Planning a Family Reunion
9 Key Steps to a Successful Family Reunion
Planning a family reunion is like planning any event – there will be a budget to develop, dates and location to select, attendees to consider, activities and food to plan. All of this requires communication and organization.
Who is in Charge of Planning the Reunion?
The first step is selecting someone to begin organizing the event. A best practice is to select a committee of family members, even for small gatherings. There are many details to take care of and when the reunion date nears, there will be an increased number of parallel activities that need to be completed.
The best way to select someone to organize the event is to ask for volunteers. Organizing a family reunion is a big undertaking and has a higher chance of being successful if the committee chairperson wants that responsibility.
Select a Date for the Family Reunion
The second step in planning the family reunion is to select a date. If this is a first time family reunion, it is best to propose 3 or 4 dates and ask family members to provide feedback on the best ones. Avoid asking open-ended questions regarding the dates because it makes solidifying the date more difficult if multiple options are received.
Determine a Budget for the Event
The third step in planning the reunion is to determine and agree on a budget. The budget needs to be determined at a level that allows the largest majority of the family to attend. Solicit input on the budget amount from several members of the family, even if they are not officially part of the committee.
A best practice for minimizing the cost to the family is to set up a bank account for family members to deposit money into throughout the year. Communicate what the money will be used for (such as food or activities or banquet halls) and the process that people need to follow if they want to contribute.
Another method for supplemental funding for the reunion is to conduct fund raising events at the reunion and at family gatherings throughout the year. Silent auctions are a popular activity. Other fund raising ideas include developing a family cookbook to sell to family members or developing family photo DVD’s to be sold to family members.
Select the Location for the Family Reunion
If there is not a predetermined location, the chairperson or committee members need to propose locations to the family. Determine the two or three places that are most centrally located to the majority of the family. Consider family members’ ability to travel and the activities available in the locations selected.
If there are historical sites, theme parks or other forms of entertainment in the locations, it provides more options for activities to be included during the reunion.
Request Attendance Confirmation
This activity will be an ongoing task but it is important in the onset of the planning to have a general idea of the number of members attending the event. This will be required when planning food, reserving hotels or resorts or campgrounds and with most of the activities.
Consistent follow up on attendance is crucial to planning a cost-effective event. The further out the event is planned, the more fluctuation there will be throughout the planning process.
Develop a Timeline
After the date, budget and location have been selected, the chairperson needs to develop a timeline of tasks to be completed prior to the reunion date. Every task needs to be included in the timeline including the communications to the family and all of the third parties, such as caterers, resorts, printers (for invitations, agendas, menus, family trees, t-shirts) and transportation agencies.
Each reunion will differ in terms of the number of outside companies involved but it is critical that there are tasks on the timeline that reflect all needed communications, deposits, pick-ups and deliveries involved.
The length of time available for planning will determine how many committee members need to be involved in the follow up and completion of tasks. If reunions are planned a year in advance, the timeline has more flexibility and allows fewer people to be involved. If the reunion is planned in a short period, it may require more family members to make the necessary arrangements.
Plan the Food
No event is successful without food! Many families plan picnics or barbeques and ask members to bring side dishes or desserts. If reunions are planned at resorts, there are often catering options available if the budget allows.
During this phase, follow up with family members on attendance again – especially if catering is being considered. If planning for various family members to bring food, make sure there are very specific plans – items, amount, arrival times and any preparation needs. There should be a back-up plan in the event that someone cannot attend.
Plan the Activities
Activities will vary based on theme, attendees, family interests and budget. The most important part of the activity planning is to develop an agenda for the event with all specific activities included in the agenda.
The most critical activity at the reunion is the arrival. It is best to plan a window of time for arrivals with various ice-breaker activities, snacks and seating areas. This is a good time to display family photos and family tree diagrams.
Communicate, Communicate, Communicate
The key to Organizing a successful family reunion is communication. Every decision or change needs to be communicated to the family. “Marketing” the event to the family members will increase attendance. Communication needs to be done in multiple methods – newsletters, postal mail, emails, phone calls and family web site, if available. With families, one type of communication will not meet the needs of everyone so ensure that all communication is done in multiple ways to reach all family members.
Remember that everything will not go as planned so plan for unexpected!
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