Even though it’s easy to keep in touch with family members via social media, nothing can replace seeing relatives in person. A family reunion is a great way to connect, reflect, and make new memories. To start planning your family reunion, you will need to pick a date, location and venue. Then, you can make the arrangements for the event and coordinate the final details.
StepsPart 1Part 1 of 4:Setting a Date
1Start planning a year in advance. This will give people time to budget for travel expenses.X It will also be helpful for families with school-age children who need to consider school break schedules.XYou also want to give yourself ample time to organize the event.
2Set parameters for who you will invite. For example, you might decide to limit the guest list to first cousins for a smaller reunion, or include second and third cousins for a larger event. Once you have decided which degree of relations to include, plan to invite everyone who falls under that category.XIt is best to invite everyone, even if you don’t think they will attend, so that no one feels left out.To stay organized, it is helpful to create a list of potential attendees and their contact information.
3Survey potential attendees to gauge interest. This will help you get an idea of the size of event. It will also be useful when picking a location that is centrally situated for attendees.XThe easiest way to survey people is with an online poll, so that responses are automatically recorded.
4Set your budget by checking in with those who want to attend. The budget will determine what type of event you can afford. You may want to provide several different price points so that people have a range of choices to pick from.XSince people may be uncomfortable discussing money, you can do this via an anonymous online poll.
5Decide how long the reunion will last. For an annual event or if family members see each other frequently, a daylong or weekend event works best. If family members don’t see each often or if people need to travel long distances, it may make sense to plan a longer event.XKeep in mind longer reunions will require more space so people don’t get on each other’s nerves.
6Survey possible attendees to select a date. Give people a choice of three possible dates. Keep in mind that you can’t meet everyone’s needs, so a survey is an impartial tool to find what works for most people.XAn online poll is the easiest way to survey people about dates.Part 2Part 2 of 4:Picking a Location
1Go with a home-hosted gathering for a budget-friendly option. This will allow you to save money on venue rental fees. A home-hosted reunion also offers you the choice of arranging a potluck meal for a low-cost food option.XA home-hosted reunion works best for smaller groups, since most houses have a limited amount of space. For a larger group, consider an open house-style event where people tend to drop in at different times.
2Look into all-inclusive resorts and cruises for less planning. Not only are meals included, there are also scheduled activities for kids and adults. However, keep your attendees’ budgets in mind because an all-inclusive is the most expensive option.XIf an all-inclusive is too costly, consider a reunion held at a national park or campground. This allows people to choose lodgings based on their budget and offers plenty of activities.
3Pick a central location that appeals to all age groups. Consider how attendees will be traveling, and whether you will need to be conveniently located to a major airport. Make sure the destination has a variety of attractions and activities for families, couples, and people with limited mobility.XIf you hold a reunion at a popular vacation destination, families can extend their stay before or after the reunion for a budget-friendly vacation.
4Choose an accessible and interesting venue. If you are planning a home-hosted reunion, consider having the reunion at a family member’s home that has played a role in family history. Keep in mind that some of the attendees may have difficulty walking long distances or climbing stairs.XFor a house-based reunion that no one has to host, consider renting a house via a home-sharing website. House rentals offer multiple private bedrooms, kitchens, and indoor and outdoor communal spaces.XParks by a lake or ocean offer both land and water activities that appeal to kids and grownups alike.X
5Make a backup plan for an outdoor venue. You should be prepared in case of inclement weather. If you are hosting the reunion at a park, there may be pavilions available to reserve.XYou should also plan to have indoor-friendly kids’ activities on hand, like board games or craft supplies.Part 3Part 3 of 4:Making Arrangements for the Event
1Send online or mail invitations. The invitations should include the date, time, location, and an RSVP date and contact information. It’s also helpful to include maps, driving directions, and lodging options for out-of-town guests, if applicable.XIf there are organized activities that people need to sign up for in advance, include that information with the invitation.You may also want to request family photos for a display.
2Delegate tasks to volunteers. While it may be tempting to try to handle everything yourself, it’s best to have help. Consider assigning people to handle food, entertainment, tracking RSVPs, and making a family tree or photo display.XFor a smaller reunion of 20-30 people, a few volunteers should be sufficient. For a larger event, scale up the number of volunteers accordingly.
3Decide if you want to have a potluck or catered meal. A potluck is cheaper, but can be difficult for out-of-town guests. Alternatively, a caterer can handle all the arrangements but will be more expensive.XA buffet-style meal is best for both home-hosted and casual outdoor events.If you are planning a potluck, make sure to assign dishes and food items to each family. Consider people’s specialties or if there are any favorite family recipes you want to include.XAnother option is to make a reservation at a restaurant that can accommodate large groups.
4Pick activities and entertainment. For an outdoor venue, you can have games like croquet, volleyball, or badminton. Indoor activities can include craft projects and board games.XIt’s a good idea to have a quiet room with a TV and DVD player with kid-appropriate entertainment in case people need some down time.
5Plan your decorations based on your venue. If you are having a casual, outdoor reunion, it is best to stick to simple items like balloons and streamers. For a more formal indoor reunion, you may want to include items like centerpieces and fresh floral arrangements.Put together a display with a family tree or photos.XAn easy way to display photos is to adhere them to a poster board with photo-safe removable tape, which can be purchased at craft supply stores.Part 4Part 4 of 4:Coordinating Final Details
1Reserve facilities and equipment at least two months before. If you are having an outdoor event at a park, you may need to reserve softball fields, volleyball courts, or grilling facilities. You may also want to reserve rental equipment such as a podium, microphone, tables, or chairs. XCheck with local community centers and churches for tables, chairs, and other equipment you may be able to borrow or rent at a low cost.
2Purchase supplies for activities and decorations. It’s best to do this one month in advance so that items you order online will have time to arrive. If you are having a potluck meal, don’t forget disposable dinnerware and utensils.XFor a large gathering, purchase supplies at warehouse clubs, restaurant supply stores, and wholesalers to take advantage of bulk pricing.If several people are buying supplies, it can be useful to track purchases in a shared spreadsheet or similar document.
3Make welcome bags with helpful items for attendees. You can purchase inexpensive canvas tote bags online and personalize them with iron-on transfers. Include a schedule, maps and brochures for out-of-town guests, a guest list with phone numbers, and name tags.XIf your budget allows, you can add fun extras like personalized t-shirts, refillable water bottles, and a themed or regional gift based on the reunion location.For kids, include dollar store trinkets such as like bubbles, glow sticks, yo-yos, and stickers.To save money, purchase items wholesale or ask for volume discount.
4Confirm arrangements with vendors two weeks before. If you are using a caterer, you will need to provide a final guest count. You should also check in with your venue and rental companies.XYou may also want to check with a local food shelf or soup kitchen to see if they will accept a donation of any leftover food.
5Set up and decorate the venue the day of the reunion. Pick up any rental equipment and put make sure it works. You may want to set up a welcome table to welcome people to the event.XIf applicable, prepare final payments and tips for vendors, like caterers and waitstaff.
