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Next Worksheet

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