Planning Your Reunion: 6 Tips
Posted on April 30, 2015 by bob in Features
It’s your Mom’s 80th birthday. Maybe Uncle Harry and Aunt Madge are celebrating their 50th wedding anniversary. Cousin Zach just received his MBA. Any milestone event can be a great reason for brothers, sisters, aunts, uncles and cousins from far and near to gather. But even if there isn’t a special occasion in the offing, having a family reunion is an important way to keep your family connected.
“Family members are often separated by large geographical distances,” says George C Morgan, author of “Your Family Reunion: How to Plan It, Organize It and Enjoy It” (2001, Ancestry Publishing). “Time spent with family members can provide stability and a sense of perspective. Our families can help us reconnect with our intrinsic roots,” Morgan adds.
If you’re thinking about organizing a family reunion but don’t know where to start, consider these six tips. They’ll get you on your way to planning an event to entice your family – no matter how far away they live – to want to join in the fun.
1) Survey the Clan. It’s not much of a reunion if no one can attend. Whether you plan your event to coincide with a family milestone or special day, summer vacation or a holiday, to avoid time and date conflicts, poll family members first. E-mail a questionnaire asking your extended family what kind of event the want, where they want it and when. Encourage them to get the word out by forwarding your note to other family members. Give a deadline for responses.
2) Ask for Help. “Family reunions should always be planned by at least three people,” says Nancy Meyer co-founder of Buttoned Up, Inc., an organizational company that helps people get more done by organizing less. Meyer, along with her two sisters, has hosted many family reunions for more than 50 family members. She recommends having one person in charge of travel and lodging, one for entertainment, and one for food and beverages. “Then coordinate with each other on various decisions and work as a team to tackle all other projects for the event,” says the 62-year-old Laguna Beach resident.
3) Location, Location, Location. There are lots of options when choosing a great place to have your reunion. Keep in mind a location that is most accessible and affordable to the majority of people you want to attend. Ask if a family member wants to volunteer their home as the site. For larger reunions, parks, hotels, restaurants and community halls are a good place to start. If you’re planning a multi-day reunion, then consider a resort location where people can combine reunion activities with a family vacation.
4) Pick a Date and Get the Invites Out. After you receive everyone’s response, pick a date, a location and send out your invitations. Realize that you won’t be able to accommodate everyone, so choose your date based on what’s best for the majority. Ask for an RSVP and leave a spot on the RSVP to collect e-mail addresses. Encourage a member from each branch of the family to act as their family’s liaison. Have a central e-mail address for all questions and comments. Include the e-mail address and a phone number in the invite.
5) How Much Will It Cost? “Be sure to set an appropriate financial plan before you start planning the event,” adds Meyer. “Think about the activities your family likes best and allocate the most money toward that. For example, if your family is musically inclined, get some great sound equipment for a talent show. Or if everyone is into sports, rent out a nice baseball field or football field for family games.”
Once you’ve decided how elaborate your reunion will be, you’ll be better equipped to decide whether you need a registration fee to help offset costs. Larger reunions can get expensive quickly. Invitations, hotels, food, decorations and entertainment are just a few of the things that will play havoc on your budget. It’s wise to recruit a trusted family member to oversee the money handling.
6) Take the Memories Home. “Ask a friend to take lots of pictures and video of the reunion or hire a video team,” suggests Meyer. Then produce a memory booklet to give out or mail after your event. Consider including family recipes, old photos and autograph pages.
Claire Yezbak Fadden is an award-winning freelance writer and mother of three sons. Follow her on Twitter @claireflaire.
