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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:

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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

	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.	(obtain permission to set-up in advance)
	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		Optional
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		Optional
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

Other Agenda Formats

Agenda Plans for Family Dedication Celebration

Church, Private Home or other Location

(also for Baby Dedication Day & Family Reunions)

Activities	Time Allotment	Person Responsible
Door Greeter & Registry
Announcement of Dedication

Present selves to designated area for the ceremony
Join Hands		Optional
Greetings & Special Words
Special Message, purpose of celebration and proclamation read
Prayer		Optional
Special Scripture or Poem
Declaration words/oath by parents and family members
Candle Lighting Ceremony
Musical selection		Vocal or instrumental
Blessing of the Family		Spokesperson or Minister
Special Prayer or Verse		Optional
Benediction/Conclusion
Presentation of Family Record Certificate, Family Tree and/or Family Bible

Photo Session
Reception

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:

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, 1998The 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

Texas & The Old West

Cooking Tex-Mex Chuckwagon Chow DVD Texas Courthouses of 1800's Note Cards

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

Starting a Photographic Home Inventory Business using Your Digital Camera!

Family Tree Chart & Record

Become an Event Planning Coordinator

Scrapbooking

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Agenda Plans for Family Dedication Celebration

Church, Private Home or other Location

(also for Baby Dedication Day & Family Reunions)

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