Family reunions are delightful. What’s not to like about them? There are tables lined with family recipes and comfort food, there’s chaos—the kind that’s oddly comforting—and then there’s gossip galore. That said, the time leading up to family reunions can be quite challenging, given the many variables, from budget and venue to dates, that need to be taken care of. The good thing is that following a few tips can help make planning family reunions smoother and less stressful.
Get inputs from all members
Organizing family gatherings should be a collaborative effort and not a solo task. It is best to involve everyone in the planning process, as it helps one note any special requests and considerations that need to be addressed. For instance, if a family member’s wedding or graduation ceremony falls around the time of the reunion, the date for the reunion can be moved around.
Talking to family and planning the event with them also helps determine how many can attend the reunion. Knowing the number of family members attending is crucial for logistics, such as booking accommodations, determining the menu, and arranging appropriate transportation. A headcount is necessary to ensure everything runs smoothly for the reunion.
Pick a date
Selecting a date is easy if the family has a reunion at the same time every year, such as Thanksgiving weekend or Labor Day. However, if the reunions happen spontaneously, picking a date and time that works for most members is crucial. Most families plan a reunion in the summer because it is easier for members with children, especially those who are in school, to make it.
In addition to selecting the date and time, determining how long the reunion will last—whether for a day, a couple of days, or an entire week—is important. That way, everyone can get a head start and plan their leaves accordingly.
Set a budget
Setting the budget should be one of the first steps in planning. This step can help determine where and when the reunion can be planned. For example, a larger budget means a family can select an expensive venue, even during the holiday season when prices are higher. On the other hand, if the budget is low, families can travel on off-season dates when venues offer discounted rates. Teaming up with the family and coming up with a budget ensures that everyone can afford to participate in the event.
Select a location
Selecting a location for the reunion involves factoring in multiple variables, such as budget, ease of travel, and accessibility. Families should opt for venue options that provide good value for money. For instance, they can look into campgrounds with lodging and various fun amenities in one place.
Alternatively, in case of budget constraints, families can consider hosting the reunion at a member’s home. This option makes for a more intimate setting and eliminates the need to reserve and pay for a venue. However, meeting at a family member’s home means the one hosting the reunion must ensure adequate seating, sleeping, and food arrangements. Here, other family members can pitch in however they can by bringing in their foldable mattresses, drinks, and food so that the task of planning and hosting the event does not fall on just one person.
Send invitations
A family reunion is incomplete without invitations. Print the invite on paper or send it digitally. The invitation should feature important information, including the date, time, and planned venue for the reunion. Alternatively, one can create a group with members attending the event on social media.
Hype up the reunion
Once invites are sent and a group with members is made, consider hyping up the event to get members excited about the reunion. Create polls to receive input about what types of meals family members would prefer for the reunion or the entertainment they would like to enjoy. This is a great way to encourage engagement in the reunion planning process. Also, think of a hashtag members can use when uploading posts to social media. This is a great way to view memories leading up to the reunion and planning for the reunion day.
Delegate responsibilities
It is best to delegate responsibilities to members before the event. Assign specific tasks to each member. For instance, some can finalize the venue, some can plan fun activities, and others can arrange for food and drinks.
Plan activities
A lot can be planned for a family reunion. For instance, some families have an auction to raise money for next year’s event, while others plan trivia about pop culture, television, and general knowledge.
Yard games like ladder ball, croquet, or cornhole, too, make for fun family reunion activities. Other things to do include building a mini stage for fun entertainment activities like karaoke or planning fun theater-like plays among families, with rewards for the best performers.
Have a backup plan
Planning an event, a large-scale one at that, comes with its list of challenges. For instance, a vendor may cancel a reservation due to unforeseen circumstances. That is why having a backup plan is always a great idea for a family reunion. In the event of a last-minute venue cancellation, it is advisable to research accessible and nearby locations. Alternatively, book RVs, as they can accommodate many family members and help move members from one location to another.