How to organise Secret Santa across alumni year groups

To run Secret Santa in an alumni association, form a separate group of volunteers, agree a comfortable spending limit and decide how gifts will be handed over before drawing names. Membership alone is not consent to take part. People from different graduating classes may never have met, so a few clear preferences matter more than shared memories.

This guide is for organisers preparing an adult alumni exchange. A school or classroom exchange has a different setting and requires a different role for adults.

Decide who the exchange is for

Invite the whole adult association, a local chapter or confirmed reunion attendees. Do not automatically copy the membership list and contact details into a game. An open invitation works if you can wait for individual replies. An in-person exchange works best when everyone has a practical handover option.

Do not promise that every match will cross year groups. If this is essential, check whether your chosen drawing method supports that restriction.

Prepare the exchange in five steps

1. Send an invitation separately from association business. Make clear that declining will not affect other activities.
2. Collect individual agreement by one deadline. Ask about attendance, not home addresses in the group chat.
3. Request two or three preferences: “I enjoy handwritten notes; muted colours; no sweets,” for example. No biography or financial details are needed.
4. Confirm the final group before drawing names. Remove withdrawals before the draw.
5. Confirm handover arrangements. If someone later withdraws, discuss a solution privately with those affected instead of silently changing matches.

A private spreadsheet and a manual draw are enough without a service. Check that nobody draws themselves and that everyone gives and receives one gift. Send each result privately; checking the list and delivering messages remain manual tasks.

A sample timetable and invitation

For a reunion on 20 December, an organiser might close sign-ups on 1 December and draw names on 3 December. This is an example, not a delivery promise. Anyone posting a gift should check the relevant timings separately.

> We are arranging an optional gift exchange for adult alumni. Sign up by 1 December; names will be drawn on 3 December; gifts will be exchanged at our reunion on 20 December. Our proposed limit is 1,000 roubles, subject to everyone agreeing before we start. You are welcome to skip the exchange. To join, confirm and share two or three gift preferences. If you cannot attend, we will agree another handover privately.

The amount is illustrative. Do not tie spending to seniority, job title or the perceived status of a graduating class. Avoid in-jokes that only one year group understands.

Keep handover details private

Use a recipient label that distinguishes people with the same name. Do not publish addresses, phone numbers or travel plans in a shared list. Share delivery details privately, with the recipient's consent, only with the people who need them.

For participants spread across cities, the remote-team guide covers further practical arrangements. Alumni participation should still remain entirely voluntary.

Where Osanta can help

The online game page describes a first step using the organiser's email, followed by a game name, draw date and budget. Participants receive one link for their preferences and their match by email on the draw date; they do not need separate accounts. This reduces manual result messages and scattered preference lists.

The association must still agree membership, budget and delivery itself.

Before you start

• Every adult player has personally opted in.
• Gift and delivery costs are understood.
• Preferences and unwanted categories are clear.
• Sign-up, draw and handover dates are distinct.
• Non-attendees have a practical handover option.
• Addresses and personal contacts are absent from shared lists.
• Everyone knows whom to contact privately if plans change.