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