What You Need to Know When Planning a Family Reunion

For years, my grandparents hosted a biannual family reunion, and it always followed a similar pattern. Day one: Meet up at my grandparents’ house. Day two: Have a fish fry. Day three: Attend church. It was simple and predictable, but still enjoyable. Everyone—all 30-plus grandchildren and cousins, nine aunts and uncles, and a handful of great-grandchildren—had fun. We knew the price, the location and the expectation. All we had to do was show up.

But when they passed away, I was nominated to oversee the continuation of this family tradition. I quickly learned why my grandparents kept things so simple and predictable—planning a family reunion is difficult and time-consuming. But when done right, you can create a meaningful and memorable event. Just follow these tips that I picked up from my successes—and mishaps—along the way.

Put together an enthusiastic, capable committee

That cousin who is a social media maven? That aunt who is money savvy? That nephew with connections? They should all be on your committee because no one can manage all aspects of planning a family reunion alone. For every 20 to 30 people, consider having at least one volunteer to manage an area that plays to their natural strengths.

Start planning-the sooner, the better

If you start planning early, you might even enjoy yourself along the way!

When planning a family reunion, set a date as soon as possible, preferably at least a year in advance. This will give people plenty of time to accommodate work and school schedules, plan transportation (airfare or long-distance driving) and save up for fees and other travel expenses. Lack of time was my first mishap. We gave ourselves less than six months to plan, execute and collect the reunion fee. The result? Fewer people showed up, and we had to reduce the amount of activities.

Narrow down a location, date and cost, and take a vote

The single, globe-trotting aunt and the father-of-three uncle may not be interested in doing the same activities or even going to the same destination. You can offer something affordable for everyone (more on that later) but consider taking an informal survey to gauge which locale is the most popular with the group when planning a family reunion.

Maybe one option is San Diego for its family-friendly attractions (think the zoo and SeaWorld) and pleasant year-round weather. Another option could be a bustling, colorful city like New Orleans with an endless supply of entertainment, year-round festivals like the French Quarter Fest or the family-friendly Oyster Festival and endless cuisine options (gumbo, anyone?).

As you consider where you all might stay when planning a family reunion, make sure you scope out group rates. A vacation rental is worth considering too, as you’ll have communal areas to connect as well as private areas to unwind. At Choice’s curated properties, you can book a vacation rental that combines location and activity. From skiing and mountains to golf and beaches, you can find a spot where everyone can mingle and have fun nearby. Once you have a few selections, let the voting commence. Include a selection of destinations, dates, potential activities and costs. Giving everyone a voice at this stage of planning a family reunion will make people more interested in participating.

Food and fun: Offer something for everyone

Plan events that multiple generations can enjoy together—like barbecue cookouts, family-friendly music shows or game nights.

While you’re in the middle of planning a family reunion, recognizing that there are a range of ages and interests is key to creating a worthwhile experience for the whole group. Consider optional outings: golf, mall trips, museum excursions or musical shows. Our reunion included a family game night on Friday, followed by a day at the beach on Saturday and a jazz club in the evening, and a mall trip and barbecue on Sunday. Having variety will make reunion-goers happy. Plan activities that involve all members and give everyone a chance to sit, talk and just be together—cookouts, picnics and potlucks are a great opportunity to catch up while gathering around food.

Get the word out

One of the final stages of planning a family reunion is making sure you have a way to communicate with everyone. Mailing out an invitation works well, but if your family is plugged in, send them a digital newsletter, email or start an online group. This is where the social media gurus in your family can lend their expertise. Consider starting a family-reunion-themed Facebook group your family members can join. It’s a great place to keep them in the loop and announce updates. Need to let everyone know about a venue change? Looking to carpool with someone? This is the quickest way to get the message out. It’s also an easy place to share photos and videos of the gathering or create a digital photo album of the event.

Written by Erin Perkins

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