COUNTDOWN / TIMELINE

1.     24-18 months before
          -  notify family that reunion is being planned 

          -  form a planning committee

          -  determine family name

          -  gather contact information for all family members including email address and 

             cell phone numbers         

          -  identify location, date, and length (number of days) of reunion  
          -  begin contacting hotels and conducting site visits
          -  begin exploring activities, events, mementoes
          -  prepare estimated budget
          -  discuss payment options
          -  hold 1st fundraiser

2.     18-12 months before
          -  send survey to ascertain number of potential attendees, need for lodging and food, 

             feedback on suggested activities, etc.  

          -  make decision on hotel
          -  make decision on activities, events, mementoes
          -  revise, finalize budget
          -  determine how family members will pay
          -  discuss how family to be notified going forward/what communication technology to use  
          -  hold 2nd fundraiser

3.     12-9 months before
          -  identify tasks and assignments related to activities, events, mementoes
          -  send notice to family to save the date along with an update

4.     9-6 months before
          -  continue with tasks and assignments
          -  design programs, info, materials, name badges, signage, etc.
          -  hold 3rd fundraiser
          -  send 2nd notice with full reunion details, registration info, directions, etc. to family members

5.     6-3 months before
          -  send requests for proclamations, giveaways, specialty items
          -  continue with tasks and assignments
          -  continue designing programs, info, materials, name badges, signage, etc.
          -  send reminder notice, follow-up with family members, 
          - begin collecting reunion payments

6.     3-1 month before
          -  follow-up on requests for proclamations, giveaways, specialty items
          -  continue with tasks and assignments
          -  finalize program, materials, name badges, signage, etc.
          -  follow-up with family members, continue collecting reunion payments

7.     1 month – 2 weeks before
          -  follow-up with hotel
          -  continue with tasks and assignments
          -  copy program, materials, info, signage, etc.
          - prepare badges, gift bags, etc.
          - continue collecting reunion payments

8.      1 week before
          -  final follow-up/meeting with hotel
          -  final prep program/reunion materials 
          -  box/bag/pack

9.     Reunion Time!
          -  enjoy! 
          -  Truth is reunion planners don't get to enjoy the reunion as much as others because until the

             reunion is over, there's always work to be done including confirming activities, room set-up, 

             verifying food orders; collecting money; making final venue payments; placing mementos; 

             setting up for registration; and so on. However, you can make reunion-day tasks easier by

             spreading them out amongst as many dependable planning team members as possible, and 

             then do your best to enjoy what you've been working so hard for.

          -  if possible, set year and location for next reunion, form planning committee

10.   1 month after
          -  meet to evaluate and debrief on what worked, what didn’t, what needs improvement, etc.
          -  set date and location for your next reunion

          -  include committee for next reunion  

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Click below for more planning information.

• WHO, WHAT, WHERE, WHEN, HOW
• GET ORGANIZED
• REUNION ACTIVITIES
• SUZANNE  & DOUG'S FIX FOR 1ST TIME PLANNERS
• SWEET TIPS FOR FAMILY REUNION PLANNERS