Your Family Reunion Planning Checklist

Technology and social media can only keep the family updated for so long. Sometimes a good old fashioned family reunion is in order!

And whether you are working with a group or taking on the challenge yourself, there are a lot of details to consider when planning a family reunion.

To ensure you are always set up for success, we’ve made an easy to reference family reunion planning checklist.

Start ASAP.

You’ll have many details to consider, so begin preparations at least six months to one year in advance. This gives you plenty of time to get ready, and it gives your family members enough time to make arrangements.

Know the why.

Why do you want to host a reunion? What do you hope will come out of it? Your responses will help you tailor your event to achieve those goals and guide the entire planning process.

Consult the family.

Discuss with your family to get an early idea of preferred dates or venue locations. Take note of any dates to avoid, such as a family member’s wedding or graduation ceremony. These conversations will also give you a better idea of how many people can attend.

Choose a date.

Choose a date that works for the majority of the family. Many families plan their reunions in the summer months because it is easier for family members with school-aged children to attend. Summer also often offers more options for outdoor venues.

You should also determine the duration of your family reunion. Some families do it over one day, while others spend several days together.

Determine the budget.

Next, you should break down your budget. You’ll need to know how much money is available and what the family reunion cost per person is before going too far into planning, so that the scope of the reunion remains within the funds available.

Choose a location.

Choosing a venue can be overwhelming! It helps to consider your budget, as well as the distance each venue is from the majority of your family. Select a venue that offers you the most value for your money — for example, a venue that also includes overnight accommodations.

St. Bonavenue offers an array of venue types, including a dining hall, courtyard, pavilion, or restaurant that can all take advantage of on-site lodging.

Send invitations.

A good rule of thumb for sending out invites is: Consider how far people will have to travel, the overall cost of travel and lodging and the time of year the reunion is. But the more time, the better!

You can send traditional paper or digital invitations. A social media event is also a great way to provide live updates and conduct polls for your family throughout the planning process.

Plan the menu.

When planning the menu, there are a few things you need to consider:

• Venue: Is there an on-site kitchen available? Some places may not allow outside food and provide on-site catering options only. Talk to your venue about your options before you start planning your menu.
• Time of year: Tailor your menu to fit the season. For example, if you are planning a summer reunion, include summer foods and in-season produce.
• Heritage: Let your ancestry inspire your menu! Serve food that reflects your family’s culture or country of origin.

Plan the entertainment.

Nothing gets everyone mingling like a group activity! Here are some thought-starters:

• Trivia: Have a family trivia event. Your trivia questions could be about pop culture, television, general knowledge — or they could be questions specifically about your family.
• Yard games: Get active with classic yard games like cornhole, ladder ball or Kan Jam!
• Team Games: If you have the numbers, games like flag football, soccer or tug of war can get everyone involved!
• Professional entertainers: If your budget allows, consider booking a professional musician, magician or comedian for your reunion.
• Scavenger hunt: Separate your family into different teams and host a scavenger hunt. This is a perfect way for distant family members to get acquainted with one another.

Assign responsibilities.

No one person should try to do everything! Delegation is an important aspect when it comes to executing your family reunion planning checklist. This is also a great way to get people interested in helping out and making sure things run smoothly.

Here are just some of the tasks that can be delegated:

• Photography
• Meal planning
• Greeters/registration
• Entertainment and activities
• Clean-up

Put your family history on display!

Make your family history the core of the event. Let it inspire your decorations and your menu. Use the reunion as an opportunity to teach younger generations where they came from and tell your family’s story with pictures, videos and more.

Iron out the details.

Make a list of all details — and the contact information of the person responsible for handling them — that need to be taken care of for the day of, including the following:

• Parking: Make sure your venue has ample parking available, especially for elderly or disabled family members.
• Transportation: If the parking lot is far away from the venue, figure out how you will shuttle people back and forth.
• Seating arrangements: Decide how to set up seating, serving tables and comfortable chairs.
• Decorations: Display photos of previous family reunions and family members.
• Clean up: Recruit clean-up volunteers before the end of the reunion. If you wait too long, people may start leaving before you have the chance to ask for help.
• Emergencies: Have a first-aid kit ready in case anyone gets any minor injuries during the reunion.

Conduct a follow-up survey.

In the weeks following the event, ask family members to complete a survey. What did they enjoy about the reunion? What could be improved? Ask them to list any ideas for the next gathering. This honest feedback will be valuable for the next big reunion!

Don’t Forget We’re Here to Help!

If this family reunion planning checklist seems like a lot to do, it’s because it is! But St. Bonavenue is here to help! Our dedicated event management team can guide you every step of the way. We offer on-site catering, A/V services, equipment rentals and lodging for a seamless event experience.

Talk to us about your event today! We will work hard to bring your unique taste, style and budget together for an event that leaves a lasting impression on your family!