Family Reunion Checklist
1) Organize a reunion committee
If you are organizing a family reunion for over 25 people you
should organize a
committee to oversee parts of the reunion planning. The
committee should create
a planning binder with lists of sub-committees, guests,
assignments, resources,
financial status, and anything else that seems important at the
time.
2) Selecting a Reunion Chairperson
Every organization has to have a leader, and the family reunion
committee is no exception. The committee chairperson is
responsible for:
-
Arranging committee meetings and informing the members of those
meetings.
-
Overseeing meeting and maintaining the organization of content.
-
Creating a volunteer list and assigning jobs to them.
-
Keeping track of finished tasks and/or unfinished tasks.
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Maintaining motivation in the volunteers and committee members.
3) Create a survey to send to family members for
opinion and their ideas
Family Reunion Survey Form
Adobe PDF file
Family Reunion Survey Form
WORD DOCUMENT file
4) Select a type of Reunion
-
If you having a small or first time reunion, picnics or
barbeques at a family home or nearby park would be reasonably
priced and easier to organize.
-
If you are having a large reunion in a location such as a theme
park, another state, etc. you need to allow enough time for
family members to plan for hotel reservations, time off work,
airline reservation, etc.
Most of these larger reunions will require a
significant amount of planning by those in charge -
and can demand quite a significant outlay of cash
from those members attending. Make sure you are
ready to spend long hours planning one of these.
5) Select a Reunion date and duration
It can alter in length from an afternoon to several
days to even a week. For families who live close to
each other, one day may be enough time to take part
in activities, visit and socialize.
When you have decided on the duration of your
reunion, you must choose a date. You have to leave
yourself enough time for planning for the event and
we recommend planning at least a year or two in
advance. Also, when choosing the event date, plan it
for a time when most family members can attend and
take suggestions from your survey (#3).
6) Create a list of family members
The number of people on your guest list will be a factor in many
of your early decisions such as reunion location or the size of
the facility you will need. If the reunion is large, you will
need more planning time and more advance preparations to make.
One of your main tasks is to decide whom you want to include in
your family reunion, invite all descendants of your great-great
grandparents or just immediate family members.
7) Choose the location of the reunion and reservations
Choosing the right location is one of the most important
decisions you will make for your family reunion. We recommend
that you choose the location before you know the type of
reunion, desired dates and how many people will be attending
just because it it is easier on everyone involved.
Here are some suggestions for locations:
Make sure you reserve all aspects of location including area of
reunion, hotels for out-of-town guests, transportation, etc. If
you do this in advance it will save time and lot's aggravation.
8) Create a Budget
Your first financial task as a committee is to create a budget
for everything that is to be paid for or reimbursed by the
reunion committee. Make sure to include all items no matter how
small it may be. Some expenses will be paid directly by your
attending family members i.e. travel, hotel, meals, etc. Just
make to advise your family members what is included in their
ticket price when you send out invitations.
9) Planning fundraising activities
A raffle can be a popular fundraising activity. Purchase some
items that are going to be popular with family members. Sell the
raffle tickets at a reasonable price ($1 or $2) but also make
sure you can sell enough tickets to pay for prizes while at the
same time trying to make a little profit.
10) Create and Mail Invitations
Design and create invitations and send to them to all your
family members. Be sure to include the following information:
-
Date, time and location of the reunion
-
Family reunions contact information (phone, fax or email)
-
Description of the event
-
Cost of the event
-
Payment procedure
-
Response Card
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Directions on how to find the reunion
-
Any other information pertaining to the reunion.
11) Plan Activities
When you decide on the activities for your family reunion,
remember that the main reason for a reunion is to bring together
the family to spend time with one another. Plan activities that
achieve this goal by having family members do things together.
Here are some activities to keep in mind:
-
Games (such as sack race, egg toss, tug of war, musical chairs,
etc).
-
Arts and craft tables
-
Talent Show
-
Family Video
-
Dinner Dance
-
Children's events (such as puppet shows, coloring contest, etc).
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Church Service
-
Etc…
12) Planning a menu
The planning of a menu for your event all depends on what type
of reunion you are planning and what your budget allows you to
afford. If your reunion takes place in the duration of one day
or takes place over several days, you may find that a
combination of restaurant, home-cooked meal and/or catered meal
could work out best. It just all depends on your time, money and
where the location of the reunion is being held.
(Try asking this question on your survey #3 to collect ideas and
opinions)
Here are some ideas for family reunion foods:
-
Hamburgers and hotdogs
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Corn on the cob
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Potato Bar
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Spaghetti
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Chili Cookoff
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Sloppy Joes
-
Etc…
13) Develop a schedule for your reunion
Your schedule should outline all of your activities during the
duration of your reunion. This includes meal times, activities,
transportation, etc. Try to have all aspects of your reunion
listed on an information sheet which is available to family
members to keep track of what's going on.
14) Acquire chairs, tables, equipment for activities, etc
Be sure to order and/or purchase all equipment relating to your
reunion in advance of the date. This will save time and cost
significantly less money if the arrangements are made in
advance.
15) Purchase prizes, decorations, awards, etc.
Make sure to purchase to purchase all prizes, awards,
decorations, etc before the family reunion, that way you are
prepared. COBO Hospitality Services has some reunion souvenirs
you can choose from or generate your own items.
Family Reunion Merchandise
PDF file size
Family Reunion Merchandise
MICROSOFT WORD file
16) Compile a Grocery List
Organize and create a grocery list of all the items you will
need for the family reunion including food, napkins and
silverware, beverages, etc. Assign committee members to be in
charge of purchasing these items but make sure you inform them
of the budget, this way they will look for the good deals!
17) Decoration and Setup of the event
A day or two before the event with volunteers help of course,
setup the tables, chairs, etc and decorate the location. Setup
prize tables, stage area with a microphone. Be sure to also
prepare name tags for all your guests who will be arriving to
your event. This will help family members who have not met other
family members.
18) Hold the Reunion
All the hard work you have done is showing in the faces of all
the family members who have shown up for the reunion. Everyone
is having a good time and enjoying themselves as well as
everything running smoothly. Have fun and take lot's of
pictures!!!
20) Cleanup & Evaluation of the Reunion
It's time to clean up all the mess that has been created by the
family. Throw all garbage away, make sure equipment that is
rented is returned. Also make sure that all suppliers have been
paid for their services.
And that's it, you are done for this year but isn't their
another family reunion being planned for next year? Just
remember COBO Hospitality is willing to help you with anything
you need.
Produce forms that family members can fill out to provide
opinions on how the family reunion went. Ask questions such as
did you like the food or what was you favorite activity? This
way you get an idea of what worked and what could be improved
for next time. COBO Hospitality has an evaluation form you can
use.
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