Family Reunion Countdown
A family reunion is one of the most precious events in life, but planning one can be a little overwhelming. No worries! Our comprehensive to-do list can keep reunion planning running smoothly, so you can enjoy all the fun and excitement sure to come!
15 MONTHS OUT
Organize a committee to prepare for the event.
Research and compile family reunion ideas perfect for your family.
Send out a letter/e-mail to a handful of relatives. Ask questions like "where should we have our reunion," "what kinds of activities should we plan," and "how long should it be." Let them know you need their suggestions back as soon as possible.
Begin building an invitation list.
Start a list of things that will need to be paid for and payment options.
Look into building a Web site for your family and the reunion; discuss its design.
ONE YEAR OUT
Pick a date. Stick with it no matter what!
Send out the invitations--include information like when, where, who to contact, cost (if necessary), and Web address. Have the reply date set for no more than three months later. Also, make sure that if there is a registration fee to cover expenses, that family members send it along with their confirmation.
Make tentative reservations at the reunion site.
Launch your family reunion Web site.
NINE MONTHS OUT
Compile your guest list.
Start building your reunion itinerary and a newsletter. Send both through e-mail and "snail mail" to your family members to keep them up to date.
Make final reservations--remember that some family members will have to cancel, and others may decide to show up at the last minute.
Have the committee come up with a reunion souvenir or package (for example, T-shirts).
SIX MONTHS OUT
Send out another newsletter, updating the guest list if necessary, and letting everyone know what's in store for this event.
Update your Web site.
Put together maps and directions for out-of-town guests. You can post these on the Web site, and also mail them out; include car rental information if necessary.
THREE MONTHS OUT
Compile local weather information and clothing tips for out-of-town guests. Post these on your Web site and include them in the next newsletter.
Start to plan the meals.
Build a shopping list.
Send out the next newsletter; ask for event volunteers, and include information like what food to bring.
ONE MONTH OUT
Confirm your reservations (venues sometimes lose information).
Come up with rainy day alternatives.
Send out your next newsletter--let everyone know things are going according to plan and you're looking forward to seeing them soon.
THREE WEEKS OUT
Have the committee discuss any outstanding bills.
Make signs to post along roadways directing your family members to the reunion site.
Don't forget about your own family--start getting them ready for this event.
TWO WEEKS OUT
Buy all non-perishable food items.
Buy all supplies (for example, disposable cameras, paper plates, etc.).
Confirm that the souvenirs (for example, T-shirts) are almost finished.
ONE WEEK OUT/WEEK OF REUNION Buy all perishable food items.
Re-confirm your reservations.
Pick up all souvenirs.
Set up the reunion site.
Send out thank you notes to everyone who helped you plan your get-together.
Update your Web site with some great stories and photos from the reunion.
Send out an updated newsletter to everyone in the family, including those who couldn't make it, with stories about what happened during your family time together.
Have a post-reunion committee meeting to discuss any outstanding bills.
Start planning your next reunion!