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Family Reunion Timeline

Family Reunion Timeline

Family Reunions are increasing in popularity with the focus on renewing and strengthening family ties, bonds, and family history. Utah Family Lodges is committed to making your next Family Reunion the best it can be. Use this planning timeline to get started today.

ONE YEAR IN ADVANCE

  • Start forming the Reunion Committee
  • Set date.
  • Make list of family members to be invited
  • Make reservations at location, a deposit may be required
  • Create family reunion website
  • Prepare a budget, where the funds will come from for the reunion
  • Send “save the date” emails or postcards to family members, with details of date, location, and non-refundable deposit amount
  • Make a calendar to keep track of assignments and payments due

SIX MONTHS IN ADVANCE

  • Select committee chairmen and assign duties and deadlines
  • Decide whether there will be a theme and what it will be
  • Send out invitations with RSVP by date and deposit required

THREE MONTHS IN ADVANCE

  • Send out reminder invitations
  • Record RSVPs and deposits received
  • Food committee should be completely organized

ONE MONTH IN ADVANCE

  • Food committee contacts families with food assignments
  • Gather family photos and memorabilia to display
  • Review committees’ duties and follow through
  • Contact location manager/owner for any last-minute questions

TWO WEEKS IN ADVANCE

  • Shop for decorations, paper and plastic ware, trash/recyclable receptacles
  • Non-perishable food items can be purchased-drinks, snack foods, etc.
  • Confirm number of family members expected
  • Contact family members and inventory what they’re bringing

ONE WEEK IN ADVANCE

  • Update attendance
  • Make final payment to venue if due
  • Contact all committee chairmen for completion of assignments

THREE DAYS IN ADVANCE

  • Shop for perishable food items
  • Make decorations, welcome kits, guest book, name tags, goodie bags

DAY BEFORE

  • Purchase ice, drinks and any other last-minute food items or paper goods
  • Take supplies to location if allowable
  • Confirm all committees have completed assignments
  • Have funds available for any needed activities
  • Check with location manager/owner for clean-up responsibilities

DAY OF REUNION

  • Put out signs directing family to reunion
  • Have checklist ready so nothing is overlooked
  • Collect any unpaid fees
  • Set up welcome table with guest book, name tags
  • Decorate
  • Set out drinks and snacks

AFTER THE REUNION

  • Collect family memorabilia and photos to include in memory book,
  • Check for items family members may have left behind
  • Make sure site is completely cleaned, trash and recyclables in proper place
  • Remove direction signs from roads
  • Update family contact information and share
  • Send follow-up survey
  • Send thank you notes to committee members and volunteers
  • Meet with committee members to assess event
  • Keep website active, keeping contact list updated
  • Keep family members in touch with each other with website, social media, email or postal service
  • Evaluate returned surveys
  • Close out bank account or keep open with minimal balance
  • Start planning the next one