ADV: Reunion Transportation Coordinator (S9808X)
Summary, Scope, and Responsibilities
The Reunion Transportation Coordinator is solely responsible for the golf-cart usage and radio communication preparation, logistics and training during Reunion Weekend. Specific duties are outlined below.
Reunion is a weekend long event, bringing over 1,300 alumni together between 14 classes. Reunion Bates stars work directly with the alums on campus, giving help wherever and whenever it is needed. Bates stars begin their work with an orientation dinner, during which they learn to use the golf carts and what their responsibilities are not only with the class they are hosting, but with the other alums on campus as well. The festivities begin on Friday and last until Sunday, during which time Bates stars are “on-duty” with their walkie-talkies on and ready for whatever may be needed.
Specific responsibilities include, but may not be limited to:
The Reunion Transportation Coordinator is one of three to four Reunion Leaders that put a lot of prep work into Reunion during the preceding weeks. In addition to helping to recruit, interview, hire and train Bates Stars, stuffing registration packets, and assisting professional staff before RU, the RTC also is solely in charge of the 30+ golf carts during Reunion. This means tracking and distributing keys when they arrive on campus Wednesday, conducting a training session and then administering individual driving tests for each Bates Star, making sure that all carts are labeled and locked up each night in Gray Cage and taken out in the mornings, troubleshooting mechanical problems/making sure all golf carts are functioning properly, and collecting keys and returning them to the golf cart company upon pick up. The logistics and organization of 30+ vehicles can be very challenging, particularly when they are scattered across campus. The RTC must make sure that all Bates Stars are using the golf carts appropriately, safely, and most efficiently, with priority being transporting elderly or disabled alumni.
In addition, the RTC will also be in charge of cataloging, distributing, testing and training all Bates Stars on walkie-talkie usage. The use of radio communication is probably one of the most important tools Reunion staff has.
The responsibilities of a Bates Star are not only for their specific class, but for all alumni on campus. Although each Bates Star is primarily responsible for his/her class, a Bates Star is expected to provide assistance to anyone who may need it throughout the weekend. Bates stars usually begin their weekend on the Wednesday before Reunion, with an orientation, golf-cart training and test and BBQ. Those who are assigned to the 50th Reunion class will begin Thursday morning, others Friday morning, by decorating the dorm in which his/her class will be staying; this may include blowing up balloons, hanging streamers in the lounges of the dorm(s) and transporting food, water, coolers, etc. to the dorm to ensure that each building is adequately supplied. Often times Bates Stars are given pictures to help decorate the lounge(s) and posters (or asked to make their own) which welcomes their class to Reunion. Bates Stars usually remain in the dorm while their class arrives, providing assistance to those who may need help carrying suitcases. Bates Stars are also responsible for making sure each alum is able to get into his/her room, hassle-free. If there is a problem with a key (which oftentimes there is), it is up to the Bates Star to make that alum his/her number one priority and fix the problem as quickly as possible. Bates Stars must also be available incase an alum needs extra supplies, such as towels, blankets, soap, etc. Once alums arrive and activities begin on campus, Bates Stars must be available to transport alums to wherever they may need to go, including class meals, panel speakers, and the Memorial Service. Before the class parade, Bates Stars help their class assemble costumes, make signs, group for the parade, etc.
Bates Stars may also be called upon to work in registration for an hour or two or as a meet & greet person at Commons or other venues where an activity may be occurring (or even to dress up as the Bobcat). Bates Stars eat meals in Commons with the alums and stay in the same dorm with their class, still available incase anyone has any problems. Bates Stars begin every morning at 7:00AM by bringing all golf carts from the Gray Cage to campus, and end every night (once all alums are in their dorms or are no longer in need of golf carts) by returning every cart to the Gray Cage.
The most important responsibility of a Bates Star is making sure EVERYONE on campus is happy the entire weekend. They are always “on” and need to be prepared to answer any question an alum has, give directions, transport someone somewhere, troubleshoot a problem, direct them to a staff member and relay any feedback to the Alumni and Parent Engagment Staff. It is an exciting weekend for alums, especially those seeing their friends/the campus for the first time in 50 years, so it is up to the students to provide as much assistance as possible, in order for the alums to maximize and enjoy their time with their friends. Bates Stars are expected to be the front face for our office and must always be professional, helpful, friendly and willing to do whatever is needed at a moment’s notice. They are required to attend the following activities (including set-up, greeting, staffing and tear-down):
- Wednesday Orientation and BBQ
- Thursday 50th Lunch or Dinner (if they are that class’s host)
- Friday Welcome Centers in each class’s lounge on campus
- Friday lunch
- Friday evening Lobster Bake
- Friday evening fireworks and bonfire
- Saturday parade
- Alumni Council meeting
- Saturday picnic lunch and ice cream social
- Each class’s afternoon activity/programming
- Saturday evening class-specific banquet
- Saturday evening Gala
- Sunday brunch
- Sunday Memorial service
- Sunday afternoon Bates star thank-you BBQ
These are the minimum time requirements. In between, Bates Stars are expected to be with their class in their respective dorms, assisting staff members or transporting people across campus. They can expect to be on-call for the entirety of the weekend.