subject: How To Coordinate A Family Reunion - Part 1 Of 2 [print this page] If you've decided to take the reigns and plan a family reunion this year, here are some simple steps to help you get started and to ensure that your gathering is a raging success.
The Guest List
Essentially, this part of the planning process is all about how big you envision the reunion to be. Will you include just 3 generations of a single family (grandparents, parents, children), or will you extend the reach to both sides of the family (grandparents and their siblings, parents and their children and grandchildren; and parents' siblings, children and grandchildren)?
In planning your guest list, you might consider how often the families get together currently. Has it been awhile since the last wedding (or funeral) where all the cousins got together? Does it seem like the family is "due" for another get-together, with nothing on the books as of yet?
Additionally, consider where the potential attendees are located geographically. Perhaps it would be easier to get one side of the family together in one location, and plan a separate, future gathering for the other side of the family in another location. Alternatively, if people in your family love to travel or in good enough health to make a trip, then the more the merrier.
In planning your guest list, it really comes down to what kind of event you (and your family) would most like to attend.
The Committee
Planning a family reunion can be an arduous task, and while it's sure to be well worth the effort, there's no reason to think you've got to plan it alone. Solicit assistance from cousins and other family members who are willing to help create a successful event. In choosing who to approach for assistance, consider these useful attributes:
- enjoys talking on the phone, connecting with family members
- wields influence in the family, especially among other key family members
- possesses resources like free time, extra funds, excellent cooking skills, savvy organizational skills, event planning experience, etc.
- is easy to work with, is reliable, is well-organized and resourceful
If the family is spread far and wide, consider that it's not necessary for the committee members to gather for a physical, in-person meeting. Much of the planning and legwork can be done via phone or email, and your role as the event coordinator is to delegate tasks and follow up with committee members to ensure they have what they require (and are completing their assigned tasks successfully). Though it's your duty to ensure follow-through, remember that planning this event should be fun and lighthearted, so don't become a taskmaster or you might soon find your committee disintegrating! Keep the mood light and bright and remember to acknowledge and appreciate your co-coordinators' efforts.
The Location, Date and Time
This is where it really pays to poll some of your family members before selecting a location. Consider where most of your family members live, how easy it is for them to travel, and be sure to consider the size of your event before selecting a location.
The venue chosen may dictate available times for your event, but when choosing a date, be sure to pick a weekend when the children are off of school (if travel is required). If all of your family members live within fairly close proximity of each other (less than a day's drive, for example), any weekend should be fine. Keep in mind that major holiday weekends like Labor Day typically mean higher travel expenses for folks (with increased lodging costs and fuel prices), as well as a likelihood of a venue booking up early.
One easy way to poll your family members is by using a free tool like Survey Monkey. Alternatively, your committee co-members can call or email family members directly to gauge interest in the venue as well as the date / time.
Once a firm date is selected and the venue is booked, you can send out a "save the date" announcement, to help your out-of-town family members begin planning their trip and making necessary arrangements for traveling to the reunion. This also helps to build interest, and you may discover that new committee members volunteer themselves once the "save the date" card is received.
