Rewind Reunions
Company Overview
Deliver full-service, stress-free high school reunion experiences — from initial committee consultation through the night of the event — including venue booking, catering, entertainment, invitations, RSVP management, budget oversight, photography coordination, and a fully managed reunion website for every client.
Rewind Reunions is a high school reunion coordination company serving reunion committees across the country. We handle every detail of reunion planning from A to Z, including building and managing a custom website for each client event. Our clients are the volunteer committees who organize reunions for their graduating class — people who care deeply about the experience but don't have time to manage every moving part.
Core Services
Full-service reunion planning · Venue sourcing & booking · Catering coordination · Entertainment & DJ booking · Custom invitation design & mailing · RSVP management · Budget management · Reunion website creation & management · Photography & videography coordination · Memory book production · Night-of event coordination · Post-event memory delivery · Unincorporated association formation (EIN, charter, bank account setup)
Values
- ◆ Every reunion tells a unique story — our job is to tell it beautifully.
- ◆ Committees trust us completely; we handle every detail so they can enjoy the reunion.
- ◆ Transparent pricing, honest timelines, and proactive communication at every step.
- ◆ Nostalgia is our product; professionalism is our promise.
Paperclip Platform
Rewind Reunions operates as an AI-native company using Paperclip — an open-source AI agent orchestration platform (github.com/paperclipai/paperclip). Paperclip functions as the company's operating system: it runs AI agents as "employees," assigns tasks, enforces budgets, maintains audit logs, and surfaces decisions requiring human approval.
How It Works
- 1. Agents activate on scheduled heartbeats or when assigned a task
- 2. Every action is logged in an immutable audit trail
- 3. Agents cannot exceed their monthly AI spend cap — Paperclip hard-throttles them
- 4. Any action above a dollar threshold pauses for board approval (you)
- 5. The human board member (you) retains override authority on every decision
Org Chart
Agent Roster
| Agent | Reports To | Heartbeat | Budget | Key Responsibilities |
|---|---|---|---|---|
| Chief Executive Officer | Board (human) | Daily | $150 | Company goal alignment, daily status review, client project approval, board escalation, cross-department coordination |
| Head of Client Relations | CEO | Assignment | $100 | Inquiry response, committee onboarding, discovery calls, proposal prep, ongoing committee communication |
| Client Success Coordinator | Head of Client Relations | Assignment | $60 | Routine client emails, CRM records, RSVP tracking, reminders, status reports |
| Head of Event Planning | CEO | Assignment | $120 | Venue sourcing, catering, entertainment, vendor contracts, master event timeline, photography/videography |
| Venue & Vendor Coordinator | Head of Event Planning | Assignment | $60 | Venue research, vendor outreach, comparison reports, booking execution, contract tracking |
| Night-of Logistics Coordinator | Head of Event Planning | Assignment | $50 | Night-of timeline, vendor scheduling, staff briefings, contingency plans, post-event memory delivery |
| Head of Digital Services | CEO | Assignment | $120 | Oversees company website, all client reunion sites, RSVP systems, class memory pages, digital archives |
| Web Developer | Head of Digital Services | Assignment | $100 | Builds & maintains rewindreunions.com. Builds all client reunion sites, integrates RSVP/Stripe, deploys hosting, maintains performance |
| Digital Content Coordinator | Head of Digital Services | Weekly | $70 | Owns all copy for rewindreunions.com + blog + company social. Writes client reunion site copy, email campaigns, RSVP pushes, class memory content |
| Finance Manager | CEO | Weekly | $80 | Per-project budgets, vendor invoices, client billing, P&L reporting, budget alerts. Owns entity formation service — EIN guidance, charter generation, bank account setup, Stripe activation tracking |
Budgets & Approval Thresholds
| Agent | Monthly AI Cap | Note |
|---|---|---|
| CEO | $150 | Daily heartbeat; highest activity |
| Head of Client Relations | $100 | |
| Client Success Coordinator | $60 | |
| Head of Event Planning | $120 | |
| Venue & Vendor Coordinator | $60 | |
| Night-of Logistics Coordinator | $50 | |
| Head of Digital Services | $120 | |
| Web Developer | $100 | Increased — owns company site + client sites |
| Digital Content Coordinator | $70 | Increased — weekly scheduled heartbeat |
| Finance Manager | $80 | Weekly heartbeat |
| Total Maximum | $910 | Hard ceiling; actual spend typically lower |
Board Approval Thresholds
Agents pause and escalate to you (the board) before any action exceeding these limits.
| Category | Approval Required |
|---|---|
| Venue contracts | > $10,000 |
| Catering contracts | > $5,000 |
| Any single vendor | > $3,000 |
| Client refunds | > $500 |
| New agent hires | Always |
Service Packages
- Dedicated client relations manager
- Discovery call & full event brief
- Venue research, shortlisting & booking
- Catering coordination & menu finalization
- Entertainment / DJ booking
- Custom invitation design (digital + optional physical)
- RSVP management & attendee tracking
- Custom reunion website (RSVP, memories, gallery)
- Hotel room block coordination
- Photography & videography booking
- Photo booth booking
- Budget tracking & vendor payment coordination
- Master night-of timeline & vendor briefings
- On-site coordination support
- Post-event gallery, video highlights, & survey
- Final project closeout report
- Printed memory book / yearbook supplement
- Custom merchandise
- Multi-day weekend programming
- Shuttle / transportation coordination
- Charity fundraiser integration
- Entity formation (EIN, charter, bank account setup)
- Custom-branded reunion website
- Event information pages
- RSVP and ticket payment system
- Class memory portal (bio & photo uploads)
- Email invitation campaign (3 sends)
- Social media graphics & posting templates
- Live attendee tracking dashboard
- Post-event photo gallery
- Site managed through event date + 60 days
- Physical invitation design & print
- Video highlights page
- Hosting beyond 60 days post-event
- Entity formation (EIN, charter, bank account setup)
- Venue research, shortlisting & booking
- Catering coordination
- Entertainment / DJ booking
- Photography & videography coordination
- Master night-of timeline
- Vendor briefing documents
- Budget tracking for event vendors
- Digital Rewind (add website + RSVP)
- On-site coordination support
- Memory book coordination
- Entity formation (EIN, charter, bank account setup)
Full Rewind: 15–20% of total event budget (minimum flat fee) · Digital Rewind: Flat fee by scope · Logistics Rewind: Flat fee per vendor category + night-of fee
Client Intake Workflow
Triggered by any inbound inquiry — web form, email, or referral. Owned by the Head of Client Relations.
- Respond within 24 hours with welcome email + intake form link
- Log inquiry in CRM (contact info, school name, class year)
- Send full intake questionnaire
- Review completed intake questionnaire
- Discovery call or async Q&A with committee
- Confirm event date, headcount, and budget range
- Assess service package fit (Full / Digital / Logistics)
- Prepare project proposal for CEO review
- Review proposal from Head of Client Relations
- Approve or adjust pricing and scope
- Send proposal + service agreement to committee
- Collect signed contract and deposit
- Create project record in Paperclip
- Assign milestone tasks to all department heads
- Set project milestones and deadlines
- Client Success Coordinator sends kick-off welcome packet
Project Lifecycle
End-to-end task flow for a single reunion project after contract is signed. Each milestone is a Paperclip task assigned to the relevant agent.
Company Website — rewindreunions.com
The primary public-facing marketing site for Rewind Reunions. Attracts new reunion committees, explains services, and drives inbound inquiry submissions. Contact form submissions fire directly into Paperclip as tasks for the Head of Client Relations agent.
Tech Stack
Site Pages
- Hero + "Start Planning Your Reunion" CTA
- 3 value props + service package overview
- How It Works (4-step process)
- Testimonials + featured case study
- Full Rewind, Digital Rewind, Logistics Rewind cards
- Included features per package
- Get a Quote CTA → /contact
- FAQ section
- Visual planning timeline (mirrors M1–M7)
- Committee vs. Rewind Reunions responsibilities
- What's included in every reunion website
- Company story and mission
- Team section
- Company values
- Reunion planning tips, committee guides, venue ideas
- Success stories (client spotlights)
- SEO-targeted — 2 posts/month minimum
- Abbreviated intake form (key fields only)
- Webhook → Paperclip task on submit
- Auto-confirmation email via Resend
- 24-hour response promise
- Feature showcase for client sites
- Mockups / screenshots
- RSVP, class memories, gallery, countdown
- "Every client gets their own website"
SEO Targets
Client Reunion Websites
Every client receives a custom-branded reunion website as part of their service package (included in Full Rewind; standalone in Digital Rewind). The Web Developer builds each site from a standard component library, customized per the client brief. Sites are hosted on a subdomain: classyear-schoolname.rewindreunions.com
Tech Stack (Per Client Site)
Standard Pages Per Client Site
- School + class year + event date hero
- Countdown timer
- Committee welcome message
- "X classmates already registered" social proof
- Date, time, address, venue photos
- Dress code / theme info
- Parking, hotel block, schedule
- FAQ
- Ticket tiers (Individual, Couple, Table)
- Stripe payment processing
- Dietary restrictions, plus-one collection
- Waitlist if sold out
- "Where Are They Now" attendee directory
- Memory wall (short posts)
- Throwback photo uploads
- Class polls
- Pre-event: throwback photos
- Post-event: professional gallery
- Video highlights embed
- Committee bios & photos
- Contact form → Client Success Coordinator
- Refunds, accessibility, kids, parking
Entity Formation Service
Rewind Reunions guides reunion committees through forming a lightweight legal entity — an Unincorporated Association — so they can hold a dedicated bank account and connect Stripe for ticket sales cleanly and legally. This is an optional add-on available with any service package, and is handled entirely by the Finance Manager agent.
Without a dedicated entity, a committee member's personal bank account collects thousands of dollars in ticket sales — creating personal tax liability, IRS ambiguity, and personal financial risk. This 3-step process, completable in under an hour of actual work, eliminates all of that. Stripe is satisfied, the IRS is satisfied, and the committee's personal finances stay clean.
Step 1 — Get the EIN ~10 minutes · Free
An Employer Identification Number (EIN) is the committee's Tax ID — required by Stripe and any bank for a non-personal account. Obtained free, directly from the IRS.
- Go to IRS.gov and search "Apply for EIN online" (IRS EIN Assistant)
- Entity Type → "View Additional Types, Including Tax-Exempt and Governmental Organizations"
- Sub-Type → "Community or Volunteer Group"
- Reason → "Banking Purposes" — this is the key selection
- Name → formal committee name, e.g.
Niles West Class of 1976 Reunion Committee - Address → responsible party's mailing address (or Rewind Reunions' address)
- Complete application → download the CP 575 confirmation PDF immediately — this is the official EIN letter
Step 2 — Draft the Charter ~5 minutes
Banks require proof the group exists. Since there's no state incorporation, the committee simply signs a short self-drafted document — Rewind Reunions generates this for them, pre-filled with their details.
The Finance Manager generates a pre-filled charter from our standard template. The committee only needs to sign it. The document contains three core statements:
Signed and dated by the committee chair (and co-organizer if applicable). No notarization required.
Step 3 — Open the Bank Account ~30–60 min in person
With EIN and signed charter in hand, the committee opens a dedicated checking account in the association's name. This is then connected to Stripe.
What to bring to the bank:
- ✓ CP 575 EIN confirmation letter
- ✓ Signed charter / bylaws document
- ✓ Government-issued photo ID (responsible party)
Where to go:
Local credit unions first — they are typically more accommodating for unincorporated associations than large national banks. Request a "Community" or "Unincorporated Association" business checking account.
After the account is open:
Connect the bank account to Stripe using the EIN. Stripe verifies and approves — payment collection on the reunion website can then go live.
Why This Is the Right Solution
Sees a valid EIN paired with a matching bank account — satisfies business verification requirements.
Not claiming tax-exempt status. Ticket revenue is clearly "event funds," not personal income. Clean and transparent.
Money never touches any personal checking account — personal taxes stay clean, personal liability is removed.
Quick Start — Paperclip Setup
-
Install Paperclip
Runnpx paperclipai onboard --yesand follow the prompts. Choose Local Trusted Mode (single-user, no login required) and the embedded PostgreSQL database. Or clone the repo and runpnpm install && pnpm dev— UI available atlocalhost:3100. -
Create the Company
In the Paperclip UI → New Company → Name: Rewind Reunions. Paste the goal frompaperclip/company.json. -
Hire the 10 Agents
Top-down order: CEO → department heads → coordinators. Use adapter claude-code for all. Copy each agent'sjob_descriptionfrompaperclip/org-chart.json. Set heartbeats: CEO and Finance Manager → Daily/Weekly scheduled; all others → Assignment. -
Set Board Approval Thresholds
In Paperclip governance settings: venue contracts > $10K, catering > $5K, any vendor > $3K, client refunds > $500, new agent hires always require your approval. -
Assign the CEO Its First Task
Title: Company Initialization — Rewind Reunions. The CEO will review the company goal, confirm all department heads are active, and create a company overview document. It cascades tasks to the full team from there. -
Open for Business
When an inquiry arrives, create a Paperclip task assigned to the Head of Client Relations: New Inquiry — [School Name] Class of [Year]. The intake workflow runs automatically.
File Reference
├── overview.html ← This document
├── rewind reunions logo.png
└── paperclip/
├── SETUP.md Full Paperclip onboarding guide
├── company.json Company name, goal, services, values
├── org-chart.json All 10 agents — roles, budgets, job descriptions, heartbeats
├── intake-questionnaire.json Full client intake form field definitions
├── service-packages.json Three service tiers with included items & add-ons
├── budgets.json Per-agent AI caps + board approval thresholds
├── workflows/
│ ├── new-client-intake.json Inquiry → signed contract workflow (4 phases)
│ ├── reunion-project-lifecycle.json Full A-to-Z project milestone workflow (M1–M7)
│ └── entity-formation.json Unincorporated association formation — EIN, charter, bank account (3 steps)
├── templates/
│ └── charter-template.md Fillable charter / bylaws document — Finance Manager generates per client
└── website/
├── company-website-spec.md rewindreunions.com — pages, tech stack, SEO, launch checklist
└── reunion-site-template.md Standard client reunion site structure & tech stack