Family Reunion Planning Checklist Free Download
By Family Tree Editors
Planning a family reunion? Use this handy timeline and checklist to guide your decisions and strategies, for both before and after the event.
One Year –18 Months Before the Reunion
- Recruit a planning committee
- Schedule committee meetings
- Assign responsibilities (such as attendance, finance, communication, venue, food, activities, etc.)
- Set a date and place (survey relatives if need be)
- Gather relatives’ contact information or update contact list
- Collect starter money (if a first-time reunion) or evaluate balance from the last reunion
- Set a budget (estimate costs, determine admission price)
- Open a reunion bank account (if you don’t have one)
- Set up a reunion website and/or Facebook page
- Send “save the date” announcement
- Determine a theme
- Brainstorm activities, entertainment and food based on
the theme - Investigate any events permits or other requirements
12 Months Before
- Book the reunion venue
- Book a caterer, if using
- Book a professional photographer/videographer, or ask a relative to shoot photos and video
- Book entertainment, if using
- Reserve other services, such as tables and chairs or site clean-up
- Apply for permits
- Prepare map/directions to event site
9 Months Before
- Design the invitation and tickets (if using)
- Order mementos and souvenirs
- Set up an email template for your registration confirmation message
- Begin preparing personal histories, slideshows, videos or other reunion handouts or displays
- Note milestones to acknowledge at the reunion, such as anniversaries, graduations, etc.
- Send a reminder announcement
- Look for sales of non-perishable supplies, such as decorations, plates, cups and napkins
6 Months Before
- Plan decorations, displays and centerpieces
- Send official invitation
- Update address list as needed; continue to contact non-responders and potential attendees
- Arrange for door prizes and game prizes
- Prepare door prize drawing tickets
- Book accommodations for traveling guests, if necessary
3 Months Before
- Send reminder announcement (include enticing reunion details)
- Get event insurance as required
- Determine venue layout
- Make name tags
- Make table centerpieces and other decorations
- Prepare photo collage
- Prepare signage (marking the venue, registration area, drinks, bathrooms, etc.)
- Finalize schedule
- Designate event emcee
- Prepare announcements
- Prepare printed program
1 Month Before
- Finalize personal histories, memory albums, slideshows, videos, etc., and order professional copies as necessary
- Update attendees list
- Assign dishes for potluck
- Continue attendee recruitment efforts
- Send reminder announcement
- Recruit helpers for set-up and clean-up
- Inventory items needed on-site and who is responsible for bringing each one
- Prepare a reunion survey
- Make name tags as needed
- Shop for nonperishable supplies
2 Weeks Before
- Send reminders or tickets if using them
- Finalize attendance
- Prepare list of paid guests (if applicable)
- Confirm event details with all vendors and suppliers
- Finalize announcements and deliver to emcee
- Verify delivery of donated door prizes
- Finalize and print any handouts and labels
- For potluck, confirm who’s bringing what
1 Week Before
- Update attendance list with last minute guests
- Finalize list of paid attendees
- Prepare name tags or registration packets
- Set contingency plans for weather or other unexpected events
- Give meal count to caterer (if using one)
- Shop for perishables
- Prepare final payment to venue and vendors
- Confirm room set up and equipment arrangements with venue (if applicable)
- Prepare checklist for the day of the reunion
1 Day before
- Pick up beverages, ice and food (cake, cookie trays, sandwich trays, etc.)
- Prepare food and drinks as needed
- Deliver supplies to venue if possible
Day of reunion
- Bring reunion day supplies (including checkbook) and checklist for the day
- Set up food and drinks
- Set up decorations and activities
- Have fun and enjoy the day!
- Clean up and pack items
- Retrieve supplies
After the Reunion
- Send survey (if not distributed at event)
- Finalize photo book and or video with photographer/videographer
- Send memory albums and other handouts to those who paid but didn’t attend
- Send thank you notes and follow up letters
- Close bank account once all checks have cleared, or keep open with a minimal balance for the next reunion
- Store reunion supplies in convenient location
- Evaluate survey responses
- Meet with committee to discuss successes and pitfalls
- Send regular updates via a family website, social media, email and or mailings
- Update contact list
- Recruit planning committee volunteers for the next reunion
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