GET ORGANIZED

Having  a family reunion takes time, commitment, and planning. To get started,  form a committee of family members. It can be as small as 3-4 people.  Include young people when possible. Decide how often the committee will  meet and consider the following items: Date, Invitations, Location,  Travel and Lodging, Facilities, Food, Mailing List, Program and Format,  Finances, Local Transportation, Communications, Souvenirs.

COMMUNICATIONS
Communications  with family members helps to generate information and maintain interest  over the months of planning for the reunion. A computer makes it easier  to handle all of your communications.

Compile the names,  addresses, and telephone numbers of as many family members as you can  find through your family network. Note how each person is related to the  family.

The first communication may just be a notice that the  family reunion is being planned and invite suggestions. When the  location, date, and facility have been confirmed send another notice,  including the cost. This should go out at least 4-6 months before the  reunion. If the facility has some particularly attractive feathers,  include this information to keep family members interested.

You  may wish to send out a survey soliciting the kinds of activities family  members would like to have. This can help the planners. Or your survey  may be sent to gather information about each person to be included in a  directory.

Set a definite date for registration and payment. It  is necessary to know who will be coming to the reunion so that  arrangements regarding food, trips and tours, and lodging may be  finalized. Be prepared to mail a follow-up letter closer to the due date  and set up a telephone chain to contact family members who haven’t  responded.

Don’t forget to include directions for how to get to  the event using various modes of transportation. Some facilities may  provide maps.

FACILITIES & FOOD
Family  finances and expenses may dictate the search for the right facility,  but often the family reunion is perceived as a time for a vacation and  members want a nice place. If there is a particular purpose for the  reunion, e.g., bringing people together primarily to get to know each  other, a more isolated area may be more desirable. On the other hand, if  family members have said they want to spend time on their own, look for  a facility near shopping and amusements.The local Convention and  Visitors Bureau can be very helpful in providing assistance. In addition  to hotels, consider conference centers, state parks with housing  facilities, resorts, and college campuses. All of the activities do not  have to be held where people are housed. Picnics may be held in a park  or banquets may be held at the local museum.Eating is an important event  at the reunion. People like to have plenty of good food. The choice of a  facility sometimes dictates the food arrangements. Some require you to  use their food service; others offer a meal plan. Confirm all  arrangements in your negotiations with hotels and in the information  package you send to your family members.

ACTIVITIES
Family  members do look forward to having fun together. The range of possible  activities is limitless. The more family members are involved in  carrying out the activities, the more likely their participation over  time. Talents in the family have an opportunity to shine. Use the  abilities and interests of family members to have such activities as:

• talent shows
• family history telling
• choir singinG
• recognition ceremonies
• arts and crafts/exhibits
• fashion shows
• music and poetry
• sports

Family  members may lead workshops in topics with which they are familiar such  as economic development, investing, education, parenting skills,  political action, etc. Remember to include activities for all ages,  including the youth and the elderly.

FINANCES
Family  reunions do cost money, but with careful planning every family can  afford to have one. The cost of organizing includes expenses such as  postage, duplication, stationary, and telephone. These costs may be  passed on to the family members as part of their registration fee. The  planning committee should be aware that deposits might also be needed  for the sites, souvenirs, and the like. However, some families have  fundraising events during the year to offset these expenses.

Fundraisers  may include dinner dances and parties, raffles, casinos or theater  trips, card parties, flea markets, and any other way that people raise  money.

At the reunion itself, mementos such as tote bags, t-shirts, hats, etc., can be sold above cost to help pay for the expenses.

FAMILY HISTORY
Sharing  the family history has become a major activity at the family reunions.  Many families have found interesting ways to tell the story other than  through family trees and charts.

Genealogical societies, groups,  genealogists, and other resources exist to help persons trace their  roots. Be sure to interview the family elders and tape what they say.  Also remember that family reunions offer a chance to collect history in  the making. Videotape your activities and record information about  living members for the sake of future generations.

AFTER THE REUNION
After  the reunion, evaluate how it went. Accentuate the positive and  celebrate your successes. Iron out the rough spots. Encourage ongoing  gatherings and reunions. You’ll find that it gets easier to organize and  even more fun as time goes on.

Good Luck with your planning!

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Click below for more planning information.

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