Family Reunion Timeline
- 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
- 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
- Send out reminder invitations
- Record RSVPs and deposits received
- Food committee should be completely organized
- 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
- 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
- Update attendance
- Make final payment to venue if due
- Contact all committee chairmen for completion of assignments
- Shop for perishable food items
- Make decorations, welcome kits, guest book, name tags, goodie bags
- 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
- 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
- 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