the next three years in honor of your reunion.

• If you are not a regular donor to the Annual Fund, we encourage you to make a three-year gift in order to ensure your participation for the next three years.

• If you have never given to the school’s Annual Fund, we ask you to participate in this year’s Annual Fund in honor of your reunion and encourage you to make a three-year gift.

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The Importance of the Annual Fund Generations of supportive alumni, parents and friends have helped to make Loomis Chaffee what it is today. Every year, the school relies on unrestricted current-use gifts from the Annual Fund to support vital programs such as financial aid, faculty support, technology enhancements and campus renewals. Last year, the Annual Fund raised $2.45 million in annual gifts. Currently, Loomis Chaffee lags behind its peers in overall alumni participation with 32%. The goal is to increase overall participation to 40% by 2009-10. We aim to increase participation four percent a year for the next two years. Current-use unrestricted funds are critical to the operation of the School. Currently, the Annual Fund provides 9% of the total operating budget. Increases in annual fund gifts allow the school to strengthen financial aid, recruit and retain the best new teachers, and construct and renovate existing buildings.

Revenue Sources

2008-09

Tuition66%

Endowment23%

Annual Fund9%

Summer Programs & Facility Rentals

2%

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Reunion Giving Crediting Guidelines All gifts of cash and appreciated securities to the Annual Fund made during the reunion year count toward reunion class totals. All commitments (cash and multi-year pledges) made by a class member between July 1 and June 30 count toward the reunion class total. Cash versus pledge crediting All cash gifts made to the Annual Fund count in class totals. The full amount of a multi-year pledge counts in the reunion class total, regardless of how much is paid during the current year. The donor should complete a reunion pledge form, which outlines the payment schedule over the course of the three-year commitment. Matching gifts All corporate matching gifts are counted as part of the donor’s gift or pledge and count in the reunion class total. Foundation and donor-advised fund gifts Gifts from an alumnus’s family foundation or donor-advised fund are counted as the donor’s gift and count in reunion class total. Bequests For classes celebrating their 50th reunion or higher, all documented bequest intentions are counted in the reunion class total. For classes celebrating their 45th or lower, bequest intentions are counted separately, with a class total for bequest intentions discounted to present day value. Of course, all bequests realized during the reunion are counted in all reunion class totals. Life income Gifts that establish charitable gift annuities or charitable remainder trusts will be counted at their fair market value when the agreement is funded if the donor is 60 years of age or older. Annual Fund giving society crediting/recognition Membership in Loomis Chaffee giving societies is based on Annual Fund gifts only. Determination of membership in any specific fund year depends on the level of the cash gift (not pledge) made within the Annual Fund year. Spouse crediting If a Loomis Chaffee couple from the same class makes a reunion gift, the reunion class will receive full credit for the gift. If the spouses are in different classes, the gift will be split evenly with each class receiving credit for half of the gift. Credit will be split evenly, unless other arrangements with the Alumni/Development staff have been made. Capital and/or endowment gifts Some reunion celebrants will make gifts to support the endowment or capital initiatives during their reunion year. These pledges, which can be paid over a five-year period, will be counted in the reunion class totals. If a capital or endowment gift is made between reunion years, the full pledge amount will be counted in the reunion totals. For more information on these initiatives, please call the A/D staff member assigned to your class. Restricted gifts Restricted gifts are counted in reunion class totals; however, the primary goal of the Reunion Program is to raise unrestricted dollars.

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Reunion Donor and Class Recognition There are several ways that Loomis Chaffee will publicly recognize donors for multi-year reunion gifts:

• Credit to the class during the reunion year for the full amount of the multi-year pledge • Membership for the donor in a specific giving society based on the cash gift (Annual Fund

only) in each given fund year Advantages of Multi-year Reunion Gifts

• Your class will be credited for the full gift/pledge during your reunion year • You will not be solicited for additional Annual Fund gifts for the next two years; you will

be reminded of your pledge balance each year

Example 1: Outright Annual Fund Gift A donor makes a reunion commitment to the 2008-09 Annual Fund of $2,000, to be fulfilled over 3 years. The class gets credit for a $2,000 gift in its reunion year.

• The donor’s first payment is $250 by June 30, 2009. He/she is a member of The Pelican Circle and listed as such in the 2008-09 Annual Report.

• The donor’s second payment is $750 by June 30, 2010. He/she is a member of The Island Circle and listed as such in the 2009-10 Annual Report.

• The donor’s third payment is $1,000 by June 30, 2011. He/she is a member of The Chaffee Society and listed as such in the 2010-11 Annual Report.

Example 2: Combined Annual Fund and Capital Gift A donor makes a capital commitment in his/her reunion year of $12,000 to be fulfilled over three years. The donor wishes to direct $2,000 to the Annual Fund and the remaining $10,000 to an endowed fund. The class gets credit for a $12,000 gift in its reunion year.

• The donor’s first payment is $2,250 ($2,000 capital; $250 Annual Fund) by June 30, 2009. He/she is a member of The Pelican Circle and listed as such in the 2008-09 Annual Report. In addition, he/she will be recognized for his/her capital gift in the 2008-09 Annual Report.

• The donor’s second payment is $3,750 ($3,000 capital; $750 Annual Fund) by June 30, 2010. He/she is a member of The Island Circle and listed as such in the 2009-10 Annual Report. In addition, he/she will be recognized for his/her capital gift in the 2009-10 Annual Report.

• The donor’s third payment is $6,000 ($5,000 capital; $1,000 Annual Fund) by June 30, 2011. He/she is a member of The Chaffee Society and listed as such in the 2010-11 Annual Report. In addition, he/she will be recognized for his/her capital gift in the 2010-11 Annual Report.

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Ways to Make a Contribution There are several ways that donors may contribute to Loomis Chaffee. Cash gifts The most common means of making a gift is by writing a check. All checks should be made payable to Loomis Chaffee. Checks should be mailed to the Alumni/Development Office in the postage paid, business reply envelopes (BRE) that are enclosed with all solicitation pieces. Credit card gifts Loomis Chaffee accepts MasterCard, VISA and American Express. In order to make a gift using a credit card, donors must provide the gift amount, card number, expiration date and their name as it appears on the credit card. This information may be supplied on the giving envelope, over the phone or on Loomis Chaffee’s secure website (www.loomischaffee.org). Gifts of Securities It is important that you contact Lisa Salinetti Ross, Director of the Annual Fund, at 860.687.6277 or lisa_ross@loomis.org, to inform the school of your intention to give securities. DELIVERY INSTRUCTIONS FOR GIFTS OF APPRECIATED SECURITIES 1. Electronically transfer shares into one of the school’s accounts, based on the information below: For all lots of 2,000 shares or more, and all NASDAQ stocks: DTC participant #: 5198 Account Name: The Loomis Chaffee School Account #: 81404069 Contact: Geoffrey Karp Merrill Lynch Cityplace II 185 Asylum Street Hartford CT 06103 Phone: 860-728-3666 Fax: 860-331-8363 For all other transfers: DTC participant #: 0221 Account Name: The Loomis Institute Account #: HG-69797-AR Contact: Dawn Fernandes UBS Financial Services, Inc. 90 State House Square, 14th floor Hartford, CT 06103 Phone: 860-727-1523 Fax: 860-727-1514 Please notify the Alumni/Development Office when transfer has been made.

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2. Send stock certificates directly to the school. They should be delivered to: The Loomis Chaffee Annual Fund Attention: Alumni/Development Office Windsor, CT 06095 860-687-6277 / 860-688-4661 (fax) Securities may be endorsed in blank (the donor’s signature only) and sent to the above address. If stock certificates are unendorsed, please send a stock power, on which the signature only has been filled, under separate cover. Contact Lisa Salinetti Ross, Director of the Annual Fund, at 860.687.6277 or lisa_ross@loomis.org, with questions. Matching gifts Matching gifts from corporations and foundations are an important source of Annual Fund revenue. Such gifts are an excellent opportunity for donors to increase (double or even triple) the amount of their contribution. All matching gifts are credited to the donor’s class. If the donor does not work for a matching gift company but his/her spouse is employed by such a company, a match from that employer may be possible. Guidelines for matching gifts vary by company (please visit www.loomischaffee.org/waysofgiving for more information). Specific inquiries regarding matching gift policies, procedures and payment schedules should be made to the personnel office of the donor’s employer. Pledges Donors willing to make a commitment to the Annual Fund, but not yet wishing to make a payment, may do this by making a pledge. A pledge is a promise to make a specified payment by the close of the Annual Fund (June 30, 2009). In the case of reunion giving, a pledge may be fulfilled over a three-year period, with the first installment due June 30, 2009. Encouraging donors to make a pledge, particularly early in the reunion year, is an important tool for establishing momentum.

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Giving Societies Giving societies provide structure, recognition and purpose for donors who are committed to sustaining and supporting the school with unrestricted gifts to the Annual Fund. This structure enhances alumni giving and the societies are particularly helpful in motivating donors to “stretch” to new giving levels during their reunion year. The efforts of volunteers are very important in securing gifts to the school and your assistance in spreading the word is greatly appreciated. Therefore, please mention the giving societies in your solicitation of classmates.

$25,000+ The Founders Society

$10,000 - $24,999 The Homestead Society

$5,000 - $9,999 The Confluence Society

$2,500 - $4,999 The Batchelder Society

$1,874 - $2,499 The 1874 Society

$1,000 - $1,873 The Chaffee Society

$500 - $999 The Island Circle

$250 The Island Circle (Alumni 6 – 10 years out)

$100 The Island Circle (Alumni 1 – 5 years out)

$1 - $499 The Pelican Circle

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Reunion

Section Six:

Reunion Awards

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Section Six: Reunion Awards Loomis Chaffee publicly recognizes reunion classes by awarding the following reunion awards: The Nat Follansbee Award for class participation to the two classes (one for classes 30th-60th, one for classes 5th-25th) achieving the highest rate of Annual Fund giving participation. The Daniel Wells ’34 Award for total Annual Fund class giving to the two classes (30th-60th and 5th-25th) raising the largest Annual Fund class gift. The James and Abigail Chaffee Loomis Award for total overall giving to the two classes (30th-60th and 5th-25th) raising the largest class gift overall (Annual Fund and capital gifts). The F. Evelyn Smith ’50 Award for highest reunion attendance percentage in the Chaffee years. The Alexander “Pat” Murphy ’27 Award for highest reunion attendance percentage in the Loomis years. The Glover ’48 and Jane Mackay Howe ’49 Award for highest reunion attendance percentage in the Loomis Chaffee years. The Stephen Conland ’35 Award for volunteer effort to the reunion class whose volunteers demonstrated superior commitment, energy and enthusiasm in their reunion year. Because the Annual Fund does not officially close until June 30th of each year, awards relating to giving will not be awarded until after that date. All other awards will be presented at the Reunion Volunteer Recognition Reception held during Reunion Weekend.

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Section Seven:

Miscellaneous

Reunion

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Section Seven: Miscellaneous

2008-09 School Information and Statistics

Sheila Culbert, Ph.D., Head of School Christopher K. Norton ’76, Chairman, Board of Trustees THE SCHOOL • 300-acre semirural campus in historic Windsor, Connecticut • 5-to-1 student-to-faculty ratio • 4-to-1 boarding student-to-residential faculty ratio; 10 dormitories with 31 live-in faculty families • 190 courses (regular, advanced and Advanced Placement) and independent study • average class size: 12 • 64 girls and boys interscholastic teams in 18 sports; 19 intramural sports offerings • fully computerized and wired campus including e-mail and Internet access from all labs and classrooms; wireless network covering academic buildings and public spaces • numerous extracurricular organizations and an active community service program • trimester schedule; classes held on alternate Saturday mornings • Katharine Brush Library: 60,000 books; more than 42,000 ebooks; access to more than 10,000 periodicals and scholarly journals; 4 major newspapers with access to 65 current full-text newspapers and 12 historical newspapers; 1,500 videos and DVDs; 2,000 CDs; extensive microfilm collection; 18 public computers; full electronic reference and information services; 50 subscription databases • School Year Abroad Program in China, France, India, Italy and Spain • Special programs: The Mountain School (Vt.), CITY Term (N.Y.), term in Germany THE STUDENTS • 725 enrollment (400 boarding, 325 day) • 50% male, 50% female • from 20 countries and 25 U.S. states • 21% students of color; 9% international students • 70 Advanced Placement Scholars (2007 • National Merit Finalists: 24 in the last three years • National Merit Commended: 70 in the last three years • SAT: The middle 50% of the Class of 2008 scored in the ranges of 570–700 (critical reading), 570–700 (mathematics) and 590–700 (writing). THE FACULTY • 150 members • 50% male, 50% female • 111 advanced degrees (master’s degrees and doctorates) • 50% of full-time teaching faculty at Loomis Chaffee for 10 years or longer FINANCES, TUITION AND FINANCIAL AID • $200 million endowment; $31 million annual operating budget • $2.45 million in Annual Fund contributions (2007–08) with 58% current parent participation • $41,200 boarding tuition; $31,100 day tuition • $6 million in need-based financial aid awarded to 30% of student body

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Travel and Accommodations TRAVEL Traveling to Windsor for reunion is easy since Loomis Chaffee, located off exit 36 on Interstate 91, is near Bradley International Airport and Windsor Amtrak Station. ACCOMMODATIONS Loomis Chaffee offers on-campus housing in the dormitories for a nominal fee. Many alumni enjoy staying on-campus and reliving their Loomis Chaffee experience. However, alumni preferring the amenities of a hotel have a choice of several area accommodations. Alumni wishing to take advantage of these services should mention Loomis Chaffee when making reservations at these special hotels. HOTEL INFORMATION Area hotel options are listed here. Ask for the special Loomis Chaffee rate when making your reservations.

Courtyard by Marriott 1 Day Hill Road Windsor, CT 860 683 0022 www.marriott.com

Hilton Garden Inn 555 Corporate Drive Windsor, CT 860 688 6400 www.hilton.com

Marriott Airport Hotel 28 Day Hill Road Windsor, CT 860 688 7500

www.marriott.com/bdlap CAR RENTALS There are several area car rental agencies ready to meet your travel needs.

Avis 800 831 2847

Budget 800 527 0700

Hertz 800 654 3131

National 800 227 7368

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2008-09 Trustees of the Loomis Chaffee School

Joel B. Alvord ’56

John M. Bussel ’87

Andrew M. Carter ’58

Pauline W. Chen ’82

Nancy W. Collins ’91

Dexter D. Earle ’60

William H. Flammer, Jr. ’43

Albert F. Freihofer ’69

Jason H. Karp ’94

Peter F. Kern ’73

Kimberly R. Kravis ’93

Sarah L. Lutz ’85

Douglas W. Lyons ’82

Wilkes McClave III

Christopher K. Norton ’76 (Chairman)

Stephen E. Paul ’85

Dang T. Phan ’79

Mary Bucksbaum Scanlan ’87

Peter M. Seigle ’65

Harvey J. Struthers, Jr. ’60

James L. Widdoes ’72

Sheila Culbert, ex-officio

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Glossary of Terms

ANNUAL FUND YEAR Loomis Chaffee’s Annual Fund year runs from July 1 through June 30. BRE (Business Reply Envelope) The postage-paid envelope used by donors to mail gifts to the school. CLASS PARTICIPATION Participation is calculated by dividing the number of donors in the class by the number of solicitable people in the class. The overall participation of alumni is very important to the school especially during a reunion year! LYBUNT An acronym for an individual who has given Last Year But Unfortunately Not This year. MATCHING GIFT Corporate match of an employee’s gift, usually doubling or tripling the personal gift. This is an important source of funds for the school. The donor’s class receives credit for the additional match amount. NEVER-EVER DONOR A donor who has never contributed to the school and, therefore, has no giving history. NON-DONOR A donor who has not given in the past five years, but may have given previously. PLEDGE A written or verbal promise of a gift to be paid within a designated time period. The Alumni/Development Office formally acknowledges specific pledges with a receipt. REGULAR DONOR A consistent donor, one who gives year after year. A major candidate for an increased gift. SYBUNT An acronym for an individual who has given Some Years But Unfortunately Not This year. UNRESTRICTED GIFT The most common form of giving. These gifts are made without restriction to Loomis Chaffee and are used to meet operating budget needs. They can be made in cash, by check or money order, credit card (Visa, MasterCard, American Express), or appreciated securities.

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