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Family Reunions

Use this checklist and ideas to plan your next family reunion celebration gathering; the link below also provides additional planning information and tools for a thorough planning experience.

Back To Worksheet Planning List

Family Reunions

Family reunions are a special time and organizing one takes time. Use the following worksheets to help get things in action.

Committee Heads:

Finance/Fundraising:_____________________________________

Food Committee:__________________________________________

Invitation/Communication Committee:_______________________

Family History:____________________________________________

Entertainment/Activities Committee:________________________

Set-up Committee:_________________________________________

Clean-up Committee:______________________________________

Registration/Welcoming Committee:______________________

Decoration Committee:___________________________________

Photography and Recording Committee:______________________




 

Date of Event:

 

Day of Week:

Time:

Location Site:

 

Estimated # of People:

 

Address of Site:

 

Estimated # of Invitations:

 

Contact Person #1:

 

Phone:

 

Pager:

e-mail:

 

Contact Person #2:

 

Phone:

Pager:

 

E-mail:

Theme Colors:

 

 

Theme:

 

 

 

 

SITE LOCATION WORKSHEET 

Location:

 

Address:

 

 

Contact Person:

Phone:

 

Web Site Address?

Fax:

 

 

Time Frame:

 

 

Base Rental Fee:

 

Fee Per Hour Extra:

 

Extra Time:

Pre-set up allowed:

 

Set-up Time:

Fee:

Clean-up Fee:

 

Security Fee:

Fee for Tables:

Sound System

 

TV/Monitors

Fee for Chairs:

# of Tables Needed:

 

# of Chairs Needed:

Fee for Table Clothes:

 

Alcoholic Beverages Allowed?

 

Electrical Outlets

Food on Site?

Other Services/Amenities:

Handicap Parking

Plenty of Parking

RV Parking

Kitchen

# of Restrooms

Play area

Covered outdoor Pavilion

Piano

 

Tennis Courts

Swimming Pool

Golf

Meeting Room

Pool Table

Horseback Riding

Nearby Park

Volleyball

Notes:

Other Requirements:

 

 

 

 

 

 

SCHEDULING WORKSHEET     

RSVP Due Date:

 

Final Head Count

Delivery Dates/Times:

   

 

 

Setup Time/Date

 

Clean-up Time

 

Rental pickup date and time:

 

 

Other:

     

Other:

Other:

 

 

 

Consideration/Element

Comments/Decisions

 

Potential site location visited

 

 

Theme chosen

 

 

Chairperson selected for each committee

 

 

Gather cost estimates for Budget

 

 

Check for proposed date to avoid conflicts

 

 

Finalize date

 

 

Begin designing invitation

 

 

Develop press release listing for family reunion web sites

 

 

Select program entertainer, MC, family speaker

 

 

Compile mailing list, data base, email listings, etc.

 

 

Investigate the need for special permits, licenses, insurance, etc.

 

 

Select photographer for event; arrange for photo session and assignment

 

 

Gather written contracts for site, catering, entertainment, decorations, etc.  if needed

 

 

Finance committee drafts initial budget

 

 

 Checklist


Family Crest/Shield for printing needs
 
Order plaques, certificates, trophies, other awards or gifts
 
Send reunion announcement in local newspapers
 
Determine menu with caterer and family sponsor
 
Mail invitations, registration forms, and other information
 
Put together registration/welcoming packets
 
Provide caterer with an estimate of guests expected
 
Review script
 
Confirm transportation needs for elderly
 
organize guest homes, hotel accommodations, etc.
 
Prepare name tags
 
Assign head table seating if desired
 
Formalize Lunch program (or other program) agenda
 
Print program or other special handouts


Meet with committee and helpers


Write checks for payments due


Gather receipt book, mobile credit card terminal/equipment, etc.


Load up all required materials, equipment, packets, etc.


Provide or arrange transportation for VIP’s and guests
 
Initiate a cock-tail hour for VIP’s and guests
 
Recheck all necessary equipment
 




NEEDS LIST
Welcome banner about 10'
Registration guest book
DJ, band or professional story teller
Tent rental
Survey forms for evaluation purposes
Balloons
Name Tags and markers
Souvenir T-shirts, caps, aprons
Web site for reunion notices
Maps
Welcome packet, newsletter, etc.
Decorations





AGENDA PLANNING for LUNCH PROGRAM

Present selves to designated area for the program area 
 
Greetings & Special Words of thanks
 
Special Message, purpose of celebration and gathering
 
Prayer
 
Special Scripture or Poem
 
Declaration of family crest, values and beliefs
   
Musical selection
 
Vocal or instrumental


Blessing of the Family
 
Spokesperson or Minister


Special Remembrances for those lost this year

Special Prayer or Verse
 
Recognition for new family members, elder birthdays and other special significances

Benediction/Conclusion
 
Presentation of Family Record Certificate, Family Tree and/or Family Bible
 
 
GROUP PHOTO

Meal or other Activities




 

A Family Reunion Planning Checklist

Source: http://www-instruct.nmu.edu/math_cs/kiltinen/web/checklist.html

1. Appoint a coordinator for the event.
a. Plan and organize well beforehand.
b. Rely on the needs and desires of your extended family.
c. Notify the extended family that "we're all going to get together."
d. Track down the relatives, including relatives in Finland.

2. Make a master list many months ahead.
a. Consult relatives for other distant relatives asking for names and addresses.
b. Use older family members as sources of information.
c. Look through family albums, old letters, etc.
d. Use a personal ad in local papers telling of the reunion and to track
down lost relatives.

3. Create a family file for now and for future use. Include:
a. Names, addresses, and telephone numbers.
b. Occupations.
c. Standing in the family, for example, second cousin, great uncle, etc.
d. Special interest, for example hobbies, spare time activities, etc.

4. Help
a. Involve relatives, thereby creating a greater interest.
b. Organize teams for the various tasks.
i. Finances.
ii. Food and lodging. Families could be grouped together in campus housing
iii. Activities and entertainment.
iv. Collecting family memorabilia.
v. Creating a family tree and/or history.
vi. Miscellaneous details.
c. Appeal to people's interests and abilities.
d. Recruit a liaison for each branch of the family to:
i. Keep each branch up to date.
ii. Give head count of who will attend.
iii. Relay information from the main organizers to each of the teams.

5. Keep a reunion notebook.
a. Add or delete pages as necessary
b. Assign a separate section to each team.
c. Decrease chance of snafus, misunderstandings, and disappointments.

6. Planning the event.
a. Options are endless with only one rule: The affair should suit your
family's interest and needs.
b. When? In conjunction with other events in the area
i. Allow relatives sufficient time to make arrangements.
ii. Emphasize special significance.
c. Family poll.
i. How long for the reunion? One day? Two days? Etc.
ii. Cost of the reunion.
iii. Special interests.
iv. Do it yourselves or let professionals do the work?
d. Site:
e. Lodging
i. Campus residence halls?
ii. Local motels?
iii. Nearby campgrounds?
f. Invitations should be exciting and imaginative.
g. Feeding the family.
i. Caterer
ii. Be aware of any special dietary needs.

7. Enjoy yourselves
a. Ice breakers to reacquaint and greet all relatives.
b. Variety is the spice.
c. Stengthen memories via videotaping your reunion.
d. Family history. Write it and print it up
e. Family tree. Your reunion is a good time to compile or update
the family tree.

8. Establish a tradition
a. Keep in touch with the relatives with whom you reconnect at the reunion.
b. Start a family newsletter.
c. Plan a next reunion.
d. Do not let it stop here.
 
 

VISIT:   http://www.aagsnc.org/articles/reuniontips.html

Family Reunions - Celebrating Your Roots! Tips for Planning Your Reunion
by Carole E. Neal, June 20, 1998
The most important
thing parents can give their children are Roots and Wings!

 

Make decision to have a Reunion

  • WHEN will it be held?
  • WHERE will it be held?
  • HOW long will It be?
  • WHO will be invited?
  • COMPILE mailing list (database of family members)
  • SEND "Save The Date" Notice

Establish Committees

  • Involve members from each branch of the family; get input from, and involve, the young family members.
  • Set a timeline for completing tasks or assignments
  • Committees meet as needed
  • Establish back-up or contingency plans
  • Host Family, Coordinator
  • Financial - Select the Treasurer
  • Program [Theme, Reunion Colors, Schedule of Activities, Banquet Program/Speakers/Script, Picnic, Church Service, Tours, other activities based on your family’s interests and for all age groups]
  • Lodging/Hospitality
  • Registration [name badges, goodie bags]
  • Decorations, Flowers
  • Food - Meals, Refreshments [Catered? Pot Luck?]
  • T-shirts, Other Keepsakes
  • Reunion Booklet, Family Directory
  • Family History - Information & Exhibits/Displays
  • Other (Video, Photography, Banner, Prizes)
  • Clean-up

Communication

  • First, an immediate mailing should be the "Save the Date" notice. Thereafter, send out information updates periodically
  • Include due dates for response, as well as a return mailing address
  • Include tidbits of information about family ancestors
  • Give clear instructions on how to order reunion items
  • When making arrangements with service providers, confirm everything in writing. Be specific!

Finances

  • Set a budget and registration fee schedule
  • Include copy of budget in an early mailing
  • Request bank to open a free, temporary checking account in the name of your reunion
  • Keep reunion funds separate from personal funds
  • Can also consider a permanent account if you decide to establish a family association

Schedule of Activities

  • Contact the local Convention and Visitors Bureau, as well as the local Chambers of Commerce for information regarding sightseeing tours and other activities, printed information, and hopefully, promotional giveaways.
  • The first activity sets the tone for the reunion. Make it festive. Have get acquainted games. Assign committee members to act as greeters
  • Allow for "free" time, especially for a first reunion. This allows folks to just talk and get acquainted or reacquainted and allows for informal sharing of family stories. In other words, don’t have something scheduled for every minute of every day.
  • At appropriate point, re-emphasize the times for various activities
  • Provide written directions to activity locations
  • Tap into family talent pool

Lodging

  • Contact local hotels and request a block of rooms be held in the name of the reunion
  • Negotiate group rate

Goodie Bags

  • Request promotional giveaways and printed information from local Convention and Visitors Bureau, Chambers of Commerce, or local businesses
  • Download information from internet

T-shirts

  • Design - reflect reunion’s theme and colors
  • Prepaid? Pre-delivered, or pick up at reunion?
  • Possible fundraising activity

Reunion Booklet

  • Cover designs
  • Welcome
  • Outline of activities
  • Banquet program
  • Welcome letter from local officials
  • "In Memoriam" section
  • Family history
  • Family directory
  • Family business cards (support our own)
  • Acknowledgments
  • Family photos
  • Other

Photography

  • Formal photos: family elders, group photo, other

Video

  • Recommend professional videographer
  • Include on-camera testimonials from attendees

Speakers

  • Invite local officials - formal welcome
  • Banquet keynote speaker

Publicity

  • Pre-reunion press release, and/or
  • Post-reunion newspaper article
  • Internet postings
  • Family newsletter
  • Other

Name Badges

  • Color-coded by family branch
  • Have backup materials on-site

Record Keeping

  • Devise organized method for recording and maintaining registrations, keepsake orders, correspondence, confirmations, and other reunion Information

Family Business Meeting

  • Decide particulars for next reunion
  • Discuss/decide other family business

Ideas For Family Projects

  • Repair of ancestral grave sites; headstones
  • Establish family Youth Scholarship Fund
  • Create family Investment Club
  • Make a family Heirloom Quilt

Reunion Prizes

  • Person who traveled the farthest
  • Oldest attending
  • Youngest attending
  • First to register
  • Most grandchildren

Reunion Wrap-up

  • Pay all outstanding bills
  • Send final communication
  • Include final Financial Report

 

 

 

Possible Locations:

Old Homestead

Old Fort

Family Cemetery

Historical Building

Restaurant

Picnic in the Park

Large Home

Campgrounds/RV Park

Bed and Breakfast

Dude Ranch

Cruise

Theme Park

 

 

 

 

 

 

 

Activities:

Silent Auction

Raffle

Family cemetery clean-up

Church Service

Talent Show

Family History Skit

Tour opportunities

Fire Works Show

Time Capsule

Quilting Circle

Pie/Watermelon Eating Contest

Outdoor Games: Horseshoes, volleyball, tennis

Golf Tournament,

Dance

Guess Who?  bring baby photos

Old fashion sack race, egg race, balloon toss, etc.

Plant a tree/bush

Children's Activities

Crafts Table

Color family crest/design one

Board Games

Outdoor Games

Frisbee

Puppet Show

 

 

 

 

Remembrances

Family Video

Home Movies

Slide Show

Power Point Show

 

 

 

 

 

Memory Table

Old memorabilia with identifiers

Old Quilts

Photos

Documents, Marriage Certificates, etc.

Old Kitchen items

Newspaper clippings

old greeting cards, post cards & letters

 

 

 

Family Reunion Conference

Have scheduled events during the afternoon for family members to attend such as:

·         Genealogy Research Class

·         Family History Information Gathering Time

·         Interview/videotaping the elders

Name Tags

List name

son/daughter of

grandson/granddaughter of

City

 

 

 

Family Directory

·         Names, addresses, email, phone

·         Services offered

·         Special talents

 

 

 

 

Silent Auction/Live Auction

Attendees bring crafts, products and other items for money raised benefiting the next year's reunion or to cover the extra costs of the current year's reunion

Sign-in Registration Table

Guest Book

Large Plastic Table Cloth with marker pens

Large Family Tree print

 

 

 

 

 

Reunion Evaluation

Element

 

Comments  and/or Improvements

The Number of participants was reached

 

 

Goals achieved

 

 

Stayed within Budget

 

 

Committee members completed assignments

 

 

Committee members stayed within budget

 

 

Committee Head communicated regularly with members

 

 

Sufficient number of helpers

 

 

Committee met regularly or had sufficient number meetings

 

 

Site location well suited for the event

 

 

Favorable comments received about location

 

 

Parking was adequate

 

 

Amenities were adequate

 

 

Hospitality was adequate (tables, chairs, food, space, on-site personnel, etc.)

 

 

Lunch program was well received

 

 

Equipment was adequate

 

 

Presentation of the food/service was adequate

 

 

Sufficient food, snacks, beverages, refreshments for all

 

 

Sufficient number of mailings with/minimum return

 

 

Registration went smoothly & organized

 

 

OTHER:

 

 

Volunteer Thank yous sent

 

 

Suggestions Obtained:

 

Committee Work

Event Evaluation

 

 

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People-Room-Table Size Guide


Reception Styles (Weddings, Corporate, etc.)


Reception Set-Up

Budgeting  


Buffet Menu

 

Back To Worksheet List-- Details Count!

 

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