Family Reunion Planning Checklist
A 12-month timeline. reunionbase.com
The timeline below runs from a year or more out down to the follow-up after everyone heads home. Work top to bottom. Every family is different, so adjust the windows to fit yours.
The groundwork
12+ months out
- Form a planning committee and name a chairperson, a treasurer, and a secretary so responsibilities are clear from day one.
- Decide roughly how many people you are planning for and whether this is a one-day picnic, a weekend, or a multi-day event.
- Poll the family on candidate dates and locations, then let everyone vote so the final choice has buy-in.
- Set a working budget and decide how it will be funded: dues, fundraisers, sponsorships, or a mix.
- Start or update the family contact list with names, emails, phone numbers, and mailing addresses.
- Pick a memorable theme or reunion name if your family likes to have one.
Lock the essentials
9 to 12 months out
- Confirm the date and reserve the venue or pavilion, and get the deposit paid and the contract signed.
- Negotiate a hotel room block for out-of-town family and get the group rate and cutoff date in writing.
- Open a dedicated bank account or payment method the treasurer controls, separate from anyone's personal money.
- Set the dues amount per adult and per household, and decide who is exempt, such as young children or elders.
- Send a save-the-date to the whole family with the date, city, and a rough cost estimate.
- Assign committee leads for food, activities, lodging, communications, and finance.
Build the plan
6 to 9 months out
- Get catering quotes or plan a potluck assignment, and confirm headcount assumptions with the caterer.
- Design the reunion t-shirt and set a firm order deadline so sizes and counts are locked before printing.
- Draft the weekend schedule: arrival, meals, activities, a group photo time, and any worship or memorial service.
- Book a photographer or assign someone to handle photos and video, and plan the group photo shot list.
- Research and book activities and rentals: tables, chairs, tents, a DJ or sound system, games, and a bounce house if wanted.
- Announce the dues deadline and open payment so money starts coming in early.
Sell it and collect
3 to 6 months out
- Send the formal invitation with the full schedule, costs, hotel block details, and the RSVP deadline.
- Start tracking RSVPs and guest counts by household so you always know who is coming.
- Send the first dues reminder to anyone who has not paid, and share how much has been collected so far.
- Finalize the menu and place the catering order, or confirm potluck dishes so you do not end up with ten desserts.
- Order t-shirts once sizes are in, and order banners, badges, or a family directory if you are making one.
- Plan the program: welcome, blessing, introductions of family branches, awards, games, and a moment to remember those who passed.
Tighten every detail
1 to 3 months out
- Set and enforce the final RSVP and dues deadline, and make a last push to anyone still outstanding.
- Give the caterer and venue your final headcount and pay remaining balances.
- Confirm the hotel block, remind family of the booking cutoff, and release unused rooms if needed.
- Print the programs, name tags, signage, and any family tree or directory handouts.
- Buy supplies: paper goods, decorations, prizes, first-aid kit, trash bags, coolers, and water.
- Assign day-of roles: setup crew, registration table, food service, photographer, activity leads, and cleanup crew.
- Prepare a contact sheet and a simple run-of-show so every volunteer knows where to be and when.
Final prep
The week of
- Confirm delivery and pickup times for rentals, cake, and catering.
- Do a final headcount and adjust food, seating, and shirts if the numbers moved.
- Pack a supply bin: tape, scissors, markers, extension cords, cash box and change, printed lists, and phone chargers.
- Charge cameras, clear phone storage, and confirm who is capturing the group photo.
- Send a short reminder with arrival time, parking, what to bring, and the venue address and map link.
- Walk or review the venue layout and decide where registration, food, and activities will go.
Run the event
Day of the reunion
- Arrive early with the setup crew to handle tables, signage, decorations, and the registration table.
- Staff registration: check people in, hand out name tags and shirts, and collect any dues still owed.
- Keep the schedule moving gently, but leave real time for people to simply visit and catch up.
- Take the group photo while everyone is present, usually right before or after the main meal.
- Capture candids, short video clips, and photos of the elders and the family branches together.
- Run the program: welcome, blessing, introductions, awards, games, and the memorial moment.
- Lead the cleanup crew, return rentals, settle final balances, and do a lost-and-found sweep.
Close it out and carry it forward
After the reunion
- Send thank-you notes to the committee, volunteers, hosts, and anyone who donated or sponsored.
- Share the photos and video with the whole family in one place everyone can reach.
- Reconcile the finances, report the final numbers to the family, and note what came in versus what was spent.
- Collect feedback on what worked and what to change while it is still fresh.
- Write down committee notes, vendor contacts, and the headcount for whoever plans the next one.
- Update the family contact list with new addresses, new babies, and anyone you missed this time.
- Set a tentative window for the next reunion so momentum does not fade.
Reunionbase
A checklist gets you started. Reunionbase runs it.
If you want the RSVPs, dues, and photos handled too, that is what Reunionbase does. Vote on the date, collect dues online, track who is coming, and share the photos, all in one private family site. You can also estimate your budget for free.