Family Reunion

Step-By-Step
Family Reunion
Planning
Step-By-Step FAmily Reunion Planning
10 Steps to Family Reunion Success

Whether you’re expecting a dozen cousins or several hundred relatives,
planning a meaningful, memorable and fun family reunion is a challenge. It
takes time, organizational skills and a sense of humor. These 10 steps will
help make your reunion a success—and keep you sane.
By Mary Snyder
1
Make a plan. ȕȕ Finance director: handles the reunion checking account, main-
Start by picking a date and location. Professional planner Bill tains the budget, makes purchases
Gunkel of Reunions Unlimited recommends you begin plan- ȕȕ Lodging liaison: Finds accommodations and negotiates group
ning at least 12 months ahead. Your best first step, he says, discounts
is sending questionnaires to family members to get input on ȕȕ Food director: works with the caterer or handles the potluck
when, where and what they want. ȕȕ Correspondence officer: communicates with family members
Gather a committee to select three possible dates and locations. ȕȕ Entertainment director: organizes activities for a variety of ages
Send questionnaires asking family members to rank the options. While ȕȕ Reservations officer: tracks who’s coming
you can’t meet everyone’s needs, a survey is the best tool for finding ȕȕ Mementos procurement: gathers mementos for display
out what works for most relatives. ȕȕ Welcome committee: makes name tags, agendas and signage;
2 3
mans registration; helps people mingle
Recruit and delegate. Create a command center.

No one person can manage all aspects of a family reunion. A reunion generates paperwork: Even with subcommit-
Surround yourself with capable and enthusiastic committees, the reunion chairperson needs copies of pertinent
tee members. As the chairperson, you’ll oversee the event, information, such as contracts with food vendors, updated
handle communications between committees, coordinate registration information, and lodging details.
the volunteers—and occasionally play peacemaker. You might keep everything in a simple file folder, or you
For small events with 20 or 30 people, you’ll need only a few volun- may want separate folders for each committee in a file box.
teers. Large events require more volunteers and committees. Here’s a
brief list of reunion jobs:
2
<familytreeuniversity.com>
4
Build a budget. ȕȕ Give away freebies, such as imprinted pens or notepads, at
Cost can be a big factor in attendance, says Katy Anderson, registration
owner of Reunion Masters in San Jose, Calif. “Keep your ȕȕ Share your family’s story
costs down or try to give the family plenty of lead time to ȕȕ No matter how different your relatives are, your family heritage is
budget.” She recommends 12 to 18 months. one thing you all have in common. Celebrate it by setting out old photos
Give an idea of the price in the first mailing. For more- and memorabilia. Incorporate food, music and decorations from your
expensive get-togethers such as cruises, Anderson suggests offering family’s ancestral homeland.
monthly payment options. ȕȕ Use the opportunity to make a family photo album (everyone brings
In mailings, asking each family to pitch in a set amount of seed money pictures and create a page), a book of family stories, a video of reunion
is a good way to offset startup costs. Get more dough with our fundraising footage, or a family recipe book.
ideas. Include financial updates in mailings.
5
Prepare a back-up plan. For more-expensive get-togethers
If your reunion will be outside, reserve a pavilion that can
accommodate all the attentees in case of unexpected such as cruises, Anderson suggests
weather. Pack a few board games or crafts for the children
can do indoors. offering monthly payment options.
6 9
Get the word out.
Send invitations as early as possible. You might opt for a
simple flyer, an elaborate newsletter or a postcard. Share your family’s story
No matter how different your relatives are, your family
Use mailings to relay information and incite interest. Opt heritage is one thing you all have in common. Celebrate
for e-mail if your family is plugged-in to keep costs down it by setting out old photos and memorabilia. Incorporate
and give an easy point of contact. (You also can use family-centered Web food, music and decorations from your family’s ancestral
sites such as Geni <https://www.geni.com> as a message hub.) homeland.
Includeg family trivia in your communications. Encourage relatives to Use the opportunity to make a family photo album (everyone brings
send stories, ideas and updates for the mailings. This involvement often pictures and create a page), a book of family stories, a video of reunion
10
leads to better attendance. footage, or a family recipe book.
7
Maintain the momentum.
Offer something for everyone. After the reunion, plan to keep in touch until the
Offer a range of activities to meet varied ages and interests. next one. Family newsletters and Web sites are
You also can have optional outings such as golf, mall trips or great for this.
excursions to historical sites. Recruit volunteers to send a newsletter, or
For kids, aim for a mix of outdoor and indoor activities. create and monitor a Web site or a profile on a
Teenagers can organize the younger children’s games. See family networking site such as Geni.
our family history reunion activities at Family Tree Kids <kids.family-
treemagazine.com/kids/reunionfun.asp>
8
A family reunion can be held almost anywhere —from your
own backyard to a theme park. Here are a few ideas for
Start with a bang. reunion locations, from the tried and true to the unusual:
Linda Johnson Hoffman, author of The Reunion Planner ȕȕ State parks: Contact the local state park for lodging information and
(Goodman Lauren Publishing), suggests icebreakers to kick reservations.
off the reunion. “Getting everyone involved as they arrive is ȕȕ Historical sites: Check with the historical site to find out about lodging
essential to setting the right tone,” she says. Here are some and reunion facilities close by or on site.
suggestions: ȕȕ Campgrounds: Check out www.koa.com to make online reservations.
ȕȕ Have a welcoming committee greet arriving guests. ȕȕ Community center: A great place to host a low-cost reunion.
ȕȕ Create a blank family tree and have each member fill in his ȕȕ Dude ranches: Contact the Dude Ranchers’ Association for a direc-
information. tory of more than 100 ranches. (970) 223-8440, www.duderanch.org.
ȕȕ Provide an agenda of activities so no one gets left out. ȕȕ Theme parks: Contact the theme park of your choice for the most
ȕȕ Create welcome banners current offerings.
3
eunion
Tips for Ordering
Family R T-Shirts
Ordering T-shirts for your family reunion?

Save money and time by knowing the right
questions to ask before you place your order.
If you’re including the cost of T-shirts Phyllis Hackleman in Reunion Planner

in registration, you’ll need to know (Clearfield Company, $12.95 )
everyone’s sizes. suggests some questions to ask when
Send your family members order forms at ordering shirts or other souvenirs:
least six months before your reunion. Ask
for payment in advance, and order a few ȕȕ Are there charges to screen artwork?
extra shirts for people who didn’t order ȕȕ Are there extra charges for more than
early. one color?
ȕȕ Will the manufacturer guarantee
colors?
ȕȕ Do colors cost extra?
Allow plenty of time for delivery of ȕȕ Who pays shipping charges?
imprinted items. ȕȕ How much is the shipping charge?
Some companies demand payment up ȕȕ Who pays UPS repacking charges, if
front; others accept orders payable by incurred?
invoice. Save money by omitting the year ȕȕ Will the manufacturer share a proof
or other nonessential information on per- before production to verify that it’s the
sonalized items: You may have shirts left product you want?
for future get-togethers. ȕȕ Will you be obligated to pay for an ove-
run of more than the exact number you
order?
Not sure what design to go with?
Ask a family member for help. The best
family reunion shirts are those thought up Tip: Don’t be color shy! Everyone has plenty of plain white
and created by the whole family. T’s. If it’s within your budget, spring for a fun color that
4
Family Reunion
Planning Checklist
Use this handy timeline and checklist to guide your reunion planning. We’ve included extra
lines so you can adapt it as necessary depending on the size and scope of your gathering.
One Year to 18 Months Before the Reunion ȕȕ Begin preparing personal histories, slideshows, videos or other
ȕȕ Recruit a planning committee reunion handouts or displays
ȕȕ Schedule committee meetings ȕȕ Note milestones to acknowledge at the reunion, such as anniversa-
ȕȕ Assign responsibilities (such as attendance, finance, communica- ries, graduations, etc.
tion, venue, food, activities, etc.) ȕȕ Send a reminder announcement
ȕȕ Set a date and place (survey relatives if need be) ȕȕ Look for sales of non-perishable supplies, such as decorations,
ȕȕ Gather relatives’ contact information or update contact list plates, cups and napkins
ȕȕ Collect starter money (if a first-time reunion) or evaluate balance ȕȕ _____________________________________________________________
from the last reunion ȕȕ _____________________________________________________________
ȕȕ Set a budget (estimate costs, determine admission price) ȕȕ _____________________________________________________________
ȕȕ Open a reunion bank account (if you don’t have one) ȕȕ _____________________________________________________________
ȕȕ Set up a reunion website and/or Facebook page ȕȕ _____________________________________________________________
ȕȕ Send “save the date” announcement
ȕȕ Determine a theme
ȕȕ Brainstorm activities, entertainment and food based on the theme 6 Months Before
ȕȕ Investigate any events permits or other requirements ȕȕ Plan decorations, displays and centerpieces
ȕȕ _________________________________________________________________ ȕȕ Send official invitation
ȕȕ _________________________________________________________________ ȕȕ Update address list as needed; continue to contact nonresponders
ȕȕ _________________________________________________________________ and potential attendees
ȕȕ _________________________________________________________________ ȕȕ Arrange for door prizes and game prizes
ȕȕ _________________________________________________________________ ȕȕ Prepare door prize drawing tickets
ȕȕ Book accommodations for traveling guests, if necessary
12 Months Before ȕȕ _____________________________________________________________
ȕȕ Book the reunion venue ȕȕ _____________________________________________________________
ȕȕ Book a caterer, if using ȕȕ _____________________________________________________________
ȕȕ Book a professional photographer/videographer, or ask a relative to ȕȕ _____________________________________________________________
shoot photos and video ȕȕ _____________________________________________________________
ȕȕ Book entertainment, if using
ȕȕ Reserve other services, such as tables and chairs or site clean-up 3 Months Before
ȕȕ Apply for permits ȕȕ end reminder announcement (include enticing reunion details)
S
ȕȕ Prepare map/directions to event site ȕȕ Get event insurance as required
ȕȕ _________________________________________________________________ ȕȕ Determine venue layout
ȕȕ _________________________________________________________________ ȕȕ Make name tags
ȕȕ _________________________________________________________________ ȕȕ Make table centerpieces and other decorations
ȕȕ _________________________________________________________________ ȕȕ Prepare photo collage
ȕȕ _________________________________________________________________ ȕȕ Prepare signage (marking the venue, registration area, drinks, bath-
rooms, etc.)
9 Months Before ȕȕ Finalize schedule
ȕȕDesign the invitation and tickets (if using) ȕȕ Designate event emcee
ȕȕOrder mementos and souvenirs ȕȕ Prepare announcements
ȕȕ Set up an email template for your registration confirmation ȕȕ Prepare printed program
message ȕȕ _____________________________________________________________
5
ȕȕ _____________________________________________________________ 1 Day before

ȕȕ _____________________________________________________________ ȕȕ Pick up beverages, ice and food (cake, cookie trays, sandwich
ȕȕ _____________________________________________________________ trays, etc.)
ȕȕ _____________________________________________________________ ȕȕ Prepare food and drinks as needed
ȕȕ Deliver supplies to venue if possible
1 Month Before ȕȕ ________________________________________________________
ȕȕ Finalize personal histories, memory albums, slideshows, videos, ȕȕ ________________________________________________________
etc., and order professional copies as necessary ȕȕ ________________________________________________________
ȕȕ Update attendees list ȕȕ ________________________________________________________
ȕȕ Assign dishes for potluck ȕȕ ________________________________________________________
ȕȕ Continue attendee recruitment efforts ȕȕ ________________________________________________________
ȕȕ Send reminder announcement ȕȕ ________________________________________________________
ȕȕ Recruit helpers for set-up and clean-up
ȕȕ Inventory items needed on-site and who is responsible for bringing Day of reunion
each one ȕȕ Bring reunion day supplies (including checkbook) and checklist
ȕȕ Prepare a reunion survey for the day
ȕȕ Make nametags as needed ȕȕ Set up food and drinks
ȕȕ Shop for nonperishable supplies ȕȕ Set up decorations and activities
ȕȕ ________________________________________________________ ȕȕ Have fun and enjoy the day!
ȕȕ ________________________________________________________ ȕȕ Clean up and pack items
ȕȕ ________________________________________________________ ȕȕ Retrieve supplies
ȕȕ ________________________________________________________ ȕȕ ________________________________________________________
ȕȕ ________________________________________________________ ȕȕ ________________________________________________________
ȕȕ ________________________________________________________
2 Weeks Before ȕȕ ________________________________________________________
ȕȕ Send reminders or tickets if using them ȕȕ ________________________________________________________
ȕȕ Finalize attendance ȕȕ ________________________________________________________
ȕȕ Prepare list of paid guests (if applicable) ȕȕ ________________________________________________________
ȕȕ Confirm event details with all vendors and suppliers
ȕȕ Finalize announcements and deliver to emcee After the Reunion
ȕȕ Verify delivery of donated door prizes ȕȕ Send survey (if not distributed at event)
ȕȕ Finalize and print any handouts and labels ȕȕ Finalize photo book and or video with photographer/
ȕȕ For potluck, confirm who’s bringing what videographer
ȕȕ ________________________________________________________ ȕȕ Send memory albums and other handouts to those who paid
ȕȕ ________________________________________________________ but didn’t attend
ȕȕ ________________________________________________________ ȕȕ Send thank you notes and follow up letters
ȕȕ ________________________________________________________ ȕȕ Close bank account once all checks have cleared, or keep open
ȕȕ ________________________________________________________ with a minimal balance for the next reunion
ȕȕ Store reunion supplies in convenient location
1 Week Before ȕȕ Evaluate survey responses
ȕȕ Update attendance list with last minute guests ȕȕ Meet with committee to discuss successes and pitfalls
ȕȕ Finalize list of paid attendees ȕȕ Send regular updates via a family website, social media, email
ȕȕ Prepare name tags or registration packets and or mailings
ȕȕ Set contingency plans for weather or other unexpected events ȕȕ Update contact list
ȕȕ Give meal count to caterer (if using one) ȕȕ Recruit planning committee volunteers for the next reunion
ȕȕ Shop for perishables ȕȕ ________________________________________________________
ȕȕ Prepare final payment to venue and vendors ȕȕ ________________________________________________________
ȕȕ Confirm room set up and equipment arrangements with venue (if ȕȕ ________________________________________________________
applicable) ȕȕ ________________________________________________________
ȕȕ Prepare checklist for the day of the reunion ȕȕ ________________________________________________________
ȕȕ ________________________________________________________ ȕȕ ________________________________________________________
ȕȕ ________________________________________________________ ȕȕ ________________________________________________________
ȕȕ ________________________________________________________ ȕȕ ________________________________________________________
ȕȕ ________________________________________________________
ȕȕ ________________________________________________________
From the September 2013 Family Tree Magazine
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Family Reunion
Cheatsheets
The devil is in the details, and if you’re planning a reunion over the course of a year (or
even just a month) it’s easy to forget about the little things. Here are pre-designed name
cards, invitations and posters to help direct your family to the reunion. Just type in your
own information and print.
Page 8
Family Reunion Name Tags
We reccomend printing these name tags on Avery®
Self-Adhesive Name Badge Labels,
White, 2 1/3” x 3 3/8”
Page 16
Family Reunion Invitations
Page 20
Family Reunion Directional Signs
Page 32
Family Recipe Activity Card
Create a family recipe book by bringing these blank recipe
cards to your reunion and have your family chefs fill out
their favorite family recipes.
7
HELLO MY NAME IS HELLO MY NAME IS
8
HELLO MY HELLO MY
NAME IS NAME IS
HELLO MY HELLO MY
NAME IS NAME IS
HELLO MY HELLO MY
NAME IS NAME IS
HELLO MY HELLO MY
NAME IS NAME IS
9
10
HELLO MY HELLO MY
NAME IS NAME IS
HELLO MY HELLO MY
NAME IS NAME IS
HELLO MY HELLO MY
NAME IS NAME IS
HELLO MY HELLO MY
NAME IS NAME IS
11
H E L L O H E L L O
my name is my name is
H E L L O H E L L O
H E L L O H E L L O
H E L L O H E L L O
12
H E L L O H E L L O
H E L L O H E L L O
H E L L O H E L L O
H E L L O H E L L O
13
hello
my name is
hello
my name is
hello
my name is
hello
my name is
hello
my name is
hello
my name is
hello
my name is
hello
my name is
14
hello
my name is
hello
my name is
hello
my name is
hello
my name is
hello
my name is
hello
my name is
hello
my name is
hello
my name is
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f a mily g a t he r i n g
when where time
all the details
hosted by • phone • email
© 2014 Family Tree Magazine <shopfamilytree.com>
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Family is the most important thing in the world.—Princess Diana
all the details

when
where
time
hosted by phone
email
family gathering
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© 2014 Family Tree Magazine
<familytreeuniversity.com> <shopfamilytree.com>
F
gathering A
M I L Y
when
where
time
all the
details
hosted by
phone
email
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family
gathering
SEPTEMBER
NOVEMBER
DECEMBER
FEBRUARY
OCTOBER
JANUARY
AUGUST
MARCH
APRIL
JUNE
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MAY
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
:
time where
am
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all the details host

name
phone
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family
reunion
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family
reunion
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family
reunion
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family
reunion
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family
reunion
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© 2014 Family Tree Magazine <familytreeuniversity.com>
<shopfamilytree.com>
family
reunion
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© 2014 Family Tree Magazine <familytreeuniversity.com>
F A M I L Y
Reunion
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F A M I L Y
Reunion
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F A M I L Y
Reunion
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•
family
reunion © 2014 Family Tree Magazine <shopfamilytree.com>
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•
family
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•
family
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Recipe
prep time cook time serving Date
ingredients
from the kitchen of
directions
32

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Step-By-Step

10 Steps to Family Reunion Success

Recruit and delegate. Create a command center.

Ordering T-shirts for your family reunion?

If you’re including the cost of T-shirts Phyllis Hackleman in Reunion Planner

ȕȕ _____________________________________________________________ 1 Day before

HELLO MY NAME IS HELLO MY NAME IS

HELLO MY NAME IS HELLO MY NAME IS

HELLO MY NAME IS HELLO MY NAME IS

HELLO MY NAME IS HELLO MY NAME IS

HELLO MY NAME IS HELLO MY NAME IS

HELLO MY NAME IS HELLO MY NAME IS

HELLO MY NAME IS HELLO MY NAME IS

HELLO MY NAME IS HELLO MY NAME IS

when where time

all the details

hosted by • phone • email

© 2014 Family Tree Magazine <shopfamilytree.com>

Family is the most important thing in the world.—Princess Diana

all the details

all the details host

from the kitchen of

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