Family reunions strengthen familial bonds and improve our relationships. Last summer, my siblings and a few cousins spent a long weekend together in Myrtle Beach, SC. Even though our parents were cousins, they were closer in age to my siblings. This was our first gathering other than a wedding or funeral. We had a great time planning our weekend and an even better time spending it together. We vowed to do it again on a larger scale.
If you are like most people at each family funeral, you say, ‘let’s get together again soon and not wait for someone to die for us to see each other”. Family Reunions,regardless of the size, are great occasions for our youth and adults to get to know each other, bond, and create lasting memories.
One thing the recent pandemic showed us is that family is important, so here are a few reasons why your family needs a Family Reunion:
- Help your children understand where they come from.
- Get back in touch with relatives.
- Spending time with Aging relatives.
- Create New Memories to Bring Everyone Together
Family reunions are the ultimate opportunity to bring the whole family together and make new memories that will be cherished for a lifetime. Whether it is a yearly tradition or a long-awaited get together, planning a family reunion can feel daunting. But don’t worry! With careful planning and organization, you can create an unforgettable event that strengthens family ties and creates lifelong memories.
We will walk you through the essential steps to planning a family reunion that will have your loved ones talking about it for years to come.
Step 1: Define the Purpose and Scope of the Reunion
The first step is to get your family members excited and invested in the planning process. Then, involving everyone can create a reunion that reflects your family’s unique personality and style.
To get started, consider creating a survey or poll to gather feedback from all family members. Encourage participation by setting a deadline for responses and making it clear that everyone’s opinion counts. Once you have everyone’s feedback, it is time to start planning the details to make your family reunion unforgettable.
When defining the purpose of the reunion,it is essential to consider the needs and interests of all family members.
For example, are you planning a relaxed, lowkey gathering for close family members or a high-energy, multi-day event that includes extended family members? Do you want to focus on a particular theme, like outdoor
adventures or culinary delights? Whatever your vision, communicate it clearly to all family members so everyone feels invested and excited about the reunion.
Step 2: Create a Budget
Congratulations on getting your family pumped for the ultimate reunion! Now it is time to figure out how to make your vision a reality within a budget. But don’t worry—with some creative thinking, you can create
a memorable event that won’t break the bank.
To start, create a detailed budget that includes all necessary expenses, such as venue rental, catering, activities, and decorations. Once you have a clear picture of what you need, consider ways to involve family members in the planning and execution of the event. Maybe someone with a talent or resource, such as a photographer, DJ, or event planner, can be leveraged to save costs.
In addition, consider asking family members to contribute to the event in some way. This could include donating
money, volunteering their time, or bringing food or supplies. By involving everyone,you will save money and create a sense of community and shared ownership that will make the reunion even more special.
Step 3: Choose a Venue and Date
It is time to think about the fun stuff—choosing the perfect venue and date for your family reunion! This is one of the most exciting parts of the planning process because this is where you get to imagine all
the memories and good times that will be created.
To choose the perfect venue, consider factors such as location, size, amenities, and availability. You want to ensure the space is large enough to accommodate your guests but not so big that it feels empty. Look for
venues offering amenities like outdoor space, a playground, or a swimming pool if your family would enjoy that. And don’t forget to negotiate the best possible price by visiting the venue in in person.
When selecting a date for your family reunion, keep in mind the availability of all family members. It is best to avoid holidays or other events that might clash with the reunion date and prevent some people from attending. Weekends and the summer months are usually a safe bet as most people have time off during those periods.
Choosing a date that works for everyone will ensure a higher attendance rate and create a more joyful and celebratory atmosphere for everyone.
Step 4: Plan the Activities and Entertainment
A successful family reunion is not just about getting together but also about creating unforgettable memories. Plan a wide range of activities and entertainment to ensure all family members have a great time. From friendly competitions and games to art projects and a talent show, there are endless options to keep everyone
engaged and entertained. Be sure to take into account the ages and interests of your family members when deciding on the activities.
Aside from planned events, leaving plenty of free time for family members to bond and reminisce is essential. You could even consider setting up a family history or genealogy project where everyone can share stories and memories. By encouraging your family members to connect with each other in a meaningful way, you will create
an unforgettable experience that everyone will cherish for years to come.
Step 5: Communicate with Family Members
The final step in planning a family reunion is to keep all family members in the loop. Again, good communication is key to ensuring a successful event. Be sure to inform everyone of the location, date, and schedule of events well in advance.
You can use a variety of methods to communicate with family members, such as creating a dedicated website, social media group, or email newsletter. Whatever method you choose, ensure it is easily accessible and user-friendly so everyone can stay informed. In addition to communicating the reunion details, it is also important to encourage participation and involve family members in the planning process. For example, you
can form a reunion planning committee to delegate tasks and ensure that everyone has a role to play. This will help lighten the workload and make family members feel more invested in the event and excited about the outcome.
Encourage family members to share their ideas, preferences, and feedback so everyone’s voices are heard and considered in the planning process. With everyone working together, you can make your family reunion a truly unforgettable experience.
Concluding Thoughts
Remember to utilize local resources to ease your planning burden. After you determine the date and location of your family reunion, establish a budget and an approximate number of attendees – reach out to your local visitors’ bureau.
They can prove to be a wealth of information regarding other activities or events in your destination city that may help or hinder your reunion plans. They can also aid your planning team in accommodation, transpor tation , venue, and other decisions. Also,remember, if you need t-shirts, hats,aprons for the
cooking team, or other promotional items, have them printed in your destination city to avoid shipping costs.
Do the same with signage, banners, and printing.
Planning a family reunion may seem daunting, but the reward of bringing loved ones together and creating lifelong memories is worth it. By following the steps outlined in this article, you can organize a successful and unforgettable event that caters to the needs and interests of all family members.
Family Reunion Checklist
One Year –18 Months Before the Reunion
- Recruit a planning committee
- Schedule committee meetings
- Assign responsibilities (such as attendance, finance, communication, venue, food, activities, etc.)
- Set a date and place (survey relatives if need be)
- Gather relatives’ contact information or update the contact list
- Collect starter money (if a first-time reunion) or evaluate the balance from the last reunion
- Set a budget (estimate costs, determine admission price)
- Open a reunion bank account (if you don’t have one)
- Set up a reunion website and/or Facebook page
- Send “save the date” announcement
- Determine a theme
- Brainstorm activities, entertainment, and food based on the theme
- Investigate any events permits or other requirements
12 Months Before
- Book the reunion venue
- Book a caterer, if using
- Book a professional photographer/videographer, or ask a relative to shoot photos and video
- Book entertainment, if using
- Reserve other services, such as tables and chairs or site clean-up
- Apply for permits
- Prepare map/directions to the event site
9 Months Before
- Design the invitation and tickets (if using)
- Order mementos and souvenirs
- Set up an email template for your registration confirmation message
- Begin preparing personal histories, slideshows, videos, or other reunion handouts or displays
- Note milestones to acknowledge at the reunion, such as anniversaries, graduations, etc.
- Send a reminder announcement
- Look for sales of non-perishable supplies, such as decorations, plates, cups, and napkins
6 Months Before
- Plan decorations, displays, and centerpieces
- Send official invitation
- Update address list as needed; continue to contact non-responders and potential attendees
- Arrange for door prizes and game prizes
- Prepare door prize drawing tickets
- Book accommodations for traveling guests, if necessary
3 Months Before
- Send reminder announcement (include enticing reunion details)
- Get event insurance as required
- Determine venue layout
- Make name tags
- Make table centerpieces and other decorations
- Prepare photo collage
- Prepare signage (marking the venue, registration area, drinks, bathrooms, etc.)
- Finalize schedule
- Designate event emcee
- Prepare announcements
- Prepare printed program
1 Month Before
- Finalize personal histories, memory albums, slideshows, videos, etc., and order professional copies as necessary
- Update attendees list
- Assign dishes for a potluck
- Continue attendee recruitment efforts
- Send reminder announcement
- Recruit helpers for set-up and clean-up
- Inventory items needed on-site and who is responsible for bringing each one
- Prepare a reunion survey
- Make name tags as needed
- Shop for nonperishable supplies
2 Weeks Before
- Send reminders or tickets if using them
- Finalize attendance
- Prepare a list of paid guests (if applicable)
- Confirm event details with all vendors and suppliers
- Finalize announcements and deliver them to emcee
- Verify delivery of donated door prizes
- Finalize and print any handouts and labels
- For the potluck, confirm who’s bringing what
1 Week Before
- Update attendance list with last-minute guests
- Finalize list of paid attendees
- Prepare name tags or registration packets
- Set contingency plans for weather or other unexpected events
- Give meal count to the caterer (if using one)
- Shop for perishables
- Prepare final payment to venue and vendors
- Confirm room setup and equipment arrangements with the venue (if applicable)
- Prepare a checklist for the day of the reunion
1 Day before
- Pick up beverages, ice, and food (cake, cookie and sandwich trays, etc.)
- Prepare food and drinks as needed
- Deliver supplies to the venue if possible
Day of reunion
- Bring reunion day supplies (including a checkbook) and a checklist for the day
- Set up food and drinks
- Set up decorations and activities
- Have fun, and enjoy the day!
- Clean up and pack items
- Retrieve supplies
After the Reunion
- Send survey (if not distributed at event)
- Finalize photo book and or video with photographer/videographer
- Send memory albums and other handouts to those who paid but didn’t attend
- Send thank-you notes and follow-up letters
- Close the bank account once all checks have cleared, or keep it open with a minimum balance for the next reunion
- Store reunion supplies in a convenient location
- Evaluate survey responses
- Meet with the committee to discuss successes and pitfalls
- Send regular updates via a family website, social media, email, and or mailings
- Update contact list
- Recruit planning committee volunteers for the next reunion
Contact Tim James, Senior Sales Manager
(585) 279-8342 or timj@visitrochester.com
www.visitrochester.com/meetings
