Family Reunion Checklist
4.8/5 with 242 votes
Table of Contents
Introduction
Find a date and place relatives can get to, and agree the costs before anyone books. Divide the food, invitations and activities among helpers, then send everyone the same arrival details.
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- 4-6 Months Before
- Agree who will help organize the reunion
- Assign a coordinator and owners for food, costs and activities
- Research and compile family reunion ideas perfect for your family.
- Poll the family: One-day reunion, two-day reunion?
- Research availability of reunion locations.
- Pick a date and a location.
- Set your budget & determine payment methods.
- Begin building an invitation list.
- Start pulling together family recipes.
- Research caterers if you need one.
- Share accommodation options and agree who will make bookings
- 3-4 Months Before
- Choose and reserve the location.
- Confirm the caterer, menu and any agreed family recipes
- Start menu planning.
- Compile your guest list.
- Prepare and send out the invitations.
- Start creating to do lists and supplies needed lists.
- Collect dietary and accessibility needs
- 2 Months Before
- Compile local weather information and clothing tips for out-of-town guests.
- Put together maps and directions for out-of-town guests.
- Build a shopping list.
- 1 Month Before
- Confirm your reservations.
- Have the committee discuss any outstanding bills.
- Confirm your household’s travel and attendance arrangements
- Start purchasing non-perishable items: dry goods, decorations, supplies, etc.
- 2 Weeks Before
- Call family members who have not RSVP'd.
- Plan activities for the adults and children.
- Buy the remaining shared supplies after checking what can be borrowed
- Re-confirm your reservations.
- Send final directions, timings and contact details
- Reunion
- Welcome relatives and explain the day’s plan
- Check food, seating and activities are ready
- Arrange the group photo if everyone wants one
- Clear the venue and return borrowed items
- Settle agreed shared costs and thank helpers
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Presented by:
Campbell Rodriguez
Stats
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6,776
Views: 6,776
Uses
68
Uses: 68
Tasks
41
Tasks: 41
Details
Agree the date, length and cost
Poll relatives on dates and whether the reunion is one day or a longer visit. Set a realistic budget and explain any expected contribution before people commit.
Make travel and hosting responsibilities clear
Share accommodation options, but agree who books and pays. Check dietary needs, accessibility and activities for different ages.
Send the final details
Send one clear message with directions, timing and a contact person. Include cleanup, borrowed equipment and settling shared costs so those jobs do not fall to one person unexpectedly.
Who it's for
Families coordinating a reunion with relatives from several households.
How to use
- Save a Checklist for this reunion.
- Adjust the suggested lead times to your date.
- Assign a named owner to shared tasks.
- Remove catering or accommodation work that does not apply.
Family Reunion Checklist Frequently Asked Questions
Do we need a committee?
Only if the event is large enough. A small reunion may need just a coordinator and a few agreed helpers.
Who should book accommodation?
Agree this explicitly. Sharing options does not mean the organizer is booking or paying for everyone.
What happens after the gathering?
Return borrowed items, settle agreed costs and thank helpers. Ask before sharing photographs publicly.
Rate this Checklist
5 stars
Scores 4.80 with 242 votes