Planning an event with so many moving parts and different stakeholders (who you presumably care about) can be daunting. Breaking a big project into smaller parts can be a good way to get started. Here are 5 steps to making your family reunion a manageable and memorable experience for everyone:
Set dates and reserve the site for your family reunion 12-18 months in advance if it’s a large reunion, or 6 months in advance if it’s a small get together. The larger the group, the longer amount of time needed to ensure you are able to get reservations.
Build the Team
Make assignments well in advance. These could include who will be in charge of the finances, who will head up activities, who will cover lodging (RV, tent or cabin) and who handle meal sign-up and menus. Here are a few easy meal checklists for dinners; you can use the same model for breakfast and lunch. Delegation is key to success.
Communicate, Communicate, Communicate
Make sure you’ve got the whole family included, then create an e-mail list, website or Facebook page (check out this article on tips for organizing people over the web). Good old-fashioned snail mail and/or phone calls still may be in order for family members who may not be as tech savvy.
Make It Fun!
Consider all of the ages of the guests who’ll attend, and ensure you create opportunities for fun at every level, from toddlers to great-grandparents. Kids and teens may love heading to a water park during the day, and a tour of the area sights might appeal to those more senior.
Preserve the Memories
Select specific people to take photos or videos—just to make sure as many great moments are captured as possible. Print out several copies of this Family History Questionnaire and gather family memories, history and recipes.