Planning any event can be a daunting task. But breaking it down into smaller steps makes it much more manageable. In this article we’re going to break down how to plan a family reunion.
Use a questionnaire to gather input
First, you’ll want to gather input from your family. A free service like Survey Monkey may come in handy. You need to establish people’s availability, preferred locations, and preferred menu. You’ll also want to generate ideas for activities as well as figure out who you can delegate other responsibilities to. Ideally, you begin this process 12 months in advance.
Establish your budget
Next, you’ll need to establish your budget. Your budget will depend on a number of factors. What kind of venue would be most appropriate for your family reunion? Will accommodations be necessary? How will food be provided? What kinds of entertainment would you like? Who in your family is contributing and how much can they contribute? If you’re looking to cut costs, can anyone in your family provide a service free of charge? You could also send electronic invitations as opposed to physical ones. And you can save money by booking venues and entertainment in the off-season.
Delegate responsibilities
You can’t do everything yourself, so it’s important to delegate responsibilities to ensure that your family reunion is a success. Consider assigning people to the following roles:
- Financial Officer: In charge of making purchases and keeping your reunion within budget
- Accommodations and Entertainment Director: Arranges accommodations and books entertainment
- Food & Beverage Director: Is responsible for keeping everyone fed and refreshed.
- Photographer: Someone to document the event
- Decorations Specialist: Procures photos and decorations consistent with family heritage or the theme of your reunion
- MC: Keeps the activities on schedule
- Clean up crew: One or more people to ensure the environment stays organized, clean, and comfortable.
Pick a date
Picking a date is a matter of balancing your family member’s availability as well as your budget. Summer months are often ideal as kids are out of school and you can plan for outside activities. But summer bookings will be more expensive so depending on your budget you may need to choose another time of year. Another thing to keep in mind is the duration of your reunion.
Choose a location
When choosing a location, keep in mind the distance between locations and various family members. Ideally you’re able to choose a location that is equidistant from all members. You’ll want to think about what location would be most appropriate. Campgrounds are a popular option, or maybe there’s a member of the family with a large enough backyard. You might also consider a special location in a neutral destination.
Plan Activities
It may have been awhile since certain members of the family have spent time together. Planned activities are a great way to help people reconnect. Trivia, yard games, sports, card tournaments, scavenger hunts, talent shows, show and tell, and story time are all fun ways to get everyone bonded again.
Plan a menu
When planning a menu you should first consider if the venue you’ve chosen provides catering or dining service on any kind. You should also consider the time of year. If your reunion is in the summer then barbecuing is a great idea, but if it’s in the fall then comfort food is a better option. If your reunion is during the holidays then traditional holiday meals are best. Ofcourse there’s always pizza, but a pot luck might help cut costs. Another fun idea would be a taco bar.
Share your family story
A family reunion is a great time for everyone to remember or learn about their heritage, and the particular circumstances that brought them here today. You can integrate your family story through decoration, food, photos, and video. You might also want to take the time to introduce new members of the family such as babies or in-laws. If you’ve set aside time for story telling, have an older member of the family talk about your ancestors. This is also a good time to remember those who may have passed away recently.
Prepare a backup plan
You’ve made your plans, but nothing is guaranteed. If your plans are weather dependent, have some indoor activities held in reserve. If you’ve booked entertainment, consider what you might do if your entertainer suddenly cancels. Consider alternatives ahead of time in the event your caterer has issues. Nothing is set in stone so be sure you’re able to pivot in the event of the unexpected.
Send Invitations
Send invitations as soon as the venue and date have been reserved. You want to give people as much time to make arrangements as possible. As noted above, digital invites are less expensive as well as faster than physical ones. You might also consider creating a social media page or website and sharing that with your family via email.
Hopefully the challenge of planning your family reunion is now much less daunting. When the time comes to reconnect with the people who matter most, remember to relax and enjoy that time to the fullest. That’s what the planning phase is all about: ensuring that you and your loved ones can maximize the significance of your time together.