Family Reunion Timeline

• Start forming the Reunion Committee • Set date. • Make list of family members to be invited • Make reservations at location, a deposit may be required • Create family reunion website • Prepare a budget, where the funds will come from for the reunion • Send “save the date” emails or postcards to family members, with details of date, location, and non-refundable deposit amount • Make a calendar to keep track of assignments and payments due

• Select committee chairmen and assign duties and deadlines • Decide whether there will be a theme and what it will be • Send out invitations with RSVP by date and deposit required

• Send out reminder invitations • Record RSVPs and deposits received • Food committee should be completely organized

• Food committee contacts families with food assignments • Gather family photos and memorabilia to display • Review committees’ duties and follow through • Contact location manager/owner for any last-minute questions

• Shop for decorations, paper and plastic ware, trash/recyclable receptacles • Non-perishable food items can be purchased-drinks, snack foods, etc. • Confirm number of family members expected • Contact family members and inventory what they’re bringing

• Update attendance • Make final payment to venue if due • Contact all committee chairmen for completion of assignments

• Shop for perishable food items • Make decorations, welcome kits, guest book, name tags, goodie bags

• Purchase ice, drinks and any other last-minute food items or paper goods • Take supplies to location if allowable • Confirm all committees have completed assignments • Have funds available for any needed activities • Check with location manager/owner for clean-up responsibilities

• Put out signs directing family to reunion • Have checklist ready so nothing is overlooked • Collect any unpaid fees • Set up welcome table with guest book, name tags • Decorate • Set out drinks and snacks

• Collect family memorabilia and photos to include in memory book, • Check for items family members may have left behind • Make sure site is completely cleaned, trash and recyclables in proper place • Remove direction signs from roads • Update family contact information and share • Send follow-up survey • Send thank you notes to committee members and volunteers • Meet with committee members to assess event • Keep website active, keeping contact list updated • Keep family members in touch with each other with website, social media, email or postal service • Evaluate returned surveys • Close out bank account or keep open with minimal balance • Start planning the next one