Top 10 Reunion Planning Tips

So you’re in charge of planning the family reunion. Overwhelming? It doesn’t have to be… just take a deep breath, follow our top-ten reunion planning tips, and you’re on your way to a great gathering.







1. Plan your guest list

Your guest list determines pretty much everything about your reunion – where it will be, what kind of food you’ll be serving and what activities you should plan. 

2. Make a budget

• Is this a casual event, or do you come from a family where everyone can afford to celebrate in style? The larger the expense, the more time you may need to allow for everyone to budget for the reunion.
• There are expenses related to the planning process, such as creating and mailing invitations, phone calls, name tags, etc.
• Get a handle on the scope of the event so you have a budget amount in mind as you continue planning.

3. Select a date

Settle on a date and location early on. Summer is the traditional season for reunions -- travel by car is easiest then and kids are out of school. But there are also long school-holiday weekends throughout the year. Keep an open mind and select at least three dates that work, then continue to plan.

4. Location, location, location

Is it an outdoor or an indoor event? Is it by the beach, Uncle Lou’s backyard or at your house? When planning a location, keep it simple and convenient for all. If it’s outdoors, hope for the best weather, but prepare for the worst! The best locations book up months –- even years -- in advance, so reserve early and be open-minded about going for one of your alternative dates. Selecting the right location is key to the party’s success. Before you make a reservation:

• Make sure you can bring in your own food, if that’s what you’re aiming to do; some establishments require you to use their catering services if you rent their space.
• You’ll need tables and chairs – does the location provide?
• Check on set-up and cleanup requirements.
• Get a receipt for your reservation, and check back with the location a few weeks before the event to make sure you and the location manager are on the same page.

5. Get the word out
Whether traditional or e-vites, keep the information clear and simple, and have fun with them!  

• Save time and mailing costs when you email your invitations.
• Make sure the invites are mailed/emailed early in the process. If it’s a huge event with travel involved for many, an invitation arriving months in advance is best, with a follow-up mailing that includes all of the event details. A simple gathering of one branch of the family? A phone call or invitation a few weeks in advance is all you need.
• Insist on an RSVP so that you can plan accordingly, and follow up with a phone call to those who don’t get back to you.
• This is your chance to find out if there are special needs to be considered… does anyone require wheelchair accessibility? Are there food allergies? Do families with young children need any equipment on hand, such as high chairs, that you may need to borrow or rent? .
• Once RSVPs are in hand, send out a reminder card with the event details, and include things like an event schedule, potluck food assignments, and above all, your contact information, including a cell phone number where people can reach you before and at the event.
• Consider adding something to the invitation that allows all family members to participate: Send a blank recipe card, and ask that they bring the card to the reunion with a cherished family recipe… which you will collect and assemble into a reunion cookbook. Or ask that members bring a family photo for a family tree display. Or make up a questionnaire that each member fills out and returns so that you can have a trivia quiz at the event.

6. Start figuring food

No need to get down to the nitty-gritty details now, but decide what kind of meal(s) you will serve. Sit down? Buffet? Catered? Casual? Potluck? Full meal or appetizer or dessert buffet? It’s your call!

• No matter what kind of meal you’re planning, be sure to include dishes that appeal to both kids and adults.
• If it’s potluck, assign family members to bring dishes in a certain category.
• It will be difficult for a family from out of town to bring a baked or fresh item, but it would be easy for them to pick up soft drinks, chips and other nonperishable items.
• Think about food safety as you plan your buffet tables. Cold food must stay cold; hot food must stay hot. Check out our food safety guidelines.
• If you’re grilling the main dish, use our grilling timetable to make sure your dishes are grilled to perfection.
• Make arrangements for storage of leftovers after the meal. Again, safety is key; if it’s been out for two hours or more, toss leftovers.
• Use our handy food amounts chart for determining how much to prepare.
• Purchase a small kiddie pool, fill with ice, and add a bunch of water bottles – two per person is a good rule of thumb.      

7. Pick the party games and activities

No party is complete without the games that bring generations together.

Check out our reunion activities section >
See our section on taking a family photo >

8. Don’t forget the decorations

Consider the theme for the get-together, and with a few simple decorations, you'll set the scene for a memorable family gathering.

• Center the decorations around a banner with the family name. You can buy a roll of paper at a craft or party supply store, or have a more durable banner printed at a copy center.
• The party store or an everything-is-a-dollar store are your best bets to get decorations to fit your budget.
• Recruit all the kids to make super-simple decorations. Colorful paper chains hung from the trees, painted balloons or faces drawn on paper plates (representing the family, of course!) are a few simple ideas that would personalize your family reunion.
• Strings of inexpensive sparkle lights hung from the porch or tree can make your venue look festive in a jiffy.
• Stock up on citronella candles to keep the bugs away and tiki torches to light the way.

9. Create a cleanup crew

After a long, fun-filled day, the last thing anyone wants to do is clean up. Do some planning up front, and it'll be easier on the big day.

• Make it easy for guests to be cleanup helpers by placing plenty of well-marked trash containers around the site, with some designated for recycling.
• Before the reunion, ask several family members to head up the cleaning crew. If they make a pass through periodically to empty the trash and keep things orderly, it'll make the final cleanup a piece of cake.
• Keep plenty of paper towels, trash bags, rubber gloves and cleaning sprays handy.
• Designate one spot as the trash station and collect all the trash bags in one easily accessible place during the event and it will be quick and easy to haul it all away at the end.

10. Delegate!

The more hands on deck, the better. People like to help; give them a chance to pitch in.

In addition to specific tasks, there are always last-minute chores needed, such as running to get more ice, driving to the airport to pick up a stranded family member or handling an insect sting.