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.
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.
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.
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 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.
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.
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.
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.
When planning the menu, there are a few things you need to consider:
Nothing gets everyone mingling like a group activity! Here are some thought-starters:
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:
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.
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:
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!
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!
Download “Your Family Reunion Planning Checklist” as a PDF for easy reference or printing.
Download PDF